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Data Import Field Mapping Guide

Membee's Field Mapping Guide

 

How to use this guide.

We have broken down the fields in Membee in the following tables following the layout of the data in a record.  Each section is labeled with the corresponding name of the panel in Membee and then details the names of the fields that you will see in Membee along with the information on what the field is for and what you need to name the column with that data in your MasterData sheet.  You will also see a column called "Ref #" this corresponds to the number on the following screenshot to show you where that data ends up when it is set up in Membee.  To use this guide:

  1. Open the Organization and Person examples
  2. Print the example, or have them open so that you can refer to it
  3. Start at the top of the image and find the first number
  4. Find the corresponding number in the field mappings below
  5. Copy the Membee field name from the "Column Name in Master Data"
  6. Paste that into the row you have added above your field names in your MasterData sheet for the corresponding information

All the fields that you can import are defined below, with the exception of the required columns (all highlighted in yellow) if you do not have any corresponding data you do not need to have the column.

IMPORTANT:

All date fields must be in the format mm/dd/yyyy.  This is not one of the standard date formats in Excel so you will need to create a custom date format. Click here to go to a tutorial that shows you how to set up this format.


Organization Information

  1. Profile Information
  2. Categories & Types
  3. Addresses
  4. Communication Information
  5. Other Information
  6. Custom Fields
  7. Key Dates
  8. Membership Dues

Person/Employee Information

  1. Profile Information
  2. Categories & Types
  3. Addresses
  4. Communication Information
  5. Other Information
  6. Custom Fields
  7. Key Dates
  8. Membership Dues


Organization Information

This section contains all the information on the fields that you can import for your organizations. 


 

Organization - Profile

These fields are used to store the basic, core information for each organization.

Legend:

  •  legend.png REQUIRED COLUMN - This column must be in your MasterData Sheet.  If you don't have any corresponding data then the fields can be blank.
  • REQUIRED IF - The information in the column is required if the information meets the criteria explained in the description
  • RECOMMENDED - We recommend that if you import this type of information into Membee
  • OPTIONAL - You can choose to import this type of information into Membee.
Ref # Labeled in Membee Field Name in Membee Columns Description Data Format
1 Name, Sort Name Org Name

REQUIRED COLUMN

This is the name of the organization and will be set up as the Name, Sort Name and DBA (Doing Business as).

If you have a different Doing Business As name you can map that to the Doing Business As field below.

Alphanumeric
Max 80 Char.

2 Doing Business As Org Doing Business As This field is useful for numbered companies. You only need to add this if the name is different than what is entered in Organization Name.

Alphanumeric
Max 80 Char.

3 Number Org Number

REQUIRED COLUMN

Each organization must have a unique number.

Alphanumeric

Max 20 Char.

4 Status Org Status

REQUIRED COLUMN

The status field identifies the kind of organization this is. For example, if the organization is a member you could use the status of Active. The name of the status is up to you and is one of the main ways of determining who is a member and who is not a member.

You will associate each status with a “Org Type” (see the next row)

Alphanumeric

Max 30 Char.

5 Status Type Org Type

REQUIRED COLUMN

This identifies what type the status is. There can be three types of statuses:

M = Member - sets the corresponding status as a member type

N = Non-member - sets the corresponding status as a nonmember type

P = Prospect – sets the corresponding status as a prospect type.

One Character: M, N, or P 

Value MUST be capitalized (do not use m, n or p)

>> Back to Membee Field Mapping Table of Contents


 

Categories & Types - Organization

This section identifies an organization's category (what type of businesses or services they offer) along with the organization parameterized fields that allow you to define up to six custom fields to track data. 

Legend:

  •  legend.png REQUIRED COLUMN - This column must be in your MasterData Sheet.  If you don't have any corresponding data then the fields can be blank.
  • REQUIRED IF - The information in the column is required if the information meets the criteria explained in the description
  • RECOMMENDED - We recommend that if you import this type of information into Membee
  • OPTIONAL - You can choose to import this type of information into Membee.
Ref # Labeled in Membee Field Name in Membee Columns Description Data Format
6 Category Org Categories

RECOMMENDED

Categories are used to filter reports for sub-sets of your membership or to organize your member directories.

Enter the category or categories that the organization belongs to here. The first category will be designated the organization's main category.

If there are additional categories, separate each one with a semi-colon (e.g. Restaurants; Catering; Food Supply). List as many categories as needed. 

Alphanumeric

Max 50 Char. 
Per Category

If you have more then one value, you MUST separate each value with a semi-colon

7 Org Parameter 1 - 6

You will see the name you have set in Admin -> System Settings -> Organization/Person Parameters

For example, if you added a parameter called "Chapter" you would see the field in the list of Membee columns as:

Org Chapter

OPTIONAL

You will be able to use Membee's reports to get lists of records based on the information in these fields.  

Use these fields in addition to categories to store key information that can further classify and divide organizations into segments.

Separate multiple values with semi-colons (e.g. North; East; South; West). Each unique value is stored in the list of possible choices for use in the software.

When you paste these field names to the top of your spreadsheet, use one of the available field numbers and replace the word "label" with a name that describes the field. The format of the field name is very important. For example:

Org Parameter 4 = Regions Covered

Alphanumeric  

Max 50 Char. 
Per List Item

If you have more then one value, you MUST separate each value with a semi-colon

>> Back to Membee Field Mapping Table of Contents


 

Organization - Addresses

You can import two addresses for an organization into Membee.  If you only have one address then only include the columns for the "Org Address A" as detailed below.  If you need to include a second address you can do so and you will find the information under the "Org Address A" information.

