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Member Import Template

If you have an existing member management system, and are able to extract core member data from it, we can import that data into Quoox for you.

The steps for doing this are:

  1. Download the Quoox Member Import spreadsheet
  2. Extract the member data from your current system
  3. Add the member data to the Quoox spreadsheet, ensuring you heed the guidance below
  4. Upload the spreadsheet via Settings > Bulk Import, selecting the “Bulk Member Import” option
  5. Quoox will import your member data. This will take several minutes, and you can review the status and any issues that occur during the import
  6. Continue the remainder of the setup of your system
  7. When you are ready to have your members start using the system, you can trigger the send out of the welcome email via Settings > Bulk Import to the members that you imported above

Filling in the template

For us to be able to import your data successfully, it is important that you heed the following:

  1. The columns must remain titled as per the spreadsheet.
  2. The columns must remain in the order as per the spreadsheet.
  3. You cannot add or remove columns to the spreadsheet.
  4. The spreadsheet includes an example row, which you should remove.
  5. At a minimum each row must include a first name and last name. All other columns/fields are optional.
  6. Mobile and email addresses must be unique. You cannot have two members with the same contact detail. If you need to setup “families“, leave the mobile/email for these members blank, and setup the family linkage once imported.
  7. Do not put landline numbers in the mobile phone field. These must be mobile numbers only, as they are used for sending SMS messages.
  8. Valid entries for the title field are: Mr; Mrs; Miss; Ms; Dr; Mx; or blank
  9. Valid entries for the gender field are: M; or F
  10. Date of birth (DOB) should be in the format dd/mm/yyyy
  11. Joined date is optional but, if provided, should be in the format dd/mm/yyyy
  12. Mobile numbers should either be a valid format for your country (E.g. 07803 123456), or fully qualified international numbers (+44 7803 123456)
  13. Data will be imported with the capitalisation provided, so we suggest taking a few minutes to make sure your data is “clean” and correctly presented.
  14. Email address is a pre-requisite to log into the Quoox app, so only members with email addresses can use the Quoox app and be sent a welcome email.
  15. The Emergency Contact details are optional.
  16. Notes are optional but, if provided, will be created as a note entry on the documents tab of the member record.
  17. The member creation date will be set to the date of the import.
  18. The GDPR and marketing acceptance fields will be set automatically, and thus you should ensure you have permission to import the data you provide us.
  19. The “Previous Unique Id” field may optionally be used to record the unique ID that was assigned to the member in your previous management system.
  20. The “Default Venue” field is optional. If populated it should exactly match the name of a venue you have configured in Quoox. If left blank, the first available venue will be assigned.

Membership field notes
As part of the import, you may have Quoox optionally create a membership record for the member. The following notes apply to the membership fields within the import template:

  1. To create a membership, the membership type; membership plan; membership start date; and membership payment method fields must be completed.
  2. At the start of the import, the membership types and plans entered are validated against those that have been setup in Quoox.
  3. The membership type name must exactly match the name of the membership type setup in Quoox (including any punctuation)
  4. The membership plan name must exactly match the name of the membership plan setup in Quoox (including any punctuation), and the plan must be defined under the membership type provided.
  5. The start date must be a future date. You cannot add a membership to start prior to the import date.
  6. The valid entries for the payment method are:
    • Card
    • DirectDebit
    • BankTransfer
    • Cash
    • Cheque
    • Credit
    • Other
  7. The payment method values are capitalised and punctuated as listed, and do not contain any spaces. (I.e. the correct method “DirectDebit” not “Direct Debit”)
  8. You may optionally provide a “Membership Override Recurring Price”. This will be used instead of the recurring cost on the membership plan.
    • The override price should be left blank to use the membership plan price
    • The override price should be a decimal number and should not include any currency symbols or other text
  9. The membership will be created with grace credits enabled.
  10. The membership auto-renew will be set as per the membership plan.

Your members are able to update their information and complete missing information from within the Quoox mobile app.

We are here to help you get set up with your system. If you have any questions, please ask us.

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