Prepare Your Member Data for Import
Member data moves in two passes: an early sample export so we can plan the mapping, then a final file one week before go live that becomes your live member database. This guide covers both, plus the validation checks your team runs before launch. Working this way keeps the time your organization must manage transactions in two systems as short as possible.
Send the early sample export
Early in the project, your team gives us a picture of your current data so the import mapping reflects how your organization really works. Here is what to do:
Provide a representative export from your current platform.
Tell us which fields should appear in your directory.
Identify fields that contain sensitive or internal-only information.
Flag household, company, chapter, or group relationships that must be preserved.
Identify obvious duplicates, missing emails, shared emails, and outdated values.
Format the final import file
The final file is due one week prior to go live. Prepare it to these requirements so it imports cleanly:
CSV format. Excel files can be converted, but our imports use CSV.
One contact per row.
One field per column, with a clear header.
No merged cells, subtotals, decorative headings, or blank header rows.
A unique email address for each contact whenever possible.
Dates in a consistent format throughout the file.
Multi-value fields and tags formatted according to the mapping instructions we provide.
Validate the data before launch
Your organization remains responsible for the accuracy and completeness of the information supplied for import. We assist with formatting and mapping, but your team must approve the final data before launch. Use these checks:
Spot-check a mix of active, pending, lapsed, new, and long-term contacts.
Compare total member counts with your old system.
Compare counts for each membership level and status.
Confirm companies, groups, chapters, and primary contacts are linked correctly.
Review board, committee, and other special lists.
Confirm directory visibility and privacy choices.
Check several renewal dates, join dates, tags, custom fields, and access rules.
Report any discrepancies to us before member invitations are issued.