Legend:

  •  legend.png REQUIRED COLUMN - This column must be in your MasterData Sheet.  If you don't have any corresponding data then the fields can be blank.
  • REQUIRED IF - The information in the column is required if the information meets the criteria explained in the description
  • RECOMMENDED - We recommend that if you import this type of information into Membee
  • OPTIONAL - You can choose to import this type of information into Membee.
Ref # Labeled in Membee Field Name in Membee Columns Description Data Format
 8

With the selected address type.  

For example, if you were looking at a mailing address you would see "Mailing" as the type

(address type) Org Address Line 1

For example, if you are mapping a Mailing Address you would use:

(Mailing) Org Address Line 1

 

RECOMMENDED

This is the first of three possible address lines for the organization's first address. It will be labeled the Primary Mailing Address unless otherwise specified in the Org Primary Address and Org Address A Label fields.

** If nothing is entered here, the city, state, and country values are ignored and no address will be inserted.

Alphanumeric

Max 100 Char. 

 

(address type) Org Address Line 2

For example, if you are mapping a Mailing Address you would use:

(Mailing) Org Address Line 2

 

OPTIONAL

This is the second of three possible address lines.

Alphanumeric

Max 100 Characters

 

(address type) Org Address Line 3

For example, if you are mapping a Mailing Address you would use:

(Mailing) Org Address Line 3

 

OPTIONAL

This is the third of three possible address lines. 

Alphanumeric

Max 100 Char.  

8  

(address type) Org Address City

For example, if you are mapping a Mailing Address you would use:

(Mailing) Org Address City 

 

REQUIRED IF

If you enter information for this field, you must also include the following columns with the corresponding information: "Org Address A State", "Org Address A State Code", "Org Address A Country"(see the following rows)

If there is an "address line 1" and nothing is entered here, the city will be named "unknown".

Max 40 Char.

 

 

(address type) Org Address State/Province

For example, if you are mapping a Mailing Address you would use:

(Mailing) Org Address State/Province Code

REQUIRED IF

Required if you have entered an "Org Address A City.  You MUST also include the state/province code in the "Org Address A State Code" (see the next row)

Put the full name of the state/province here. If there is an "address line 1" and nothing is entered for either the state/province name or code, the address will be inserted without a state/province.

Max 40 Char.

 
 

(address type) Org Address State/Province Code

For example, if you are mapping a Mailing Address you would use:

(Mailing) Org Address State/Province Code 

 

REQUIRED IF

Required if you have entered an "Org Address A State".  You MUST also include the column "Org Address A Country" (see below)

Put the two character state/province code here. If there is an "address line 1" and nothing is entered for either the state/province name or code, the address will be inserted without a state/province.

Max 2 Char. 
 

(address type) Org Address Zip/Postal

For example, if you are mapping a Mailing Address you would use:

(Mailing) Org Address Zip/Postal

 

RECOMMENDED

The zip or postal code goes here. 

Alphanumeric

Max 20 Char. 

8  

(address type) Org Address Country

For example, if you are mapping a Mailing Address you would use:

(Mailing) Org Address Country 

REQUIRED IF

Required if you have entered an "Org Address A State".  You MUST also need to include the column "Org Address A Country Code" (see below) 

The full name of the country. If there is an "address line 1" and nothing is entered for either the country name or the country code, the country will be named "unknown".  This is an important field because telephone and postal code/zip masks are tied to the Country and Country Code.

Max 40 Char.
 

(address type) Org Address Country Code

For example, if you are mapping a Mailing Address you would use:

(Mailing) Org Address Country Code 

REQUIRED IF

Required if you have entered an "Org Address A Country".  

Two or three letter country code. If there is an "address line 1" and nothing is entered for either the country name or the country code, the country will be named "unknown". It is important to add the Country Code in this column in addition to the full name in the Country field.

Max 3 Char.

 

Organization - Communication Information

This is the communication information for the organization and includes fields such as their email address, URL and phone numbers.

Legend:

  •  legend.png REQUIRED COLUMN - This column must be in your MasterData Sheet.  If you don't have any corresponding data then the fields can be blank.
  • REQUIRED IF - The information in the column is required if the information meets the criteria explained in the description
  • RECOMMENDED - We recommend that if you import this type of information into Membee
  • OPTIONAL - You can choose to import this type of information into Membee.
Ref # Labeled in Membee Field Name in Membee Columns Description Data Format
13 Phone 1

Org Phone 1  

RECOMMENDED

This is the organization's main phone number.

If used you MUST use the same formatting for all phone numbers. We recommend using one of the following formats

  • (NNN) NNN-NNNN
  • NNN-NNN-NNNN

Alphanumeric

Max 25 Char. 

Format MUST be the same for all phone numbers

 
13  Ext.

 Org Phone 1 Ext

OPTIONAL

The extension for Phone 1

Alphanumeric

Max 5 Char.

13 Phone 2

 Org Phone 2

 

OPTIONAL

If used you MUST use the same formatting for all phone numbers. We recommend using one of the following formats

  • (NNN) NNN-NNNN 
  • NNN-NNN-NNNN

Alphanumeric

Max 25 Char.

Format MUST be the same for all phone numbers 

13 

Ext.

Org Phone 2 Ext

OPTIONAL

The extension for Phone 2 

Alphanumeric

Max 5 Char. 

