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Importing members and other contacts

If you already have a list of members (or other contacts) in an spreadsheet, you can use it to import them into Wild Apricot. You can also use a spreadsheet to update information for existing clients. For more information, see Bulk changes using import and export.

For information on importing membership bundles, see Importing bundles.

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You can import existing payments and event registrations into your Wild Apricot database using the Wild Apricot API. For more information, see Payments API V2 call and EventRegistrations API V2 call.

Importing members and other contacts involves the following steps:    

1. Preparing the import file

The first step in importing contacts using a spreadsheet is to prepare the spreadsheet file. 

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The spreadsheet file must be in either .xls, .xlsx, .csv, or .xml format, and up to 50 megabytes in size.

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If the file consists of multiple sheets, the import process may hang. If successful, only the last sheet in the file will be imported.

The columns in the spreadsheet corresponds to fields in your Wild Apricot database.

The spreadsheet must include columns for each field you want to update in your Wild Apricot 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.

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You can update only common and membership fields through importing.

There are no required columns when adding 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. 

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You don't have to set the passwords yourself when adding members in bulk from a spreadsheet. Instead, following the import, you can send the new members an email blast including the {Contact_Password_Reset_URL} macro, which will appear as a link they can click on to set their own passwords.

To update existing contact records, you must include values for existing contacts in the columns that map to the  User ID  or  Email  fields in your Wild Apricot contact database.

To create a new contact, enter an email address in the Email column that is 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. You can assign contacts to existing membership levels, or enter a new level name to create a level for them. 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 .

To summarize:

What are you trying to do?Required column(s)Recommended/optional columns
Add a contactNoneEmail
Add a memberMembership levelMember since, Renewal due, Membership status
Update existing contact/memberUser ID or Emailwhichever ones you want to update

For many system fields, you are restricted to certain values, or to values that use a certain format. The valid values and formats for system fields are listed in the  Import field guide .

If you want to remove a value – leaving it blank rather than replacing it with another value – enter NEVER for system date fields (like Renewal date), and CLEAR for custom fields and for the Group participation and Notes system fields.

2. Uploading the import file

Once you've prepared the spreadsheet containing the contacts to be imported, you can upload the import file to your Wild Apricot account.

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To upload your import file, follow these steps:

  1. Hover over the Contacts menu and select the Import option.
  2. Click the Choose file or Browse button (depending on your browser). 

  3. Select the import file on your computer or network then click the Open button. The file must be in either .xls, .xlsx, .csv, or .xml format, and up to 50 megabytes in size.
  4. Click the Upload button. 

Wild Apricot will now upload and analyze the import file. So that Wild Apricot can process the file properly, you will be prompted to provide some information about the import file.

3. Changing import file settings

The next step in Wild Apricot's import wizard is reviewing and adjusting the import file settings.

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On the File settings screen, you provide details about the structure and format of your import file.

If your import file is in .xml, .xls, or .xlsx format, you will be asked to provide the following information.

If you have uploaded a .csv file, you will be asked to provide the following information.

These settings are described in detail below.

Setting

Description

Header row

Check First row is a header if the first row in the spreadsheet consists of column headings.

Column separator

Indicate whether values in the import file are separated by commas, semicolons, or tabs.

Decimal separator

Indicate whether decimal places are indicated by a dot or a comma.

Date format

Select the date format used for date fields.

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If you do not select the correct column separator used by your import file, your contacts will not be imported properly.

After you have reviewed and adjusted the import file settings, click the Next button to continue.

4. Mapping import columns to database fields

At this stage in the import process, you map (i.e. link) columns in your spreadsheet to fields in your Wild Apricot database.

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On the mapping screen, each column in your import file is listed, along with the values for the first 3 records in the file. If your import file included a header row, then the column headings from your file will be used to identify the column. Otherwise, default column names will be displayed.

For each column that you want to import into your Wild Apricot database, make sure that Import checkbox is checked. If the Import checkbox is unchecked, the column name will appear crossed out, and the column values will not be imported.

