Importing your organization’s member information is a critical component of getting started with Glue Up’s Membership module. Follow the process below to import member data into the platform.

Data Preparation

Initiating the Data Import

Navigate to the Settings menu and select “Import History & Activation”.

In the “Import Data” section, choose if you would like to import an individual or corporate membership and then select a membership type using the dropdown menu. Click on “Confirm” to continue.

In this step, you can download a Glue Up import template tailored based on the application form you created for this membership. Using this template spreadsheet to import your data is recommended to simplify the process and reduce the chance of mistakes occurring. Alternatively, you can update your own existing file to the required Glue Up format.

Important: Only Excel (.xls and .xlsx) file types are supported.

Formatting the import template for Individual memberships

Once you download and open the membership import template, you will notice that the template already has all the necessary fields as column headers. The columns on the template correspond to the fields on the designated Membership Application Form for this Membership Type.

For individual membership templates, you’ll find a single sheet in the spreadsheet.

Simply copy the data from your existing spreadsheet or source, and paste it into the corresponding columns of the Glue Up Membership Import Template. Ensure that the data aligns with the respective column headers in the template.

To ensure a successful import, it’s important to fill out the mandatory fields. These include:

1. Membership Start Date: The date must be in Excel’s “Short Date” format and contain the year, month and date.
2. Membership End Date: The date must be in Excel’s “Short Date” format and contain the year, month and date.
3. First Name: The first name of the individual member.
4. Last Name: The last name of the individual member.
5. Email Address: The email address used by the individual member.

Formatting the import template for Corporate memberships

Similar to templates for individual membership types, once you download and open the membership import template for corporate memberships, you will notice that the template already has all the necessary fields as column headers. The columns on the template correspond to the fields on the designated Membership Application Form for this Membership Type.

The corporate membership import template consists of two sheets: “Company Members” and “Individual Members.” These sheets serve different purposes and require specific information to be provided.

1. Mapping ID: Only numbers can be inserted in this column. Mapping IDs must be an identical match to the related company’s Mapping ID for all individual members who are part of that company.
2. Primary Member: A primary member is a person who is designated as the main person for managing a company’s corporate membership. Each corporate membership can only have one primary member. If the member is a primary member for a corporate membership, insert ‘Yes’. If the member is not the primary member for a corporate membership, insert ‘No’.
3. First Name: The first name of the member.
4. Last Name: The last name of the member.
5. Email Address: The email address used by the member.
6. Company Name: An individual member’s company name must be an identical match to a company name listed in the Company Members tab.

The mapping ID in the Corporate Membership Import Template serves as a unique identifier used to establish connections between companies and their associated members. By assigning a mapping ID to each organization, you can link the companies listed in the first sheet with their respective members listed in the second sheet. It is important to choose a distinct mapping ID for each organization and ensure consistency by using the same mapping ID for all members associated with that organization. Remember, the mapping ID is solely used for the import process and will not be visible after the import is completed.

Troubleshooting and Best Practices

Select all cells in your Excel template, and use the clear all hyperlinks function and clear formats function.

Uploading Memberships and Activation

 

For corporate memberships, steps two and three involve the mapping process, where you align the columns in the Excel spreadsheet with the corresponding fields on the membership application form. The platform indicates the essential fields that must be completed on the right side of the page; without them, you won’t be able to proceed. If you wish to skip any unmapped fields, simply check the “do not map” box on the right side of the page.

As for individual memberships, step two is dedicated to the same mapping process.

Moving forward, we come to the “Import Report” step. During this stage, the platform will notify you whether the import was successful or not. Additionally, it will provide you with the number of memberships that were included in the import file. This report gives you valuable feedback on the import process.

The final step is the activation phase, where you gain insight into the memberships within your file. You’ll be able to view the number of active memberships, those with upcoming renewals, those in the grace period, and those already expired. At this stage, you have the option to immediately activate your imported memberships or choose to activate them at a later time. If you opt for the latter, the platform can send you reminder emails, ensuring you don’t forget to activate your imported memberships. For those in the renewal or grace periods, you can trigger email notifications upon activation to remind members about their impending renewals. This comprehensive activation step provides flexibility and helps you manage the membership process efficiently.

 

By default, once you activate imported memberships, an automatic email will be triggered to inform the members that their membership is now active. If you prefer to disable this email, you can easily do so by navigating to “System Email Templates” within the Membership settings and then disabling the “Platform Migration to Glue Up” email.