13 

Mobile

Org Cell

OPTIONAL

This is the cell number for an organization.

If used you MUST use the same formatting for all phone numbers. We recommend using one of the following formats

  • (NNN) NNN-NNNN 
  • NNN-NNN-NNNN

Alphanumeric

Max 25 Char. 

Format MUST be the same for all phone numbers

13

Fax

 Org Fax

 

OPTIONAL

This is the fax number for an organization.

If used you MUST use the same formatting for all phone numbers. We recommend using one of the following formats

  • (NNN) NNN-NNNN 
  • NNN-NNN-NNNN 

Alphanumeric

Max 25 Char. 

Format MUST be the same for all phone numbers

 
13

Toll Free

Org Toll 

OPTIONAL

This is the Toll Free number for an organization.

If used you MUST use the same formatting for all phone numbers. We recommend using one of the following formats

  • (NNN) NNN-NNNN 
  • NNN-NNN-NNNN 

Alphanumeric

Max 25 Char. 

Format MUST be the same for all phone numbers

 
13

Email

Org Email 

RECOMMENDED

This is the email address for the organization

Alphanumeric

Max 100 Char. 

13

URL 

Org Website Address 

RECOMMENDED 

This is the URL (website address) for the organization 

Alphanumeric

Max 50 Char. 

13 

Twitter

Org Twitter 

OPTIONAL

This is the Twitter address for the organization.

Alphanumeric

Max 200 Char. 

13 

LinkedIn

Org LinkedIn 

OPTIONAL

This is the LinkedIn address for the organization

Alphanumeric

Max 200 Char.  

13 

Facebook 

Org Facebook

OPTIONAL

This is the Facebook address for the organization.

Alphanumeric

Max 200 Char.  

>> Back to Membee Field Mapping Table of Contents


 

Organization - Other Information

These are optional fields where you can identify if an organization is Tax exempt, has a sponsor or NAICS code.

Legend:

  •  legend.png REQUIRED COLUMN - This column must be in your MasterData Sheet.  If you don't have any corresponding data then the fields can be blank.
  • REQUIRED IF - The information in the column is required if the information meets the criteria explained in the description
  • RECOMMENDED - We recommend that if you import this type of information into Membee
  • OPTIONAL - You can choose to import this type of information into Membee.
Ref # Labeled in Membee Field Name in Membee Columns Description Data Format
14

Tax Exempt

 Org Tax Exempt

OPTIONAL

This column is only needed if you have members that are tax exempt. Enter a "Y" in this field for those tax exempt members. 

One Character: Y

MUST be capitalized (not y) 

14

Sponsor 

Sponsor 

OPTIONAL

Use this text field to store information about a sponsor or source of a member. 

Alphanumeric

Max 30 Char. 

14

NAICS Code 

NAICS

OPTIONAL

This is the North American Industry Classification System code. It replaces the Standard Industrial Classification (SIC) code.  

Numeric

Max 8 Char. 

14

Part Time Employees 

Number of Part Time Employees 

OPTIONAL

This is the number of part time employees for the organization.

Number 
14 

Full Time Employees 

Number of Full Time Employees 

OPTIONAL

This is the number of full time employees for the organization. 

Number 

14 

Total Employees 

Number of Employees 

OPTIONAL

This is the total number of employees for the organization (both part-time and full-time) 

Number

 

>> Back to Membee Field Mapping Table of Contents


 

Custom Fields - Organization

These fields are named and defined by you and are your opportunity to customize Membee for your purposes. For organizations you have access to 45 custom fields. These fields allow you to capture information that does not fit into the standard Membee fields.  It allows users to type a value into an alphanumeric test box, memo field or decimal number field or to select dates.

Legend:

  •  legend.png REQUIRED COLUMN - This column must be in your MasterData Sheet.  If you don't have any corresponding data then the fields can be blank.
  • REQUIRED IF - The information in the column is required if the information meets the criteria explained in the description
  • RECOMMENDED - We recommend that if you import this type of information into Membee
  • OPTIONAL - You can choose to import this type of information into Membee.
Ref # Labeled in Membee Field Name in Membee Columns Description Data Format

15 

Org Custom Field 1 - 26 

Org Custom Field Label Name

For example, if you set up a custom field called "Annual Sales" the name of the field in the list would be "Org Annual Sales"

OPTIONAL

Use these fields for storing small amounts of text or non-decimal numbers.

The data in these fields are included in the exports of most reports in Membee.   Which allows you to export the information if you need to and sorted and/or filtered in Microsoft Excel or Access. 

Alphanumeric

Max 50 Char.

16 

Org Custom Field 27 - 35

Org Custom Field Label Name

For example, if you set up a custom field called "Annual Sales" the name of the field in the list would be "Org Annual Sales"

OPTIONAL

Use these fields for storing text that will exceed 50 characters in length.

The data in these fields are included in the exports of most reports in Membee.   Which allows you to export the information if you need to and sorted and/or filtered in Microsoft Excel or Access. 

Unlimited Memo

 

17 

Org Custom Field 36 - 41 

Org Custom Field Label Name

For example, if you set up a custom field called "Annual Sales" the name of the field in the list would be "Org Annual Sales"

OPTIONAL 

Use these fields for storing numbers. 

The data in these fields are included in the exports of most reports in Membee.   Which allows you to export the information if you need to and sorted and/or filtered in Microsoft Excel or Access. 