Within the Map to drop-down list, you select the field in your Wild Apricot contact database into which the values for this column will be copied. For example, if you have an Email Address column in your spreadsheet, you'd select Email from the Map to list, so that your Email Address column values end up in the Email field in your Wild Apricot database. Columns will be automatically mapped if they use the same name as a field in your contact database. Columns that you have chosen to import but haven't mapped to a database field will be displayed in red.

If you want to use a column's values to populate a new field in your Wild Apricot database, select the NEW field - for all contacts to add the field as a common field, or NEW field - only for members to add the field as a membership field.

For new fields, you must also select a field type.

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You cannot change the field type after you have performed the import.

You can also indicate whether the new field should be for internal use only.

When you map a column to a multi-option field in your contact database – such as membership level or any multiple choice, radio buttons, or dropdown field – you can indicate whether new field values found in the spreadsheet should be ignored or used to create new field options.

For example, if your import file includes a Platinum membership level but your Wild Apricot database does not, you can click the Add new levels into the system for all new values radio button to automatically add the Platinum membership level to your Wild Apricot database.

After you have finished mapping import columns, click the Next button to continue. An error message will appear if completing the import would result in you exceeding your plan's contacts limit.

5. Processing the import file

The final step in the import process is to start processing your import file.

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If you did not map a column to the membership level field, the system will present you with the following options:

You can import all new records as non-member contacts, or as members assigned to one selected membership level. Existing records will be unaffected by your choice.

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If you are importing only non-member contacts, you do not need to map a column to the membership level database field.

If you did map a column to the membership level field, the following screen will appear instead.

From either screen, you can begin importing records from your spreadsheet by clicking the Start import button. To help you remember the reason for each import, be sure to enter notes in the field provided before starting the import process.

Once the import process has started, a progress bar will appear.

If you have other tasks to work on, you can leave this screen safely and the import will continue in the background. To review the progress of the import later, return to the Import screen on the Contacts tab.

You can cancel the import before it is finished by clicking the Cancel button. This will prevent any records not yet imported from being imported, but any records already imported will still be added to your contact database.

If another administrator is already in the process of importing records into your contact database, the following warning message will appear.

Simultaneous updates are not allowed since they can cause data conflicts. You can click the Take ownership button to take over the transfer currently in progress. If you click this button, the import initiated by the other administrator appear on your screen, and the message about simultaneous imports will be displayed to the other administrator.

Import logic

During the import, Wild Apricot applies the following logic to determine whether to update existing records or create new ones.

  1. For each import record, Wild Apricot checks if an existing User ID is specified. If so, the corresponding record is updated with the data from the import file.
  2. If no existing User ID is specified, then the system checks if the specified email address exists. If so, the corresponding record is updated.
  3. If no existing User ID or email address is specified, then a new contact record is created and assigned a system generated User ID.

Reviewing the imported records

After you've imported contact records, you can review the imported records and view your import history. 

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Once the import is finished, a detailed summary of the import will appear.

The import details includes:

  • the name of the administrator who performed the import
  • the date and time of the import
  • the name of the import file
  • any notes entered for the import
  • the number of records created or update
  • the number of new members
  • how long the import took to complete
  • the number of import errors

If there were any problems with the import, the number of errors will appear as a link beside the Problems heading. Clicking this link will display the list of errors within the import log.

The details of the error will be displayed beside the number of the row in the spreadsheet that produced the error.

To view the status of all rows within the import spreadsheet – not just the ones with errors – click the Filter drop-down and select All rows.

You can also access the import log by clicking the Import log link within the import details.

Viewing your import history

To review the status of previous imports, follow these steps:

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  1. Hover over the Contacts menu and select the Import option.
  2. Click the date of a recent import or click Full import history for a complete import list. 

  3. From the full import history list, you can click the date of an import to view its details, or enter a search string to filter the list. 


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