Preparing Your Continuing Education Import Files

Use the three templates linked below to prepare your continuing education (CE) information for Member365. Submit your completed files through the Member365 support ticket system for review and import.

Date Format

All dates in all three templates must use YYYY-MM-DD format.

For example, January 9, 2026 must be entered as 2026-01-09.

Include the four-digit year and a leading zero for single-digit months and days. Before submitting your files, check that Excel has not changed the displayed date format.

Required Import Order

1. CE Collection Periods
2. Education Activities
3. User Activities

CE Collection Periods

All fields in this template are required. Do not leave any fields blank.

A collection period is the timeframe in which a contact must earn the points or credits needed to maintain their certification. Depending on your configuration, collection periods may also affect membership renewal dates.

Use this template to provide each contact’s collection period dates.

• Email Address (Required): The email address of the contact whose collection period is being imported.
• Member Number (Required): The contact’s member number in Member365.
• Membership Category (Required): The membership category associated with the contact’s collection period.
• Collection Start (Required): The first date of the contact’s collection period. Use YYYY-MM-DD format.
• Collection End (Required): The last date of the contact’s collection period. Use YYYY-MM-DD format.
• Grace Period End (Required): The end date of the grace period. Use YYYY-MM-DD format.

Date reminder: Enter Collection Start, Collection End, and Grace Period End dates as YYYY-MM-DD.

Download the CE Collection Period Import Template

If the button does not work, use this link:
https://helpdesk.member365.com/hc/article_attachments/54638919161364

Education Activities

This template creates the education activities within Member365. The User Activities import then connects those activities to individual contacts.

Fields marked (Required) must be completed. Activity Level is required only if your organization uses levels. Other fields are optional.

• Activity Code (Required): The code identifying the activity. Use this exact code in the User Activities template to attach the activity to contacts.
• Activity Title (Required): The name of the education activity.
• Activity Title (fr): The French version of the activity title, if applicable.
• Activity Description (Required): A description of the activity and what it covers.
• Activity Description (fr): The French version of the activity description, if applicable.
• Requested By (Required): The email address of the person who submitted the activity. An administrator’s email address can be used, including m365admin@member365.com.
• Activity Categories: The CE categories associated with the activity. This field is optional.
• Activity Level (Required if your organization uses levels): The CE level associated with the activity.
• Credits (Required): The number of credits or points associated with the activity.
• Hours: The number of hours associated with the activity.
• Membership Categories (Required): The membership category or categories connected to the activity.
• Membership Teirs: The membership tiers associated with the activity. This column is labelled “Membership Teirs” in the template.
• Program Name: The name of the program associated with the activity.
• School Name: The name of the school or educational institution associated with the activity.
• Website URL: The website address associated with the activity.
• Contact Email: The email address for inquiries about the activity.
• Contact Phone Number: The phone number for inquiries about the activity.
• Activity Location: The location of the activity.
• Activity Leader: The person leading the activity.
• Activity Sponsor: The sponsor associated with the activity.
• Activity Start Date (Required): The date the activity begins. Use YYYY-MM-DD format. The start and end dates may be the same.
• Activity End Date (Required): The date the activity ends. Use YYYY-MM-DD format. The start and end dates may be the same.
• Supervisor Hours: The supervision hours associated with the activity.
• Notes: Additional information about the activity.
• Has Pre-Accreditation?: Indicates whether the activity has pre-accreditation.
• Display in Member Portal (Required): Enter Yes or No to indicate whether the activity displays in the member portal.
• Show on Transcript (Required): Enter Yes or No to indicate whether the activity appears on the transcript.
• Status (Required): Enter Approved, Pending, or Declined. Approved makes the activity active.

If you are unsure which values to use for your configured membership categories or levels, confirm them with the Member365 team before completing those fields.

The Activity Code connects the two activity templates. Use exactly the same code when assigning the activity to contacts in the User Activities template.

Date reminder: Enter Activity Start Date and Activity End Date as YYYY-MM-DD.

Download the Education Activities Template

If the button does not work, use this link:
https://helpdesk.member365.com/hc/article_attachments/54638922021268

User Activities

All fields in this template are required. Do not leave any fields blank.

This template attaches education activities to individual contacts and records when they completed them.

• Activity Code (Required): The exact activity code used in the Education Activities template.
• Email Address (Required): The email address of the contact receiving the activity.
• Date Completed (Required): The date the contact completed the activity. Use YYYY-MM-DD format.
• Admin Assigned By (Required): The email address of an existing administrator in your Member365 system.
• Membership Category (Required): The contact’s applicable membership category.

Activity codes must match exactly. If the codes in the User Activities template do not match the activities created through the Education Activities import, the user activities will not import.

For Admin Assigned By, we recommend m365admin@member365.com. This administrator account remains in the system, helping avoid issues if another administrator’s account is later removed.

Download the User Activities Template

If the button does not work, use this link:
https://helpdesk.member365.com/hc/article_attachments/54638919162644

Before Submitting Your Files

• All dates use YYYY-MM-DD format.
• Activity codes match exactly between the Education Activities and User Activities templates.
• Admin Assigned By contains an existing administrator’s email address.
• Contact information, membership categories, and activity details are accurate.

Submit your completed templates to the Member365 team for review and import. Collection periods will be imported first, followed by education activities, then user activities.