Learn how to prepare your membership data for import in this step-by-step guide. Taking the time to properly format your data will allow you to conduct a seamless import. This help guide will cover how to prepare your membership data for import.
Recommended Reading Before You Start
Content
Preparing Your Membership Data for Import
Instructions
Preparing your Membership Data for Import
To prepare your membership data for import using Import Manager, you must first have your data properly formatted in an .xlsx (Excel) or .csv file. We will use this sample spreadsheet to demonstrate the formatting process. Please note: The Import Manager will generate a personalize spreadsheet template based on the information you provide. It is highly recommended you use the spreadsheet generated in the Import Manager since it contains instructions for each field value column.
Membership Data Import Template
Start by ensuring:
- There is only one header row
- Each column header is different
- The spreadsheet is saved as an .xlsx (Excel) or .csv file.
In the sample we will use, there will be an account ID column. The IDs in this
column can be either from your old database or Neon CRM IDs. You do not need to have an Account ID column.
Also, as you can see, our data contains the non-related data fields of First Name, Last Name, and Email. Neon CRM allows you to simultaneously import multiple types of data, so we will import this new account data along with our new membership data in this import example.
Required Fields
When importing membership data, the following fields are required:
|
Column |
Description |
|
Membership Level |
This data must be pre-configured in Neon CRM before you can import your membership data. |
|
Cost (Membership Term/ Price) |
This data must be pre-configured in Neon CRM before you can import your membership data. |
|
Transaction Date |
Ensure that all rows have a transaction date. |
|
Term Start Date |
Ensure that all rows have a term start date. |
Note: For information on how to manipulate spreadsheet data in Microsoft Excel, consult the Microsoft Excel support materials.
1. Pre-configure Membership Level and Cost. For assistance on this process, visit this help guide:
Pre-Configuring Membership Field Values in Neon CRM
2. Ensure that there is a transaction and term start date for each row.
Standard Fields
For membership data, there are many standard, non-required fields available for import, including:
|
Field Name |
Explanation/ Note |
|
Check # |
For membership costs made by check |
|
Cost |
Amount paid for membership (required field) |
|
Term End Date |
Date the membership expires |
|
Membership Level |
Predetermined level of membership based on organization structure (required field) |
|
Enrollment Type |
Is this a join (or first-time membership enrollment) or a renewal? |
|
Membership Registration Status |
Status of the transaction |
|
Tender Type |
Tender type used for the transaction |
|
Source |
The course of the membership (i.e. community event) |
|
Term Start Date |
Date the membership begins (required field) |
|
Transaction Date |
Date the membership was purchased (required field) |
Although these fields are not required, entering this data now, before import, may save you time in the future.
Import Manager Limitations
For membership data, there are two limitations on various types of data available for import using the Import Manager, including:
- Membership auto-renewals
- Sub-members for households or company group membership
If your data contains any of these data types, they will need to be removed before import.
Common Formatting Errors
There are many common formatting errors which occur when importing donation data. These include:
- Not pre-configuring field values before import
- Negative numbers
- Invalid file format: Neon CRM supports .xlsx and .csv files for import
- Incorrect date field formatting (Ex: date fields must be in MM/DD/YYYY or MM-DD-YYYY format)
- Blank required fields
- Multiple spreadsheet tabs