Importing member data

Prepare the source file

Keep the first import small enough to inspect and preserve stable source identifiers whenever possible.

• Configure extra fields under Profile & policies, Member fields first. Then open Members, choose Import members, and download the example CSV so it includes every current custom field column.
• Use one row per intended member profile and a single header row.
• Include display name and, when available, member number, email, phone, address, membership option, paid-through date, delivery mode, and source ID.
• Use ISO dates (YYYY-MM-DD), true or false for yes/no custom fields, and an exact configured choice for choice-list custom fields.
• Leave unknown values blank instead of inventing placeholder email addresses or dates.
• Normalize obvious formatting problems, but do not remove duplicate rows before the review workflow can explain them.

Map and preview

The preview shows what the system will create before any member profile, membership period, or payment is saved.

1. Upload the CSV and map each source column to a MembershipPortal field, including every required custom field.
2. Choose a default membership option only when rows without an explicit choice should receive it.
3. Run validation and review normalized values, missing required fields, invalid dates, and invalid email formats.
4. Compare the preview totals with the source file before continuing.

Resolve duplicate and shared-email warnings

A matching email is evidence for review, not proof that two records are the same person.

• Link to an existing member only after verifying member number, name, address, and relevant history.
• Keep separate records when a household shares an email or an institution has multiple contacts.
• Skip a source row when it should not create or update a member.
• Do not merge records merely to clear the queue; preserve uncertainty for a later correction when necessary.

Add and verify

Confirming the import creates the reviewed member profiles and keeps the result for every row.

1. Add the reviewed members only after every blocking row problem and duplicate decision is resolved.
2. Review created, linked, skipped, and failed row counts.
3. Compare member profile, membership period, and payment totals with the approved preview.
4. Export or retain the row-level result for migration records.
5. If an untouched import must be removed, use Correct this import before staff edit the imported profiles or use them in later work. Membership and financial history is preserved rather than silently deleted.