Decimal

 

18 

Org Custom Field 42 -45 

Org Custom Field Label Name

For example, if you set up a custom field called "Certification Date" the name of the field in the list would be "Org Annual Sales"

OPTIONAL

Use these fields for storing dates 

The data in these fields are included in the exports of most reports in Membee.   Which allows you to export the information if you need to and sorted and/or filtered in Microsoft Excel or Access. 

Date

mm/dd/yyyy 

>> Back to Membee Field Mapping Table of Contents


 

Organization - Key Dates

This section holds the key dates for an organization including their join date, their drop date etc. 

IMPORTANT:

All date fields must be in the format mm/dd/yyyy.  This is not one of the standard date formats in Excel so you will need to create a custom date format. Click here to go to a tutorial that shows you how to set up this format.

Legend:

  •  legend.png REQUIRED COLUMN - This column must be in your MasterData Sheet.  If you don't have any corresponding data then the fields can be blank.
  • REQUIRED IF - The information in the column is required if the information meets the criteria explained in the description
  • RECOMMENDED - We recommend that if you import this type of information into Membee
  • OPTIONAL - You can choose to import this type of information into Membee.
Ref # Labeled in Membee Field Name in Membee Columns Description Data Format

19

 

Became a Member On

Org Join Date 

REQUIRED IF

Required if the organization is a member organization.

It is used to track the date the organization became a member. 

mm/dd/yyyy 

19 

 

Dropped membership on 

Org Dropped Date 

REQUIRED IF

Required if the organization used to be a member. We recommend that you also include the column "Org Dropped Reason" (see below)

This field is applicable to former member (i.e. Non-Member or Prospect) organizations only. It is the date their membership was resigned or expired.

 mm/dd/yyyy

 

 

Drop Reason 

Org Dropped Reason 

RECOMMENDED IF

Recommended if you are including former members in the data you are importing and want to specify the reason their membership was cancelled or suspended.  If left blank, the default "Unknown" is used 

Alphanumeric

Max 30 Char.

19 

Began Business on

Began Business Date

OPTIONAL

The date the organization started business. 

 mm/dd/yyyy

 

>> Back to Membee Field Mapping Table of Contents


 

Organization - Membership Dues

These fields are required to enable member organizations for annual membership dues billing. Each member may have up to two dues items. Ignore these fields for non-members and prospects.

IMPORTANT:

All date fields must be in the format mm/dd/yyyy.  This is not one of the standard date formats in Excel so you will need to create a custom date format. Click here to go to a tutorial that shows you how to set up this format.

Legend:

  •  legend.png REQUIRED COLUMN - This column must be in your MasterData Sheet.  If you don't have any corresponding data then the fields can be blank.
  • REQUIRED IF - The information in the column is required if the information meets the criteria explained in the description
  • RECOMMENDED - We recommend that if you import this type of information into Membee
  • OPTIONAL - You can choose to import this type of information into Membee.
Ref # Labeled in Membee Field Name in Membee Columns Description Data Format
 20

 Billing Cycle

 

Org Dues Billing Cycle

 

REQUIRED COLUMN

If you are billing for membership dues in addition to the column you must enter information into the column.

The billing cycle indicates how often the member is invoiced over the course of one year.

Enter

  • A for Annual
  • S for Semi-Annual
  • Q for Quarterly
  • M for Monthly.
The value entered in "Org Dues Item One Amount" will be divided by the number of cycles.

One Character: A, S, Q, or M 

MUST be capitalized (not a, s, q or m)

21

Next New Period Starts On 

 

Org Next Period Start Date 

 

REQUIRED COLUMN

If you are billing for membership dues in addition to the column you must enter information into the column. 

This MUST be a date in the future - Membee is set up as "ready to bill", which means that it will post for the next time the member renews.

Enter the date when the next period (i.e. billing year) starts.

Date in the Future

mm/dd/yyyy

22

Billing Item 

 

The number of Org Dues Items you see will depend on if you've set your import to "Create financial templates for new members" and the number of billing items that can be added per membership

For example, if you have set the "Maximum billing items that can be added per membership" to "3" you will see a

  • Org Dues Item 1 Name
  • Org Dues Item 2 Name
  • Org Dues Item 3 Name

 

 

REQUIRED COLUMN

If you are billing for membership dues in addition to the column you must enter information into the column.

Enter a description that will be shown on the invoice to this member (e.g. Annual Associate Member Dues).  

Alphanumeric

Max 200 Char.

23 

Price

 

The number of Org Dues Items you see will depend on if you've set your import to "Create financial templates for new members" and the number of billing items that can be added per membership

For example, if you have set the "Maximum billing items that can be added per membership" to "3" you will see a

  • Org Dues Item 1 Amount
  • Org Dues Item 2 Amount
  • Org Dues Item 3 Amount

 

REQUIRED COLUMN

If you are billing for membership dues in addition to the column you must enter information into the column.

Put the full annual dues amount here.  If nothing is entered the amount will be set to 0.00. 

Dollar Value (no $ sign) 

>> Back to Membee Field Mapping Table of Contents


 

Person/Employee Information

Person/Employee - Profile

These fields are used to store the basic, core information for each organization.

Legend:

  •  legend.png REQUIRED COLUMN - This column must be in your MasterData Sheet.  If you don't have any corresponding data then the fields can be blank.
  • REQUIRED IF - The information in the column is required if the information meets the criteria explained in the description
  • RECOMMENDED - We recommend that if you import this type of information into Membee
  • OPTIONAL - You can choose to import this type of information into Membee.
Ref # Labeled in Membee Column Name in MasterData Description Data Format
Full Name  Prefix 

OPTIONAL

Values such as Mr. or Mrs. go here. 

