Import field guide
You can import data from spreadsheets into your Wild Apricot contact database. You can use importing to add new contact records or update existing ones. As part of the import, you can create new database fields and new membership levels.
For instructions on uploading the import file, see Importing members and other contacts.
Spreadsheet file format
The spreadsheet containing the data you want to import must be in either .xls, .xlsx, .csv, or .xml format, and up to 50 megabytes in size.
There are no required columns when adding new contact records through import, though it is a good idea to include one for the email address, since email address is the primary identifier for contacts in Wild Apricot, and is required for contacts to sign in and perform self-service functions. The only required column when updating existing contact records is email address. You can include additional columns for each field you want to update in your contact database. The names of the columns – the column headings – are not important since you can map each column in the spreadsheet to fields in your contact database as part of the import process.
Updating existing contacts
To update existing contact records, make sure the columns that map to the User ID or Email fields in your Wild Apricot contact database contains existing values. Then, enter values in the columns that correspond to the fields you want to update. Blank cell values will be ignored.
If you want to remove a value – leaving it blank rather than replacing it with another value – enter NEVER for system date fields, and CLEAR for custom fields, and for Group participation, Organization, and Notes system fields (basically, any non-date field).
Adding new contacts
To create new contact records, the Email column should contain email addresses that are not currently in your contact database. For new records, any value entered in the User ID column will be ignored since user IDs are automatically generated by the system.
If you are importing members, include a Membership level column and enter the appropriate level for each member.
Optionally, you can also set values for the Member since and Renewal due columns. If you don't include columns for these fields, the Member since value will be set to the import date, and the Renewal due value will be set according to the renewal settings for the membership level.
The Membership enabled column will be automatically set to Yes, and the Membership status will be automatically set to Active when you specify a membership level value. If you are importing lapsed members, be sure to set the Membership status column to Lapsed.
System fields that cannot be updated
The following system fields cannot be updated through importing, for security reasons.
- Administration access
- Renewal date last changed
- Level last changed
- Member role
- Total donated
- Created on
- Updated by
- Profile last updated
System fields that can be updated
The following system fields can be updated through importing.
For many system fields, you are restricted to entering certain values, or to enter values using a certain format. The valid values and formats for system fields are listed below.
Usually a 5, 6 or 7 digit number
This is a unique ID automatically generated by the system. You can enter an existing user ID to identity an existing contact in your database.
Any valid email format (i.e. firstname.lastname@example.org)
If the email address entered already exists in the database, then the existing record will be updated. Otherwise, a new record will be created.
Name of the member group
If you specify a member group that does not already exist in your Wild Apricot account, you will have the option to create it during the mapping stage of the import process.
Any combination of letters, numbers, and characters; no spaces
Leave empty if you do not want to update the current user passwords.
Yes - contact is a member
If set to No, all membership fields are ignored during import.
Name of your membership level
If you specify a membership level that does not already exist in your Wild Apricot account, you will have the option to create it during the mapping stage of the import process.
Member bundle ID or email
The user ID or the email address of a bundle administrator.
Use this field to bind members to the same bundle (see Importing bundles).
Use supported date format (see below)
Use supported date format (see below)
Active - Member enjoys all member benefits
Subscribed to emails
If Yes, contacts will be able to receive automatic email notices.
This controls whether automatic event notices and reminders are sent to the contact.
Member emails and newsletters
This controls whether the user receives email blasts sent by Wild Apricot.
Set to Yes if you want the contact archived.
Access to profile by others
Set to Yes if you want this contact's profile to be seen by others.
Details to show
You can control which kind of visitors can view individual profile fields using the following format: fieldname&&permission where fieldname is the name of the field, and permission is Nobody, Anybody, or Member.
Photo albums enabled
Set to Yes if you want to enable photo albums for this member.
Admin-only field, typically used by the system to record information not captured by other fields (i.e. automatic membership emails sent, when member was renewed, etc.)
Supported date formats
Date fields – membership start date, for example – must be formatted using an Excel date format.
Otherwise, an error will occur when importing the file.
If you are importing using a CSV file, the date fields must use one of the following date formats:
dd mm yyyy
31 Dec 2014