How does the import feature work?

Our import feature allows you to bulk add or update your people by uploading a Microsoft Excel spreadsheet that contains a single sheet of person data structured into specific columns.

How do I import new people?

  1. Go to Contacts > People> People.

  2. Click Import.

  3. Check the Adding new people option under Which type of import you are doing?

  4. A help box will appear telling you how to structure your spreadsheet columns correctly, see How do I structure my spreadsheet columns?

  5. Once you've structured your spreadsheet columns, add the person data, see What person data do I provide when adding new people?

  6. Once you've added your person data, click Choose File under Select the file on your computer to open a File Explorer window.

  7. Select the spreadsheet you wish to import from your computer.

  8. Click Import.

Once the import has finished, you will be redirected back to Contacts > People > People where a success message will be displayed.

If there have been any issues with your person data, an error message will be displayed with the row number and issue. Make the relevant changes to your person data then repeat the process above from step 6.

How do I import changes to existing people?

  1. Export the people you want to change and modify the spreadsheet with your changes.

  2. Go to Contacts > People> People.

  3. Click Import.

  4. Check the Updating existing people option under Which type of import you are doing?

  5. A help box will appear telling you how to structure your spreadsheet columns correctly, see How do I structure my spreadsheet columns?. If you've done an export first, then the spreadsheet should already be structured correctly. See What person data can I provide when updating existing people? to ensure your updated data is correct.

  6. Click Choose File under Select the file on your computer to open a File Explorer window.

  7. Select the spreadsheet you wish to import from your computer.

  8. Click Import.

Once the import has finished, you will be redirected back to Contacts > People > People where a success message will be displayed.

If there have been any issues with your person data, an error message will be displayed with the row number and issue. Make the relevant changes to your person data and then repeat the process above from step 6.

How do I structure my spreadsheet columns?

The spreadsheet must be of the .xlsx file type and only contain one sheet, any additional sheets will be ignored.

The first row of the spreadsheet must list the column headings in separate columns, see What are the columns for adding people? and What are the columns for updating people? for the supported columns. All column headings should be in uppercase.

An easy option for structuring a spreadsheet is to first export your people, this will download a spreadsheet that is the correct file type (.xlsx) and already has most of the columns that are used for adding or updating, which provides you with a useful template for your importing.

If your spreadsheet contains any columns that are not supported then those columns and their data will be ignored but if you wish to remove any columns, simply delete them from the spreadsheet.

You can also add additional columns to the spreadsheet by adding a new column and entering a supported column heading into the first row of the new column.

What are the columns for adding people?

When adding people, the FIRST_NAME and LAST_NAME columns are required, all other columns are optional. The supported columns are as follows:

  • FIRST_NAME

  • LAST_NAME

  • PERSONAL_EMAIL_ADDRESS

  • WORK_EMAIL_ADDRESS

  • HOME_PHONE_NUMBER

  • WORK_PHONE_NUMBER

  • MOBILE_PHONE_NUMBER

  • ORGANISATION_NAME

  • USERNAME

  • GENDER

  • BIRTH_DATE

  • HOME_ADDRESS_LINE_1

  • HOME_ADDRESS_LINE_2

  • HOME_ADDRESS_TOWN_CITY

  • HOME_ADDRESS_STATE_PROVINCE_REGION_COUNTY

  • HOME_ADDRESS_ZIP_POSTCODE

  • HOME_ADDRESS_COUNTRY_TITLE

  • WORK_ADDRESS_LINE_1

  • WORK_ADDRESS_LINE_2

  • WORK_ADDRESS_TOWN_CITY

  • WORK_ADDRESS_STATE_PROVINCE_REGION_COUNTY

  • WORK_ADDRESS_ZIP_POSTCODE

  • WORK_ADDRESS_COUNTRY_TITLE

  • MAILING_ADDRESS_LINE_1

  • MAILING_ADDRESS_LINE_2

  • MAILING_ADDRESS_TOWN_CITY

  • MAILING_ADDRESS_STATE_PROVINCE_REGION_COUNTY

  • MAILING_ADDRESS_ZIP_POSTCODE

  • MAILING_ADDRESS_COUNTRY_TITLE

  • BILLING_ADDRESS_LINE_1

  • BILLING_ADDRESS_LINE_2

  • BILLING_ADDRESS_TOWN_CITY

  • BILLING_ADDRESS_STATE_PROVINCE_REGION_COUNTY

  • BILLING_ADDRESS_ZIP_POSTCODE

  • BILLING_ADDRESS_COUNTRY_TITLE

  • TAG_NAMES

  • EMAIL_LIST_NAMES

  • STATUS

  • ALLOW_ON_ACCOUNT

  • INHERIT_FROM_ORGANISATION

  • PRICING_TIER_NAME

  • CUSTOM_FIELD_[NAME]*

  • MEMBERSHIP_TYPE_NAME**

  • MEMBERSHIP_JOINING_DATE**

  • MEMBERSHIP_EXPIRY_DATE**

  • MEMBERSHIP_AUTO_RENEW**

  • MEMBERSHIP_CURRENCY_CODE**

  • MEMBERSHIP_PAYMENT_METHOD**

*The NAME component of the the CUSTOM_FIELD heading should be an existing person custom field name.

** If any of the MEMBERSHIP columns are present then all of the MEMBERSHIP columns must also be included apart from MEMBERSHIP_EXPIRY_DATE which is optional.

What are the columns for updating people?

When updating people, the PERSON_ID column is required, all other columns are optional. The supported columns are as follows:

  • PERSON_ID

  • FIRST_NAME

  • LAST_NAME

  • PERSONAL_EMAIL_ADDRESS

  • WORK_EMAIL_ADDRESS

  • HOME_PHONE_NUMBER

  • WORK_PHONE_NUMBER

  • MOBILE_PHONE_NUMBER

  • ORGANISATION_NAME

  • GENDER

  • BIRTH_DATE

  • HOME_ADDRESS_LINE_1

  • HOME_ADDRESS_LINE_2

  • HOME_ADDRESS_TOWN_CITY

  • HOME_ADDRESS_STATE_PROVINCE_REGION_COUNTY

  • HOME_ADDRESS_ZIP_POSTCODE

  • HOME_ADDRESS_COUNTRY_TITLE

  • WORK_ADDRESS_LINE_1

  • WORK_ADDRESS_LINE_2

  • WORK_ADDRESS_TOWN_CITY

  • WORK_ADDRESS_STATE_PROVINCE_REGION_COUNTY

  • WORK_ADDRESS_ZIP_POSTCODE

  • WORK_ADDRESS_COUNTRY_TITLE

  • MAILING_ADDRESS_LINE_1

  • MAILING_ADDRESS_LINE_2

  • MAILING_ADDRESS_TOWN_CITY

  • MAILING_ADDRESS_STATE_PROVINCE_REGION_COUNTY

  • MAILING_ADDRESS_ZIP_POSTCODE

  • MAILING_ADDRESS_COUNTRY_TITLE

  • BILLING_ADDRESS_LINE_1

  • BILLING_ADDRESS_LINE_2

  • BILLING_ADDRESS_TOWN_CITY

  • BILLING_ADDRESS_STATE_PROVINCE_REGION_COUNTY

  • BILLING_ADDRESS_ZIP_POSTCODE

  • BILLING_ADDRESS_COUNTRY_TITLE

  • TAG_NAMES

  • EMAIL_LIST_NAMES

  • STATUS

  • ALLOW_ON_ACCOUNT

  • INHERIT_FROM_ORGANISATION

  • PRICING_TIER_NAME

  • CUSTOM_FIELD_[NAME]*

*The NAME component of the the CUSTOM_FIELD heading should be an existing person custom field name.

What person data can I provide when adding new people?

When adding people using the import feature, it is important that the person data you provide meets certain guidelines to avoid any issues. The guidelines are as follows:

  • Each row of your spreadsheet is read as a single person.

  • FIRST_NAME - must be provided and cannot exceed 50 characters.

  • LAST_NAME - must be provided and cannot exceed 50 characters.

  • PERSONAL_EMAIL_ADDRESS must be a valid email address and cannot exceed 320 characters.

  • WORK_EMAIL_ADDRESS must be a valid email address and cannot exceed 320 characters.

  • HOME_PHONE_NUMBER - cannot exceed 20 characters.

