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Knowledge Base |
Tools: Bulk Customer Upload
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This article will guide you on how to use the Bulk Customer Upload Tool.
1. Download The Excel Template
To access the screen displayed, click on Setup > Misc. Setup > Bulk Cust. Uploads. Select the Excel link: bulk-cust-upload.xls.
2. Insert Customer Date
Above is an example of the Excel template to enter your client data in.
Converted ID - Should be a unique ID belonging only to one individual within the entire site. Required if there is a need to do any other upload and match data to this user.
Last Name - User's last name. Field must not be blank.
First Name - User's first name. Field must not be blank.
Gender - User's gender F = Female or M = Male.
Address, City, State and Zip - User's complete address. State will only be the first two characters, if more than two are shown and zip will only be the first five characters, if more than five are shown.
Phone, Cell, Work - User's home phone, cell phone and work phone numbers. Phone numbers uploaded will be ten characters and will not include any extensions.
Email - User's primary email address. One email address will be uploaded per user. If the email address is not formatted properly then it will be eliminated during the upload.
Barcode - Check in ID for a barcode/keytag check in method. Must be used in order for the customer to check in and attendance be recorded in ClubReady.
Customer/Member Type - User type being assigned to the customer in ClubReady. This can be used in ClubReady filters or reports to narrow down what group of customers you may want to see at any given time.
DOB - User's date of birth.
Emergency Contact - Emergency contact full name.
Emergency Phone - Emergency contact primary phone number. One number can be uploaded in ClubReady.
Membership Clubs Only:
Member Since - Date the user became a member in the former system. A user must have a member since date and a member expire date in order to appear as a member in ClubReady. Any user with a blank since or expire date will be uploaded as a prospect.
Member Expires - Date the user expired/expires. This date may be the end of a Paid In Full contract, date a contract term ends or the next due date (whichever is greater). A user must have a member since date and a member expire date in order to appear as a member in ClubReady. If the user is on Auto Renew/Evergreen draft then the expire date in ClubReady will continue to update as the customer makes their scheduled payments. Any user with a blank since or expire date will be uploaded as a prospect.
NOTE: This template must be used and you cannot alter the columns in any way. From here you would simply copy and paste (or manually enter the data if you do not have in a data base you can extract data from).
Once you have populated all of the data please make sure to use the File, Save As option in Excel to save this as a .csv file. Please also note the location you saved this file to as you will need to browse to this in the next step.
3. Uploading Your File To ClubReady
Click the Choose File button and then navigate and select where you saved your .csv file. Select the Upload CSV File button to start your upload.
NOTE: If the file was not saved to a csv format or does not contain data you will get an error message in red. Based on the error you receive make the appropriate changes and then repeat the steps.
You will then have the options to choose the customer status, how long you would like the prospects log in to ClubReady to be active, you will have the opportunity to send them a welcome letter and assign a free credit or fitness consultation. Additionally, you can have ClubReady send you a file to confirm the upload details.
NOTE: Before you complete, be aware this cannot be undone. Please double check the settings you selected to make sure everything is exactly what you want. Any corrections after this will have to be done manually by you and your staff.
Click the Do Bulk Add button to finish the prospect bulk upload.
Once you click the Do Bulk Add Button in the previous step you will see a status windows appear at the bottom of the previous screen confirming the upload details.
Requirements - A Master Admin or a staff type with the following permissions:
- Tools: Can access tools
- Tools: Can access customers tools
Accessing Bulk Customer Uploads
1. Download The Excel Template
To access the screen displayed, click on Setup > Misc. Setup > Bulk Cust. Uploads. Select the Excel link: bulk-cust-upload.xls.
2. Insert Customer Date
Above is an example of the Excel template to enter your client data in.
Converted ID - Should be a unique ID belonging only to one individual within the entire site. Required if there is a need to do any other upload and match data to this user.
Last Name - User's last name. Field must not be blank.
First Name - User's first name. Field must not be blank.
Gender - User's gender F = Female or M = Male.
Address, City, State and Zip - User's complete address. State will only be the first two characters, if more than two are shown and zip will only be the first five characters, if more than five are shown.
Phone, Cell, Work - User's home phone, cell phone and work phone numbers. Phone numbers uploaded will be ten characters and will not include any extensions.
Email - User's primary email address. One email address will be uploaded per user. If the email address is not formatted properly then it will be eliminated during the upload.
Barcode - Check in ID for a barcode/keytag check in method. Must be used in order for the customer to check in and attendance be recorded in ClubReady.
Customer/Member Type - User type being assigned to the customer in ClubReady. This can be used in ClubReady filters or reports to narrow down what group of customers you may want to see at any given time.
DOB - User's date of birth.
Emergency Contact - Emergency contact full name.
Emergency Phone - Emergency contact primary phone number. One number can be uploaded in ClubReady.
Membership Clubs Only:
Member Since - Date the user became a member in the former system. A user must have a member since date and a member expire date in order to appear as a member in ClubReady. Any user with a blank since or expire date will be uploaded as a prospect.
Member Expires - Date the user expired/expires. This date may be the end of a Paid In Full contract, date a contract term ends or the next due date (whichever is greater). A user must have a member since date and a member expire date in order to appear as a member in ClubReady. If the user is on Auto Renew/Evergreen draft then the expire date in ClubReady will continue to update as the customer makes their scheduled payments. Any user with a blank since or expire date will be uploaded as a prospect.
NOTE: This template must be used and you cannot alter the columns in any way. From here you would simply copy and paste (or manually enter the data if you do not have in a data base you can extract data from).
Once you have populated all of the data please make sure to use the File, Save As option in Excel to save this as a .csv file. Please also note the location you saved this file to as you will need to browse to this in the next step.
3. Uploading Your File To ClubReady
Click the Choose File button and then navigate and select where you saved your .csv file. Select the Upload CSV File button to start your upload.
NOTE: If the file was not saved to a csv format or does not contain data you will get an error message in red. Based on the error you receive make the appropriate changes and then repeat the steps.
Setting Options For Each Client
You will then have the options to choose the customer status, how long you would like the prospects log in to ClubReady to be active, you will have the opportunity to send them a welcome letter and assign a free credit or fitness consultation. Additionally, you can have ClubReady send you a file to confirm the upload details.
NOTE: Before you complete, be aware this cannot be undone. Please double check the settings you selected to make sure everything is exactly what you want. Any corrections after this will have to be done manually by you and your staff.
Click the Do Bulk Add button to finish the prospect bulk upload.
Upload Confirmation
Once you click the Do Bulk Add Button in the previous step you will see a status windows appear at the bottom of the previous screen confirming the upload details.
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