Alphanumeric

Max 10 Char.

Full Name

First Name

COLUMN REQUIRED 

The person's first name.

Alphanumeric

Max 30 Char.

Full Name 

Initial 

OPTIONAL

This field is meant for an initial.

Alphanumeric

Max 10 Char. 

Full Name 

Last Name 

COLUMN REQUIRED 

The person's last name

Alphanumeric

Max 30 Char. 

Full Name 

Suffix 

OPTIONAL

Examples of values here could be Jr., Esq., and MBA. Can also be used for professional designations like P. Eng., B.Sc., etc. 

Alphanumeric

Max 10 Char.

 

Nickname/Salutation 

Salutation 

OPTIONAL

This field may be used for storing an informal nickname for the person.

Alphanumeric

Max 55 Char.

Number  Person Number 

OPTIONAL

This must be a unique number for each person.

If a number is not supplied, the conversion program will generate one. 

Alphanumeric

Max 20 Char.

Status

 

Person Status

 

COLUMN REQUIRED

The status field identifies the kind of record this person is.  

  • If they are not a member, enter "Employee"
  • If they are a member then enter the status that identifies the type of member that they are. For example, if the person is a member you could use the status of Active. The name of the status is up to you and is one of the main ways of determining who is a member and who is not a member.

You will associate each status with a “Person Type” (see the next row)

Alphanumeric

Max 30 Char.

 
5

Status Type 

 Person Type

COLUMN REQUIRED

This is associated to the person status and identifies the type of the status. Enter:

  • M for Member
  • N for Non-Member
  • P for Prospect

The value here is used in the system as a filter for a number of functions. Only people with an M in this field are enabled for billing. The default value is N.  

NOTE:  Not only is the column required but values must be entered in the cells when an Name exists in the row.

One Character: M, N, or P 

Value MUST be capitalized (do not use m, n or p)

 
6 Title 

Title 

OPTIONAL

This field only applies to people who are employees of an organization. Put their position or title here. 

Alphanumeric

Max 60 Char. 

 Contact Type

Contact Type

REQUIRED IF

Required if you would like to designate the contact type for the employee.  For example, if this was for a Main Contact, you would map this field and in your data enter the contact type in the filed you have that contains this information.

The contact type you would like to see this employee listed as.  For example, if they are the Main Contact the data in your file would say "Main Contact".

If the employee doesn't have a specific contact type you would leave this field in your data file empty for that person.

>> Back to Membee Field Mapping Table of Contents


 

Person/Employee - Categories & Types

This section identifies a person's category (what type of businesses or services they offer) along with the organization parameterized fields that allow you to define up to three additional fields to track data

Legend:

  •  legend.png REQUIRED COLUMN - This column must be in your MasterData Sheet.  If you don't have any corresponding data then the fields can be blank.
  • REQUIRED IF - The information in the column is required if the information meets the criteria explained in the description
  • RECOMMENDED - We recommend that if you import this type of information into Membee
  • OPTIONAL - You can choose to import this type of information into Membee.
Ref # Labeled in Membee Column Name in MasterData Description Data Format

Category 

Person Categories 

RECOMMENDED

Categories are used to filter reports for sub-sets of your membership or to organize your member directories.

Enter the category or categories that the person belongs to here. If the person is an employee of an organization, put the organization's category here.

The first category will be designated the person's main category. If there are additional categories, separate each one with a semi-colon (e.g. Restaurants; Catering; Food Supply). List as many categories as needed. 

Alphanumeric

Max 50 Char.
Per Category

 
Org Parameter 1 - 6 

You will see the name you have set in Admin -> System Settings -> Organization/Person Parameters

For example, if you added a parameter called "Chapter" you would see the field in the list of Membee columns as:

Person Chapter

OPTIONAL

These fields are shared with organization records and should only be used for people if the person is a member.  

 
10  Person Parameter 1 - 3 

You will see the name you have set in Admin -> System Settings -> Person/Employee Parameters

For example, if you added a parameter called "Certificate" you would see the field in the list of Membee columns as:

Person Certificate

OPTIONAL

You will be able to use Membee's reports to get lists of records based on the information in these fields.

Use these fields in addition to categories to store key information that can further classify and divide your records into specific groups/segments.

Separate multiple values with semi-colons (e.g. North; East; South; West). Each unique value is stored in the list of possible choices for use in the software.

When you paste these field names to the top of your spreadsheet, use one of the available field numbers and replace the word "label" with a name that describes the field. The format of the field name is very important. For example:

Person Parameter 1 = Newsletter Subscription

Alphanumeric

Max 50 Char. 
Per List Item 

You MUST Separate multiple values using a ;

 

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Person/Employee - Addresses here

These fields hold all person communication and address information. Each person may have up to two addresses (named A and B below). The primary address and the address types can be specified. These fields should only be included if:

  • The person is a member
  • You would like to include additional addresses for people who are employees.  By default, people listed as employees will automatically be linked to have the same address as the primary address of the organization 

Legend:

  •  legend.png REQUIRED COLUMN - This column must be in your MasterData Sheet.  If you don't have any corresponding data then the fields can be blank.
  • REQUIRED IF - The information in the column is required if the information meets the criteria explained in the description
  • RECOMMENDED - We recommend that if you import this type of information into Membee
  • OPTIONAL - You can choose to import this type of information into Membee.

