Importing Membership Transactions
- Michael Kalnicki
- Sam Louk
You can import historical membership data into Engaging Networks. To do this, first make sure that each membership is associated with its corresponding financial transaction, linked by the ‘Gateway transaction ID’. If no financial transactions exist yet for the intended memberships, first create them by using the ‘Import financial transactions’ tool.
Below is a simple representation on how the financial, membership and associated member transactions tie themselves to each other.
Financial Transaction (Gateway transaction ID)
Membership (by Gateway transaction ID)
Associated Member 1 (by Membership ID)
Associated Member 2 (by Membership ID)
In order to complete this process, you must have a matching Gateway Transaction ID which needs to be listed inside the membership importing file.
Navigate to the importing section
Navigate to Data & Reports > Finance > Import Membership Transactions and select what is being imported.
First you must have a primary member inside your account related to your membership page. Then you can add associated members to your primary member’s list, so all these members together can be observed via Lookup Supporter Membership gadget.
Prepare your file to be imported
On the same importing page, you will notice there are template files shared with you to complete your importing process successfully.
Use the listed templates in importing both memberships and associated members. Please keep the file headers and structure intact, as the system expects the file headers and columns to be in that order. To preserve characters and formatting, please ensure that the CSV file is saved in UTF-8 encoding.
How to Import Memberships
If you already have users tied with your membership pages including unique membership ID’s, then you can skip this step.
When you choose to import memberships, you will first see an information popup.
In line with the template file, you must include all required fields inside your imported file to have a successful process.
Column | Required? | Format | Notes |
|---|---|---|---|
Supporter ID | No |
|
|
Email Address | Yes |
|
|
Membership Name | Yes |
| Must be the same with membership type which is created in components |
Membership Duration | No |
| You can left empty or you must write the durations you define in the components. |
Membership Start Date | Yes | YYYY-MM-DD |
|
Membership End Date | Yes | YYYY-MM-DD |
|
Type Status | Yes |
| NEW |
Membership Status |
|
| LAPSED |
Membership ID | Yes | Must be unique | You can define your membership ID based on your needs. |
Gateway transaction ID | Yes | Must be unique | Each membership must be to be tied to a financial transaction. |
Cost of Membership | Yes | Numeric |
|
Amount Paid to Date | Yes | Numeric |
|
Is Reconcilled | Yes |
| Y |
If there are any missing or incorrect fields in the imported document, a warning message will be prompted as shown below. Make sure to correct those fields before proceeding with the import.
Once you have successfully imported your file, you will see a prompt message indicating that you can now proceed to the Job Monitor to verify the status of your import.
Once your job has completed, you can click the cloud icon in the ‘Results’ column. This will download a file that shows if any records failed to be imported.
How to Import Associated Members
When you choose to import associated members, you will see different information popup again.
This time Membership ID will be the distinct value to complete the importing process successfully. Remember if your file format is incorrect, this time there won’t be an error message on the prompt screen and you will be able to see the errors from the job monitor.
You can add all associated members in the template file row by row. Just remember their membership IDs must be the same with the primary member to make them appear in the membership gadget of the supporter. All other fields in the template are not mandatory to fill, so you can indicate the associated member’s name or email or any other field you prefer.
Once you have successfully imported your file, you will see a prompt message indicating that you can now proceed to the Job Monitor to verify the status of your import.
Once your job has completed, you can click the cloud icon in the ‘Results’ column. This will download a file that shows if any records failed to be imported.
Remember that associated members are not stored as a supporter record. These members can only be observed in the Lookup Supporter membership gadget.
If all done correctly, you will be able to see members’ information inside the membership gadget as shown below:
Congratulations! You have successfully imported both Membership Transactions and Associated Members into your Engaging Networks account.
Additional Resources
Importing Transactional Data (front-end) View Article