  • WORK_PHONE_NUMBER - cannot exceed 20 characters.

  • MOBILE_PHONE_NUMBER - cannot exceed 20 characters.

  • ORGANISATION_NAME - must reference an existing organisation name.

  • USERNAME - must be unique and cannot exceed 320 characters.

  • GENDER - must be either male or female.

  • BIRTH_DATE - must use the following format: dd mmm yyyy (e.g. 23/05/2022).

  • HOME_ADDRESS_LINE_1 - cannot exceed 100 characters.

  • HOME_ADDRESS_LINE_2 - cannot exceed 100 characters.

  • HOME_ADDRESS_TOWN_CITY - cannot exceed 50 characters.

  • HOME_ADDRESS_STATE_PROVINCE_REGION_COUNTY - cannot exceed 50 characters.

  • HOME_ADDRESS_ZIP_POSTCODE - cannot exceed 10 characters.

  • HOME_ADDRESS_COUNTRY_TITLE - must reference an existing country.

  • WORK_ADDRESS_LINE_1 - cannot exceed 100 characters.

  • WORK_ADDRESS_LINE_2 - cannot exceed 100 characters.

  • WORK_ADDRESS_TOWN_CITY - cannot exceed 50 characters.

  • WORK_ADDRESS_STATE_PROVINCE_REGION_COUNTY - cannot exceed 50 characters.

  • WORK_ADDRESS_ZIP_POSTCODE - cannot exceed 10 characters.

  • WORK_ADDRESS_COUNTRY_TITLE - must reference an existing country.

  • MAILING_ADDRESS_LINE_1 - cannot exceed 100 characters.

  • MAILING_ADDRESS_LINE_2 - cannot exceed 100 characters.

  • MAILING_ADDRESS_TOWN_CITY - cannot exceed 50 characters.

  • MAILING_ADDRESS_STATE_PROVINCE_REGION_COUNTY - cannot exceed 50 characters.

  • MAILING_ADDRESS_ZIP_POSTCODE cannot exceed 10 characters.

  • MAILING_ADDRESS_COUNTRY_TITLE - must reference an existing country.

  • BILLING_ADDRESS_LINE_1 - cannot exceed 100 characters.

  • BILLING_ADDRESS_LINE_2 - cannot exceed 100 characters.

  • BILLING_ADDRESS_TOWN_CITY - cannot exceed 50 characters.

  • BILLING_ADDRESS_STATE_PROVINCE_REGION_COUNTY - cannot exceed 50 characters.

  • BILLING_ADDRESS_ZIP_POSTCODE - cannot exceed 10 characters.

  • BILLING_ADDRESS_COUNTRY_TITLE - must reference an existing country.

  • TAG_NAMES - must reference existing person tag names, multiple names must be seperated by commas.

  • EMAIL_LIST_NAMES - must reference existing person email list names, multiple names must be seperated by commas.

  • STATUS - must be either active or disabled or archived.

  • ALLOW_ON_ACCOUNT - must be either yes or no.

  • INHERIT_FROM_ORGANISATION - must be either yes or no.

  • PRICING_TIER_NAME - must reference a sellable pricing tier name.

  • CUSTOM_FIELD_[NAME] - If the custom field uses the Yes/no value type then only yes or no are accepted. If the custom field uses the Pre-defined option value type, then the option name must reference an existing option for that custom field.

If MEMBERSHIP columns exist:

  • MEMBERSHIP_TYPE_NAME - must be provided and must reference a existing person membership type .

  • MEMBERSHIP_JOINING_DATE - must be provided and must use the following format: dd mmm yyyy (e.g. 23/05/2022).

  • MEMBERSHIP_EXPIRY_DATE - must fall after the MEMBERSHIP_JOINING_DATE and use the following format: dd mmm yyyy (e.g. 23/05/2022) .

  • MEMBERSHIP_AUTO_RENEW - must be provided and must be either yes or no.

  • MEMBERSHIP_CURRENCY_CODE - must be provided and reference an existing currency code (i.e. USD, NZD, etc).

  • MEMBERSHIP_PAYMENT_METHOD - must be provided and must be either credit card, bank transfer or on account.

What person data can I provide when updating existing people?