 

zzRef # Labeled in Membee Field Name in Membee Columns Description Data Format
11

With the selected address type.  

For example, if you were looking at a mailing address you would see "Mailing" as the type

(address type) Person Address Line 1

For example, if you are mapping a Mailing Address you would use:

(Mailing) Person Address Line 1

 

RECOMMENDED

This is the first of three possible address lines for the Person's first address. It will be labeled the Primary Mailing Address unless otherwise specified in the Org Primary Address and Org Address A Label fields.

** If nothing is entered here, the city, state, and country values are ignored and no address will be inserted.

Alphanumeric

Max 100 Char. 

11  

(address type) Person Address Line 2

For example, if you are mapping a Mailing Address you would use:

(Mailing) Person Address Line 2

 

OPTIONAL

This is the second of three possible address lines.

Alphanumeric

Max 100 Characters

11   

(address type) Person Address Line 3

For example, if you are mapping a Mailing Address you would use:

(Mailing) Person Address Line 3

 

OPTIONAL

This is the third of three possible address lines. 

Alphanumeric

Max 100 Char.  

11  

(address type) Person Address City

For example, if you are mapping a Mailing Address you would use:

(Mailing) Person Address City 

 

REQUIRED IF

If you enter information for this field, you must also include the following columns with the corresponding information: "Org Address A State", "Org Address A State Code", "Org Address A Country"(see the following rows)

If there is an "address line 1" and nothing is entered here, the city will be named "unknown".

Max 40 Char.

 

11  

(address type) Person Address State/Province

For example, if you are mapping a Mailing Address you would use:

(Mailing) Person Address State/Province Code

REQUIRED IF

Required if you have entered an "Org Address A City.  You MUST also include the state/province code in the "Org Address A State Code" (see the next row)

Put the full name of the state/province here. If there is an "address line 1" and nothing is entered for either the state/province name or code, the address will be inserted without a state/province.

Max 40 Char.

 
11  

(address type) Person Address State/Province Code

For example, if you are mapping a Mailing Address you would use:

(Mailing) Person Address State/Province Code 

 

REQUIRED IF

Required if you have entered an "Org Address A State".  You MUST also include the column "Org Address A Country" (see below)

Put the two character state/province code here. If there is an "address line 1" and nothing is entered for either the state/province name or code, the address will be inserted without a state/province.

Max 2 Char. 
11   

(address type) Person Address Zip/Postal

For example, if you are mapping a Mailing Address you would use:

(Mailing) Person Address Zip/Postal

 

RECOMMENDED

The zip or postal code goes here. 

Alphanumeric

Max 20 Char. 

11  

(address type) Person Address Country

For example, if you are mapping a Mailing Address you would use:

(Mailing) Person Address Country 

REQUIRED IF

Required if you have entered an "Org Address A State".  You MUST also need to include the column "Org Address A Country Code" (see below) 

The full name of the country. If there is an "address line 1" and nothing is entered for either the country name or the country code, the country will be named "unknown".  This is an important field because telephone and postal code/zip masks are tied to the Country and Country Code.

Max 40 Char.
11   

(address type) Org Address Country Code

For example, if you are mapping a Mailing Address you would use:

(Mailing) Person Address Country Code 

REQUIRED IF

Required if you have entered an "Org Address A Country".  

Two or three letter country code. If there is an "address line 1" and nothing is entered for either the country name or the country code, the country will be named "unknown". It is important to add the Country Code in this column in addition to the full name in the Country field.

Max 3 Char.

 



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Communication Information - Person/Employee

This is the communication information for a person and includes fields such as the phone and email address.

Legend:

  •  legend.png REQUIRED COLUMN - This column must be in your MasterData Sheet.  If you don't have any corresponding data then the fields can be blank.
  • REQUIRED IF - The information in the column is required if the information meets the criteria explained in the description
  • RECOMMENDED - We recommend that if you import this type of information into Membee
  • OPTIONAL - You can choose to import this type of information into Membee.
Ref # Labeled in Membee Field Name in Membee Columns Description Data Format
13 Phone 1

Person Phone 1  

RECOMMENDED

This is the person's main phone number.

If used you MUST use the same formatting for all phone numbers. We recommend using one of the following formats

  • (NNN) NNN-NNNN
  • NNN-NNN-NNNN

Alphanumeric

Max 25 Char. 

Format MUST be the same for all phone numbers

 
13  Ext.

 Person Phone 1 Ext

OPTIONAL

The extension for Phone 1

Alphanumeric

Max 5 Char.

13 Phone 2

 Person Phone 2

 

OPTIONAL

If used you MUST use the same formatting for all phone numbers. We recommend using one of the following formats

  • (NNN) NNN-NNNN 
  • NNN-NNN-NNNN

Alphanumeric

Max 25 Char.

Format MUST be the same for all phone numbers 

13 

Ext.

Person Phone 2 Ext

OPTIONAL

The extension for Phone 2 

Alphanumeric

Max 5 Char. 

13 

Mobile

Person Cell

OPTIONAL

This is the cell number for a person.

If used you MUST use the same formatting for all phone numbers. We recommend using one of the following formats

  • (NNN) NNN-NNNN 
  • NNN-NNN-NNNN

Alphanumeric

Max 25 Char. 

Format MUST be the same for all phone numbers

13

Fax

 Person Fax

 

OPTIONAL

This is the fax number for an person.

