The Master Import Template

DOWNLOAD THE TEMPLATE

Using our standard data import template is mandatory. Get started by downloading the import template. 

ADD YOUR DATA TO THE TEMPLATE

Start adding data to the import template and ensure all mandatory data is provided in the specified format.

MISSING DATA FIELDS?

Something missing on the template? Create a list of data fields and discuss them with your Success Coach.

Template Data Fields Explained

The following section provides an overview of all the data fields within the Master import. Please note that fields marked with "**" are mandatory!

Contact Information

• **Primary Email Address: All contact records must have an email address associated to them. If you have members without email addresses, please alert us!
  
  
• Secondary Email Address: All contact records must have another email that the contact has access to and check regularly associated to them. 
  
  
• Suffix: Letters placed after the contact name to indicate the position that the contact holds, academic degree, or accreditation (e.g., "PhD", "RN", "MA", "MBA").

• Salutation: Title in the contact name, such as Mr, Mrs, Ms., or Dr. The contact is able to customize these fields within the contact settings read this article to learn more. 
  
  
• Pronoun: When adding Pronouns to the template, ensure they follow the naming convention in the administration setup. Defaults include Male, Female, Other. However, the contact can customize this list read this article to learn more.
  
  
• **First Name: All contacts identified on the import template must have a first and last name. 
  
  
• Middle Name: The middle name is placed after the first name and before the surname.
  
  
• Last Name: A surname, the name that comes at the end of the full name. Also known as a family name. 
  
  
• Language: Language is required if you intend to setup the member portal in both English and French. If so, indicate the contact's preference by specifying English or French (Not EN or FR) in the appropriate column. 
  
  
• Birthday: The day of the contacts birth. 
  
  
• Birth Name: The name that was given upon contacts birth.
  
  
• Contact Tags: Do you have contact record tags like VIP, Volunteer, Prospective Member and others? Import tags by adding them to the identified column in the import template. Multiple tags? Add them in comma-separated format, do not create another column!
  
  
• Job Title: A name that describes the contact job or position. This is an open text field within the application form. People can fill in whatever they would like. 
  
  
• Personal Website: Ensure that all website URLs include either HTTP:// or HTTPS:// in front of them.
  
  
• Personal LinkedIn: The username handle linked to the contacts personal LinkedIn account. 
  
  
• Personal Facebook: The username handle linked to the contacts personal Facebook account. 
  
  
• Personal Instagram: The username handle linked to the contacts personal Instagram account. 
  
  
• Personal Twitter: The username handle linked to the contacts personal Twitter account. 

**Email Consent Setting

It's important to provide the information required to add email consent on contacts imported. Without consent, you cannot send emails to your contacts. Express consent is for CAN-Spam and Implied Consent is for CASL law. Click here to learn more about CAN-Spam and CASl Laws to understand which consent is required for your contacts.

• Expressed Consent Received (Yes/No): In this field for the import indicate if you have consent with Yes or if you do not have consent with No. 
  
  
• Expressed Consent Received Date (DD-MM-YYYY): In this field for the import indicate the date you receive consent. Please ensure you follow the DD-MM-YYYY format.
  
  
• Expressed Consent Reason: In this field for the import indicate the reason you received consent. For example, membership, newsletter or event registration.  
  
  
• Implied Consent Received (Yes/No): In this field for the import indicate if you have consent with Yes or if you do not have consent with No. 
  
  
• Implied Consent Received Date (DD-MM-YYYY): In this field for the import indicate the date you receive consent. Please ensure you follow the DD-MM-YYYY format.
  
  
• Implied Consent Reason: In this field for the import indicate the reason you received consent. For example, membership.
  

   

Membership Data

• **MEMBER NUMBER: Member365 allows you to import existing member numbers as long as it contains only numbers, is sequential in nature and nobody shares the same number.
  
  
• Certification Number: 
• **CATEGORY NAME: Add the name of the member category the contact is to be linked. The category name must match the spelling in the administration setup.
  
  
• Fee category (category name): Have a membership category that has a fee category? You must add the fee category name to the specified column in the import template and be sure to match the fee category spelling as identified in the administration setup.
  
  
• **Is Primary (Yes/No) (required for Group memberships): If you are using group membership this is a mandatory field. The primary contact is the person who will be sent the renewal reminder
  email and manage portal accounts. 
  
  Only one contact can be identified per organization. To indicate a contact as primary, add the word Yes to the appropriate column on the import template. 
  
  If more than one person is labeled as the primary, the last contact record imported with Yes in the column will be used as the primary contact.
  
  
• SEAT PACKAGES: If your group membership has seat packages, you must specify the seat package they are to be linked to. The seat package specified must match the spelling of the seat package as per the administration setup. 
  
  
• Is Secondary (Yes/No): The secondary contact is the second person who will be be sent the renewal reminder and manage portal accounts.  To indicate a contact as secondary, add the word Yes to the appropriate column on the import template. 
  
  
• Is Employee Account (Yes/No): To indicate a contact is an employee account, add the word Yes to the appropriate column on the import table. 
  
  
• Link To Primary (Primary Contacts Email Address): Add the email address of the primary contact that is to be linked. The primary email address must match the spelling in the administration set up.
• **Member Since (DD-MM-YYYY): The member since date is the first date a contact became a member. If the contact has been in the same member category since the beginning, the member since data and inception dates are usually the same. If you do not specify a date, the import will use 00-00-0000. Please ensure you follow the DD-MM-YYYY format.

