Creating and Importing a Member Group

Creating and Importing a Member Group

How to Create a Member Group?

  1. Click Dashboard
  2. Click Contact Groups
  3. Click Add New Group button
  4. Enter a Group Name (e.g. Regular Member)
  5. Click Add Group button
  6. Provide a Group Description
  7. Click the checkbox for Member Type
  8. If the Member group pays dues, Click the checkbox for Pays Dues
  9. Under Mutually Exclusive Groups, if a member of this group cannot be a member of another group, select the other groups in the list that the member cannot be a member of
  10. Click Update Group button

How to Edit a Member Group Name or Properties?

  1. Click Dashboard
  2. Click Manage Groups
  3. Click Manage button beside the group to edit
  4. Edit the Group Name
  5. Edit Group Description
  6. If you are defining a member group, click the check box for Member Type
  7. If you are a defining a member group and the group has dues, click the check box for Pays Dues
  8. Under Mutually Exclusive Groups, if a member of this group cannot be a member of another group, select the other groups in the list that the member cannot be a member of
  9. Click Update Group button

How to Import New Contacts into a Member Group?

  1. Click Dashboard
  2. Click Contacts Module
  3. Click Contact Import (bottom left side menu)
  4. Select applicable member group(s) in the listing and click Generate Template
  5. Excel should automatically open the template file
    • If it does not open automatically, locate the saved template in your downloads folder and open the file in Excel.
  6. Copy and paste data into the file under the proper columns.
    IMPORTANT NOTES:
    • UUID, leave this column empty
    • Email field should only contain 1 email address AND must not be left blank
    • Make sure there are no hidden spaces, tabs, line breaks before or after the email address or any of the data supplied in the file
      • How to remove tabs in data
        • Resave the file as .txt file type / UTF-16 unicode .txt (for MAC)
        • Open the file in a text editor e.g. Notepad / TextEdit (for MAC)
        • Search and Replace tab characters with commas (Hint: copy and paste a tab character from a word document into the search field)
        • Save file as .csv with UTF-8 encoding / .txt and rename extension to .csv (for MAC)
    • Importing values that are pre-defined in X-CD?
      • Radio, Drop down and Check Box field values must match exactly (case-sensitive). e.g. Country field is pre-defined list of options in X-CD, the country value in the import file must match with proper capital lettering in the name.
      • In addition, Checkbox fields that allow more than 1 value, the values in the import file must be separated by a comma
    • UPDATING EXISTING contacts?
      • Only populate the email address and fields to be updated in the import file
    • Importing members / specific group
      • Enter a  value of '1' under the column for member group / specific group
      • Populate the expiry date column for each member in format of mm/dd/yyyy e.g. 11/30/2020
        • e.g. Full Member - in the full member group column, there should be 1 for each row that corresponds to a Full Member
        • Full Member expiry - should contain the expiry date
  7. Save file.
    • If using special characters (e.g. accented characters): SAVE-AS FILE WITH UTF-8 ENCODING / UTF-16 Unicode (For MAC)
    • Ensure to keep the file formatted and save as CSV.
      • For PC's, use Save as File Type CSV UTF-8 (*.csv)
      • For MAC's, refer to above steps to remove tabs in the file and saving to .csv format
  8. Return to Step 1 to 3 and click Already have your template? Skip to Step 2 to Upload import file.
    • You may also choose the following options:
      • Update Contacts? - Check this if updating existing contacts in the system
      • Update if field is blank - If checked, if the field in the import file is a blank in the import file then this will overwrite the current data on the contact profile with a blank
      • Email New Contacts - if checked, this will send an email with login information to new contacts
    • Attach the csv file by clicking browse and select the import file
    • Click Upload file
    • The next screen will display a one-to-one match of the contact profile fields and import file data as an example
    • If this is correct, click Import Template
      • The import file will be processed at 50 rows per minute and you will receive an email once the import has completed.

    NOTE: The import will be rejected if

    • The column titles are changed, moved or deleted.
    • File format does not match .csv

    How to Import Existing Contacts into a Member Group?

    1. Click Dashboard
    2. Click Manage Groups
    3. Click Manage button beside the group to edit
    4. Click Batch Operations tab
    5. Click Download Template link under the Batch Group Import section.
    6. Open the downloaded template file
    7. Paste a list of email addresses in column A
    8. Enter an expiry date in column B
    9. Use Save As .CVS UTF-8 file format
    10. Once the import file is ready, click Upload Import File button to locate the import file and import the list.

    Why Did my Contact Import Fail?

    The import will fail if any of the following circumstances are encountered

    • Column heading name(s) in the template were changed
    • Columns in the template were deleted
    • Columns in the template were moved
    • Upload file contains more than 250 rows
    • File format does not match .csv
    • Special characters contained within the data
      • Note: This often happens if text is copy and pasted from a non-text editor

    If you have reviewed and corrected the above issues in your file and it still fails, submit a support ticket.
    Note: Do not attempt to attach the import file, as the support ticket system does not support attachments.


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