If used you MUST use the same formatting for all phone numbers. We recommend using one of the following formats

  • (NNN) NNN-NNNN 
  • NNN-NNN-NNNN 

Alphanumeric

Max 25 Char. 

Format MUST be the same for all phone numbers

 
13

Email

Person Email 

RECOMMENDED

This is the email address for the person

Alphanumeric

Max 100 Char. 

13

URL 

Person Website Address 

RECOMMENDED 

This is the URL (website address) for the person 

Alphanumeric

Max 50 Char. 

13 

Twitter

Person Twitter 

OPTIONAL

This is the Twitter address for the person.

Alphanumeric

Max 200 Char. 

13 

LinkedIn

Person LinkedIn 

OPTIONAL

This is the LinkedIn address for the person

Alphanumeric

Max 200 Char.  

13 

Facebook 

Person Facebook

OPTIONAL

This is the Facebook address for the person.

Alphanumeric

Max 200 Char.  

>> Back to Membee Field Mapping Table of Contents


 

Person/Employee - Other Information 

These fields allow you to define if a person is tax exempt and include a sponsor.

Legend:

  •  legend.png REQUIRED COLUMN - This column must be in your MasterData Sheet.  If you don't have any corresponding data then the fields can be blank.
  • REQUIRED IF - The information in the column is required if the information meets the criteria explained in the description
  • RECOMMENDED - We recommend that if you import this type of information into Membee
  • OPTIONAL - You can choose to import this type of information into Membee.
Ref # Labeled in Membee Field Name in Membee Columns Description Data Format
14

Tax Exempt

 Person Tax Exempt

OPTIONAL

This column is only needed if you have members that are tax exempt. Enter a "Y" in this field for those tax exempt members. 

One Character: Y

MUST be capitalized (not y) 

14

Spouse

Spouse

OPTIONAL

Use this text field to store information about a sponsor or source of a member. 

Alphanumeric

Max 30 Char. 

>> Back to Membee Field Mapping Table of Contents


 

Person/Employee - Custom Fields start here

These fields are named and defined by you and are your opportunity to customize Membee for your purposes.  These fields allow you to capture information that does not fit into the standard Membee fields.  It allows users to type a value into an alphanumeric test box, memo field or decimal number field or to select dates.

IMPORTANT:

All date fields must be in the format mm/dd/yyyy.  This is not one of the standard date formats in Excel so you will need to create a custom date format. Click here to go to a tutorial that shows you how to set up this format.

Legend:

  •  legend.png REQUIRED COLUMN - This column must be in your MasterData Sheet.  If you don't have any corresponding data then the fields can be blank.
  • REQUIRED IF - The information in the column is required if the information meets the criteria explained in the description
  • RECOMMENDED - We recommend that if you import this type of information into Membee
  • OPTIONAL - You can choose to import this type of information into Membee.

 

Ref # Labeled in Membee Field Name in Membee Columns Description Data Format
16 

Person Custom Field 1 - 4 

Name of the field you have set up in Membee.

For example, if you set up the field Exam ID then you would see this listed as 

Per/Emp Exam ID

 

OPTIONAL

Use these fields for storing small amounts of text. Data in custom fields is not available in Membee’s report and export filtering mechanism, although this data may be exported and sorted and/or filtered in Microsoft Excel or Access.

Alphanumeric

Max 50 Char. 

17 

Person Custom Field 5 - 6

Name of the field you set up in Membee.

For example, if you set up the field Additional Note you would see this listed as 

Per/Emp Additional Note

OPTIONAL

Use these fields for storing text that will exceed 50 characters in length. Data in custom fields is not available in Membee’s report and export filtering mechanism, although this data may be exported and sorted and/or filtered in Microsoft Excel or Access. 

Unlimited Memo

 

18 

Person Custom Field 7 - 8

Name of the field you set up in Membee.

For example is you set this up as Exam score you would see this listed as

Per/Emp Exam Score

OPTIONAL

Use these fields for storing numbers. Data in custom fields is not available in Membee’s report and export filtering mechanism, although this data may be exported and sorted and/or filtered in Microsoft Excel or Access. 

Decimal

 

19 

Person Custom Field 9 - 10 

Name of the field you set up in Membee.

For example if you set this up as "Date Certified" you would see this listed as

Per/Emp Date Certified

 

OPTIONAL

Use these fields for storing dates. Data in custom fields is not available in Membee’s report and export filtering mechanism, although this data may be exported and sorted and/or filtered in Microsoft Excel or Access. 

mm/dd/yyyy 

It is recommended that the 10 custom fields described above are used first when assigning custom fields for person recordss. Where additional custom fields are required for person records in Membee, it is possible to re-purpose custom fields normally used for organizations. This allows for the creation of an additional 45 columns of custom fields within a person record in various data formats as described below. 

IMPORTANT:  These fields should only be used for people who are members.

Ref # Labeled in Membee Field Name in Membee Columns Description Data Format

15 

Organization/Person Custom Fields 1 - 26 

The name of the field you set up in Membee

For example, if you set this up as Additional Website then you will see this listed as

"Person Union Website"

OPTIONAL

Use these fields for storing small amounts of text or non-decimal numbers.

The data in these fields are included in the exports of most reports in Membee.   Which allows you to export the information if you need to and sorted and/or filtered in Microsoft Excel or Access. 

Alphanumeric

Max 50 Char.

15 

Organization/Person Custom Fields 27 - 35

The name of the field you set up in Membee

For example, if you set this up as Additional History then you will see this listed as

"Person Additional History"

OPTIONAL

Use these fields for storing text that will exceed 50 characters in length.

