Import of Bundles

Overview 

Bundles are groups of members (bundle members) linked to a 'parent' record (bundle administrator) - see Bundle Membership Level Overview
These bundles can be created via import and we will show how this is done by following a specific example.

Getting Started

When importing bundles you first need to know who the Bundle Administrators and the associated Bundle Members are (see illustration below) :

• Member Bundle ID or Email: This field binds the members of a bundle i.e. it is the same for all members in the same bundle.
  • The contact whose User ID / Email matches the Member Bundle ID or email will be imported as the Bundle Administrator.
• Email - If importing a new bundle (members not already in the system) then Emaill IS required for the Bundle Administrator only; for the rest of the bundle, members email can be left empty.
• User ID (aka Member ID) - The ID is not required, unless the bundle administrator has no email. In that case the bundle administrator must be added separately (so the system generates a user ID), and then use that auto-generated User ID to bind the rest of the bundle members to the bundle administrator.
• Membership Level - The name of the bundle membership level, only required for the bundle administrator.

In this example 5 bundles will be created (or simply updated if the bundle already exists):

You can have multiple bundles in the same membership level (in above illustration there are 3 bundles in Corporate level and 2 bundles in the Family level).

Mapping Fields and creating Bundles, Bundle Administrators and Bundle Members

Once you have uploaded your Excel file and started the Import process (see Import Guide) you will reach the Field Mapping stage. If the field names in your Excel file match the field names in Wild Apricot, the system will automatically map the respective fields:

• Note we have chosen to create new bundle levels in the case they do not already exist in the Wild Apricot system.

Creating Bundle Administrators

• Bundle Administrators are created by mapping the bundle Email / ID column to the system field called "Member bundle ID or email".
• e.g. Roger Banks in the 1st row of our Excel file is using the email "Roger@Banks.com", and that same email is also specified as his "Member bundle ID or Email" - This automatically makes Roger the bundle administrator (Note we could have used Roger's ID instead of his email in this case, 409684)
• Similarly Buck Meister, Maggie May, Kimmy Jones and Lyle Carter will all become bundle administrators of their own respective bundles.

Adding Bundle Members

• For each bundle member enter the "Email / User ID" of the bundle administrator in the "Member Bundle ID or email' column
• e.g. Since Roger Banks is a bundle administrator, everyone with Roger's Email / ID in the "Member bundle ID or Email" field will automatically become part of Roger's bundle e.g. Bruce Garner
• Similarly "Danny Faro" will become part of Lyle Carter's bundle
• Note that for bundle members all other fields can be left empty - membership level, status, renewal date, etc. will automatically be matched to that of the bundle administrator

Creating the Bundle Membership Level

• Create your Bundle Membership Levels by mapping your "membership level" field to system Membership Level field.
  • If you haven't created these membership levels yet (e.g. this is your first import) choose to "Add new level into system for new values" - this will create a new membership level if it doesn't already exist in the system.

Hint: It is usually a good idea to first create all the membership levels you need in Wild Apricot before beginning your import, instead of creating them during import. This will prevent additional unwanted levels from being created if you make spelling mistakes in your spreadsheet.

Reviewing Created Levels

• Once the import has been completed you will see all the new bundle levels that were created (Settings -> Membership Levels)
• By default any new bundle levels created via import are automatically set to "Free" and "Unlimited". You can then edit them after to limit them, allow public to apply, make them paid, etc.

Reviewing Imported Bundle Administrators and Members

When you view the membership details for the imported members you will see that both administrators and members have been properly created and assigned to their respective bundles. Here's how Roger's record will look:

Limitations and Other Considerations

Existing Bundle Administrators

• If a Bundle already exists then the current bundle admin will be replaced with the bundle administrator defined in the import.

Renewal Date and Status

• Because the bundle is actually defined by defining a bundle administrator, membership level properties such as Renewal date and Status are taken from the bundle administrator record that is being imported. This of course means that all bundle members will have the same renewal date and status.

Moving Bundle Members

• There is no way to remove a bundle member out of a bundle and into another level via import - this has to be done manually.

Removing Bundle Membership

• If the column for "Member bundle ID or email" field is empty the import will not change any bundle details for the record (e.g. if a member was originally in bundle they will remain in the bundle). To remove a member from a bundle you have to change their membership level manually.

Suspending Bundle Members and Administrator

If you need to suspend an entire bundle it must be done in two steps:

• first you must suspend all bundle members (by setting "Membership enabled" field to "no").
• second, after you suspend all bundle members, you can suspend the bundle administrator at which point the entire bundle will get suspended.

The reactivation of the bundle can be done in one import step. You can set bundle administrator and bundle members with "Membership enabled" field set to "yes". This will reactivate all bundle members and the bundle administrator in one import session.