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. (Please note: The Import Manager, after you answer the first few questions in the process, will generate a personalized spreadsheet template for you to use with instructions for each field value. While you may use your own configured spreadsheet, it is highly recommended you use this CRM-generated template to ensure all data is properly formatted for a seamless import.)
For any spreadsheet you use for import, ensure:
- There is only one header row (the names of CRM fields as listed in the Standard Fields section below).
- Each column header is different
- The spreadsheet is saved as an .xlsx (Excel) or .csv file.
Required Fields
When importing membership data, the following fields are required:
|
Column |
Description |
|
Account ID |
Only required if, in the Import Manager, you indicate your data has Account ID information. |
|
Membership Level |
The membership level purchased. This data must be pre-configured in Neon CRM before you can import your membership data. |
|
Membership Amount Paid |
The amount paid for the membership. This data must be pre-configured in Neon CRM before you can import your membership data. |
|
Membership Transaction Date |
Ensure that all rows have a transaction date. |
|
Term Start Date |
Ensure that all rows have a term start date. |
Standard Fields
For membership data, there are many standard, non-required fields available for import, including:
|
Field Name |
Explanation/ Note |
Required Field? |
|
Account ID |
Either a Neon CRM Account ID or the ID from your previous, legacy system. |
Yes - If you indicate your data has Account ID information in the Import Manager. |
|
Check Number |
Optional. For membership payments made by check. |
|
|
Custom Fields |
See the Custom Fields section below for more information. |
|
|
Term End Date |
Date the membership expires. |
|
|
Membership Level |
Predetermined level of membership based on organization structure (required field). |
|
|
Enrollment Type |
Optional. Enter "new" when a membership is purchased by a new member or "renew" if the purchase is made by a returning member. |
|
|
Membership Amount Paid |
The amount paid for the membership. |
Yes |
|
Membership Level |
The level of membership purchased |
Yes |
|
Membership Registration Status |
Optional. Status of the transaction (ex: pending, succeeded, cancelled). |
|
|
Membership Source |
Optional. The source of the membership (ex: social media, appeal letter, event). |
|
|
Membership Transaction Date |
Date the constituent purchases a membership. |
Yes |
|
Non-Deductible Amount |
Optional. The portion of the membership fee that is not tax deductible. |
|
|
Non-Deductible Amount Description |
Optional. A description of the non-taxable membership cost. |
|
|
Tender Type |
Optional. Tender type used for the transaction. |
|
|
Term Start Date |
Date the membership begins. |
Yes |
|
Term End Date |
Optional. The last day the membership benefits purchased will be in effect. |
|
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.
Custom Fields
If you require custom fields (i.e. any field not listed in the Standard Field section), you have two options to create such fields: 1) You may create the custom field in the CRM before you import your data via the Import Manager, or 2) You may create the custom field in the Import Manager during the import itself. For more information about custom fields visit Membership Custom Fields.
Common Formatting Errors
There are many common formatting errors which occur when importing donation data. These include:
- Not pre-configuring membership levels and terms before import
- Invalid file format: Neon CRM supports .xlsx (Excel) 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