The data in these fields are included in the exports of most reports in Membee.   Which allows you to export the information if you need to and sorted and/or filtered in Microsoft Excel or Access. 

Unlimited Memo

 

15 

Organization/Person Custom Fields 36 - 41 

The name of the field you set up in Membee

For example, if you set this up as Annual Sales, you will see this listed as

"Person Annual Sales"

OPTIONAL 

Use these fields for storing numbers. 

The data in these fields are included in the exports of most reports in Membee.   Which allows you to export the information if you need to and sorted and/or filtered in Microsoft Excel or Access. 

Decimal

 

15 

Organization/Person Custom Fields 42 -45 

The name of the field you set up in Membee

For Example, if you set this up as Certified Date you will see this listed as 

"Person Certified Date"

OPTIONAL

Use these fields for storing dates 

The data in these fields are included in the exports of most reports in Membee.   Which allows you to export the information if you need to and sorted and/or filtered in Microsoft Excel or Access. 

Date

mm/dd/yyyy 

>> Back to Membee Field Mapping Table of Contents


 

Key Dates - Person/Employee

This includes the key dates for a person including join date.  These are only needed if the person is a member.

IMPORTANT:

All date fields must be in the format mm/dd/yyyy.  This is not one of the standard date formats in Excel so you will need to create a custom date format. Click here to go to a tutorial that shows you how to set up this format.

Legend:

  •  legend.png REQUIRED COLUMN - This column must be in your MasterData Sheet.  If you don't have any corresponding data then the fields can be blank.
  • REQUIRED IF - The information in the column is required if the information meets the criteria explained in the description
  • RECOMMENDED - We recommend that if you import this type of information into Membee
  • OPTIONAL - You can choose to import this type of information into Membee.
Ref # Labeled in Membee Column Name in MasterData Description Data Format

20

 

Became a Member On

Person Join Date

REQUIRED IF

Required if the person is a member.

It is used to track the date the organization became a member. 

mm/dd/yyyy 

20 

 

Dropped membership on 

Person Drop Date 

REQUIRED IF

Required if the person used to be a member. We recommend that you also include the column "Org Dropped Reason" (see below)

This field is applicable to former member (i.e. Non-Member or Prospect) organizations only. It is the date their membership was resigned or expired.

 mm/dd/yyyy

 

20 

Drop Reason 

Person Drop Reason 

RECOMMENDED IF

Recommended if you are including former members in the data you are importing and want to specify the reason their membership was cancelled or suspended.  If left blank, the default "Unknown" is used 

Alphanumeric

Max 30 Char.

>> Back to Membee Field Mapping Table of Contents


 

Membership Dues - Person/Employee

These fields are required to enable member people for annual membership dues billing. Each member may have up to two dues items. Ignore these fields for non-members and prospects.

IMPORTANT:

All date fields must be in the format mm/dd/yyyy.  This is not one of the standard date formats in Excel so you will need to create a custom date format. Click here to go to a tutorial that shows you how to set up this format.

Legend:

  •  legend.png REQUIRED COLUMN - This column must be in your MasterData Sheet.  If you don't have any corresponding data then the fields can be blank.
  • REQUIRED IF - The information in the column is required if the information meets the criteria explained in the description
  • RECOMMENDED - We recommend that if you import this type of information into Membee
  • OPTIONAL - You can choose to import this type of information into Membee.
Ref # Labeled in Membee Column Name in MasterData Description Data Format
 21

 Billing Cycle

 

Person Dues Billing Cycle

 

REQUIRED COLUMN

If you are billing for membership dues in addition to the column you must enter information into the column.

The billing cycle indicates how often the member is invoiced over the course of one year.

Enter

  • A for Annual
  • S for Semi-Annual
  • Q for Quarterly
  • M for Monthly.
The value entered in "Person Dues Item One Amount" will be divided by the number of cycles.

One Character: A, S, Q, or M 

MUST be capitalized (not a, s, q or m)

22

Next New Period Starts On 

 

Person Next Period Start Date 

 

REQUIRED COLUMN

If you are billing for membership dues in addition to the column you must enter information into the column. 

This MUST be a date in the future - Membee is set up as "ready to bill", which means that it will post for the next time the member renews.

Enter the date when the next period (i.e. billing year) starts.

Date in the Future

mm/dd/yyyy

23

Billing Item 

 

The number of Person Dues Items you see will depend on if you've set your import to "Create financial templates for new members" and the number of billing items that can be added per membership

For example, if you have set the "Maximum billing items that can be added per membership" to "3" you will see a

  • Person Dues Item Name 1
  • Person Dues Item Name 2
  • Person Dues Item Name 3

 

REQUIRED COLUMN

If you are billing for membership dues in addition to the column you must enter information into the column.

Enter a description that will be shown on the invoice to this member (e.g. Annual Associate Member Dues).  

Alphanumeric

Max 200 Char.

24

Price

 

The number of Person Dues Items you see will depend on if you've set your import to "Create financial templates for new members" and the number of billing items that can be added per membership

For example, if you have set the "Maximum billing items that can be added per membership" to "3" you will see a

  • Person Dues Item Amount 1
  • Person Dues Item Amount 2
  • Person Dues Item Amount 3

 

REQUIRED COLUMN

If you are billing for membership dues in addition to the column you must enter information into the column.

Put the full annual dues amount here.  If nothing is entered the amount will be set to 0.00. 

Dollar Value (no $ sign) 

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