• **Inception Date (DD-MM-YYYY): The inception date is the first date the contact became a member in the category they are assigned. If you do not know what this date is, you will need to assign a date that occurs before the identified renewal date. Please ensure you follow the DD-MM-YYYY format.
  
  
• **Renewal Date (DD-MM-YYYY): The renewal date is the date that the member must submit their renewal form and payment. Please ensure you follow the DD-MM-YYYY format. 
  
  

Contact Mailing Information

• Mail Preference (business/residential): If you have tracked the preference for where snail mail should be sent, indicate the selection with the word residential or business. This will set the preferred mailing address in Member365. If you do not set a preference, it will default to business.
  
  
• Residential Address 1: In this field insert street address where contact lives. 
  
• Residential Address 2: In this field insert apartment number, unit number or suite number where contact lives.
• Residential Address 3: In this field insert any additional information.
• Residential City: The name of the City where contact lives.
• Residential Province/State: The name of the Province/State where contact lives.
• Residential Country: The name of the Country where contact lives.
• Residential Zip/Postal: The Zip/Postal code where contact lives. 
• Residential Phone (Primary): The primary contact phone number.
• Residential Phone Extension (Primary): The primary extension for the phone used for the residence.
• Residential Cell: The primary contacts cellphone number.
• Residential Fax:  The fax number for residence of contact. 
• Business Address 1: In this field insert street address of business. 
• Business Address 2: In this field insert apartment number, unit number or suite number of business.
• Business Address 3: In this field insert any additional information. 
• Business City: The name of the city where contact lives.
• Business Province/State: The name of the Province or State of the business.
• Business Country: The name of the Country of the business.
• Business Zip/Postal: The Zip/Postal code where business is located. 
• Business Email: The email address of the business.
• Business Phone (Primary): The primary phone number of the business.
• Business Phone Extension (Primary): The primary extension for the phone used for the business.
• Business Phone (Secondary): The secondary phone number of the business.
• Business Phone Extension (Secondary): The secondary extension for the phone used for the business.
• Business Fax: The fax number that is linked to the business.
• Business Website: Ensure that all website URLs include either HTTP:// or HTTPS:// in front of them.

Organization Information

• **ORGANIZATION NAMES: When importing organization names, be sure to review your list and standardized the spelling when the organization appears more than once. If your data import has numerous spellings for the organization, multiple organization records will be created.
  • It is important that if there are more than one organizations with the same name but different locations and you wish to designate them their own organization membership. Therefore, they must have a unique organization name. A recommendation is to add either the city or county to the name of the organization. 
    
    For instance: Organization - City
    • Member365 - Ottawa
    • Member365 - Toronto 
    • Member365 - London

• Acronym: An abbreviation of the organization name. 
• Parent Organization: The name of the parent organization. 
• Organization Departments: The name of additional organization departments.  
• Organization Address 1: In this field insert street address of the organization.  
• Organization Address 2: In this field insert apartment number, unit number or suite number. 
• Organization Address 3: In this field insert any additional information.
• Organization City: The name of the City where the organization.
• Organization Province/State: The name of the Province or State of the organization. 
• Organization Country: The name of the Country of the organization. 
• Organization Zip/Postal: The Zip/Postal code where organization is located. 
• Organization Email: The email address of the organization. 
• Organization Phone (Primary): The primary phone number of the organization. 
• Organization Phone Extension (Primary): The primary extension for the phone used for the organization. 
• Organization Phone (Secondary): The secondary phone number of the organization. 
• Organization Phone Extension (Secondary): The secondary extension for the phone used for the business.
• Organization Fax: The fax number that is linked to the organization. 
• Organization Website: Ensure that all website URLs include either HTTP:// or HTTPS:// in front of them.
• Organization Tags: In this field you can add any tags associated with the organization. 
• Organization LinkedIn:  The username handle linked to the organizations LinkedIn account. 
• Organization Facebook: The username handle linked to the organizations Facebook account.
• Organization Instagram: The username handle linked to the organizations Instagram account.
• Organization Twitter: The username handle linked to the organizations Twitter account.

What to do before the import

1. Have your membership categories been completed and tested
2. Download import template
3. Review the formatting of the fields as defined in the "Template Data Fields Explained" section above.
4. Review your data to ensure it is accurate, up to date, and matching the format in the template provided.
   
   

   Data checks

   1. 1. No duplicate of emails unless you are importing a contact into multiple membership categories.
      2. All organization names are spelled the same.
      3. For group membership, the primary is indicated.
      4. Use Short date format for all your dates DD-MM-YYYY.
      5. All membership categories are spelled the same in the datasheet as in the system
      6. Inception and Renewal/refresh dates are required for membership categories in the short date format DD-MM-YYYY
      7. All Mandatory fields are filled in.

How to ensure your data is correct for import

1. Pick five random rows in your datasheet and ensure the line of the item up correctly with the contact and column headers.
2. Check to make sure your Countries and Organizations are all spelled the same and have no variations.
3. Make sure your membership renewal, member since, and inception dates match correctly 
4. Make sure the membership categories are spelled the same as the membership category created within Member365

Import Timeline

This timeframe assumes your membership management setup is completed.

Week 01: Download import template, study the import rules and start adding data to the
template.

Week 02: Complete the import template and schedule a Zoom call with your success coach. If the data is ready, the import will be completed then. 

Week 03: If issues are identified, you will need to spend this week addressing the errors.

Week 04: Once the data issues are fixed, schedule a Zoom call with your Success Coach. If the data is
ready, the import will be completed during the call.

Week 05: Your data is now inside Member365! Unless of course there are still issues, which we
repeat the cycle...

NEED HELP! 

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login to the administrator dashboard and book a setup call here.