When updating people using the import feature, it is important that the person data you provide meets certain guidelines to avoid any issues. The guidelines are as follows:

  • Each row of your spreadsheet is read as a single person.

  • PERSON_ID - must be provided and must reference an existing person (you can get these by doing a people export).

  • FIRST_NAME - cannot exceed 50 characters.

  • LAST_NAME - cannot exceed 50 characters.

  • PERSONAL_EMAIL_ADDRESS - must be a valid email address and cannot exceed 320 characters.

  • WORK_EMAIL_ADDRESS - must be a valid email address and cannot exceed 320 characters.

  • HOME_PHONE_NUMBER - cannot exceed 20 characters.

  • WORK_PHONE_NUMBER - cannot exceed 20 characters.

  • MOBILE_PHONE_NUMBER - cannot exceed 20 characters.

  • ORGANISATION_NAME - must reference an existing organisation name.

  • USERNAME - must be unique and cannot exceed 320 characters

  • GENDER - must be either male or female

  • BIRTH_DATE - must use the following format: dd mmm yyyy (e.g. 23/05/2022).

  • HOME_ADDRESS_LINE_1 - cannot exceed 100 characters.

  • HOME_ADDRESS_LINE_2 - cannot exceed 100 characters.

  • HOME_ADDRESS_TOWN_CITY - cannot exceed 50 characters.

  • HOME_ADDRESS_STATE_PROVINCE_REGION_COUNTY - cannot exceed 50 characters.

  • HOME_ADDRESS_ZIP_POSTCODE - cannot exceed 10 characters.

  • HOME_ADDRESS_COUNTRY_TITLE - must reference an existing country.

  • WORK_ADDRESS_LINE_1 - cannot exceed 100 characters.

  • WORK_ADDRESS_LINE_2 - cannot exceed 100 characters.

  • WORK_ADDRESS_TOWN_CITY - cannot exceed 50 characters.

  • WORK_ADDRESS_STATE_PROVINCE_REGION_COUNTY - cannot exceed 50 characters.

  • WORK_ADDRESS_ZIP_POSTCODE - cannot exceed 10 characters.

  • WORK_ADDRESS_COUNTRY_TITLE - must reference an existing country.

  • MAILING_ADDRESS_LINE_1 - cannot exceed 100 characters.

  • MAILING_ADDRESS_LINE_2 - cannot exceed 100 characters.

  • MAILING_ADDRESS_TOWN_CITY - cannot exceed 50 characters.

  • MAILING_ADDRESS_STATE_PROVINCE_REGION_COUNTY - cannot exceed 50 characters.

  • MAILING_ADDRESS_ZIP_POSTCODE cannot exceed 10 characters.

  • MAILING_ADDRESS_COUNTRY_TITLE - must reference an existing country.

  • BILLING_ADDRESS_LINE_1 - cannot exceed 100 characters.

  • BILLING_ADDRESS_LINE_2 - cannot exceed 100 characters.

  • BILLING_ADDRESS_TOWN_CITY - cannot exceed 50 characters.

  • BILLING_ADDRESS_STATE_PROVINCE_REGION_COUNTY - cannot exceed 50 characters.

  • BILLING_ADDRESS_ZIP_POSTCODE - cannot exceed 10 characters.

  • BILLING_ADDRESS_COUNTRY_TITLE - must reference an existing country.

  • TAG_NAMES - must reference existing person tag names, multiple names must be seperated by commas.

  • EMAIL_LIST_NAMES - must reference existing person email list names, multiple names must be seperated by commas.

  • STATUS - must be either active or disabled or archived.*

  • ALLOW_ON_ACCOUNT - must be either yes or no.*

  • INHERIT_FROM_ORGANISATION - must be either yes or no.*

  • PRICING_TIER_NAME - must reference a sellable pricing tier name.*

  • CUSTOM_FIELD_[NAME] - If the custom field uses the Yes/no value type then only yes or no are accepted. If the custom field uses the Pre-defined option value type, then the option name must reference an existing option for that custom field.

If a supported column is provided without any person data, then that value will be cleared from the relevant people (e.g. if a FIRST_NAME column was provided without any data then the first name of the relevant people would be cleared).

*Some person values cannot be empty (status, pricing tier, etc) so if those supported columns have been provided, then they must contain person data.

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