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Data Import - Our members are people. We also track information on organizations

In this scenario, only individual people can hold a membership, but you also keep information on organizations, such as the information for your member's employers, vendors etc.

We want you up to speed in Membee as quickly and as painlessly as possible. On average a new Membee client is up to speed in just a handful of work days from the day they decide to proceed. We are here to guide you through each step in the process to ensure your successful implementation of Membee.

Step 1 - Get your data ready 

Step 2 - Send your data to Membee 

Step 3 - Log into Membee and check your data 

Step 4 - You are ready to start using Membee

Step 1 - Get your data ready

>>Back to the Table of Contents

1. Download the example sheet

  1. Click here to download the example spreadsheet that has the data referred to in the following steps
  2. Open it up.  The sheet contains all the records that have been initially set up in Membee (it will be overwritten when we import your data)
  3. Log into your copy of Membee
  4. In the quick search, search a record, for example type in "Alex Jones"
  5. You can compare the information in that record to the the information in the sample Excel sheet - this will show you where all the data in the spreadsheet ended up in the record in Membee.  Keep in mind that the information in the spreadsheet may have more information that you have in the data you will be importing.

2. Get your data ready for import

Using the example spreadsheet as a guide, you will work with your data to make sure it's in the correct format.  Keep in mind, the sample spreadsheet is just an example, your spreadsheet may contain more or less fields.  Here's what you need to know. 

Required Information

Fields that aren't required but are recommended

Using Custom Fields 

See all the fields you can import


Required Information for person records

  A Column Identifying Details Example in Sample Data
1 First name of the person 

Description: 

This is the persons first name

If you do not have the first name for the person (for example you just have the last name) you'll need to enter something into the first name field or Membee will not set up the record.  An example would be to simply enter "unknown".

Data Details:

Alphanumeric up to 30 characters.

Look in column "AD" labeled "First Name"

 

2 Last name of the person

Description:

This is the last name for the person.

If you do not have the last name for the person (for example you just have the last name) you'll need to enter something into the first name field or Membee will not set up the record.  An example would be to simply enter "unknown".

Data Details:

Alphanumeric up to 30 characters

Look in column "AF" labeled "Last Name"

3 The person's status

Description:

The status is how you identify the type of record that you are looking at.

Some common examples of statuses include "Employee", "Active", "Member", "Non-Member" etc.

Use the status of "Employee" if the person has an employer and is not a member or non-member.

Data Details:

Alphanumeric up to 30 characters

Look in column "AI" labeled "Person Status"

In row 2 you can see the status for "Alex Jones" is "Basic Member"

 

 

4 If the person is a member or non-member

Description:

This is how Membee understands what the status you have set up means - is it a member, non-member or prospect

Data Details:

You need to use a single "letter" to identify what each status means

M = Member

N = Non-Member

P = Prospect

Look in column "AJ" labeled "Person Status Type"

In row 2 you can see that it is set to "M" for "Alex Jones".  This means that the status in column "AI" - "Basic Member" is a member status.

 

 

The following fields are only needed if you are setting up membership billing for a person.

 

5 The billing cycle for the person

Description:

This tells Membee how often during the year you send an invoice to the person.

Data Details: 

You need to use a single "letter" to identify how often an invoice for membership is issued:

A = they are billed "Annually" or once during the year

S = they are billed "Semi-Annually" or twice during the year

Q = they are billed "Quarterly" or four times during the year

M = they are billed "Monthly" or twelve times during the year

 

Look at column "BY" labeled "Person Dues Billing Cycle"

In row 2 you can see that this is set to "A" for "Alex Jones".  This means he is billed once during a year.

In row 3 you can see that this is set to "Q" for "Robert Fish".  This means that he is billed quarterly or four times a year.

 

 

6 The date that the person renews on

Description:

This is the date when the person's membership year is set to begin again.

This is not the day you want to post an invoice for your membership renewals, this is the date their next membership year starts on.

If you currently are tracking their expiry date, then the date you would use here is the day after that. For example, if the expiry date is August 14, 2014, then the date that would be entered here is August 15, 2014.

Data Details:

Make sure to include a month, day and year

Look at column "BZ" labeled "Person Next Period

In row 2 you can see that the renewal date for "Alex Jones" is January 15, 2015.  This means that his next year of membership begins on January 15, 2015 (his current membership expires on January 14, 2015).

7 The name of the item you bill for

Description:

This is what you want to see the item called on the invoice

If the record includes more then one item, then add a second column for the name of the second item

Data Details:

Alphanumeric up to 200 Characters

 

Look in column "CA" labeled "Person Dues Item One Name" 

In row 2 you can see that the name of the item is "Basic Membership Investment" for "Alex Jones".

Look in column "CC" labeled "Person Dues Item Two Name"

In row 3 you can see that Robert Fish is being charged for a "Premium Listing Package" in addition to the "Premium Membership Investment" in column "CA"

8 The amount of the item you bill for.

Description: 

This is the price for the item

If the record includes a charge for more then one item, then add a second column for the price for the second item.

Data Details:

Dollar Value - you do not need to include a "$" sign

Look in column "CB" labeled "Person Dues Item One Amount"

In row 2 you can see that "Alex Jones" is being charged $100.00

Look in column "CD" labeled "Person Dues Item Two Amount"

In row 3 you can see that Robert Fish is being charged for a "Premium Listing Package" (listed in column "CC") at $50.00 in addition to the "Premium Membership Investment" in column "CA"

 

Required Information for organization records 

The information for an organization will be repeated in multiple rows if there are multiple employees attached to that organization. 

For example, open your sample spreadsheet and look at rows 2 - 7 for Busy Bee Cleaning and rows 9-10 for "A New Bee Company", also pictured below.  There are 5 rows with all the same organization information for "Busy Bee Cleaning" because there are because there are 5 employees.  There are 2 rows for "A New Bee Company" because there are 2 employees (If you scroll over to column "AX" called "Prefix" you will see the start of the information for each employee).  

all_the_same.png

If the person does not have an employer, then you simply do not enter any information in the columns for the organization in the row for that person. 

  A Column Identifying Details Example in Sample Data
1 The organization's number

Description:

This is the number for the organization.

This is used to connect together the employees to the correct organization.

If your data does not already contain a number then you will need to add one in.  You can start at any number that you want to start with.

Data Details:

Alphanumeric up to 20 characters

Look in Column B labeled "Organization Number"

In Row 2 you can see that the number for "Bee Innovations" is 109. 

 

2 The organization's name

Description:

This is name for the organization

Data Details:

Alphanumeric up to 80 characters

Look in Column C  labeled "Organization Name"

In Row 2 you can see the name for the organization "Bee Innovations".

3 The organization's status

Description:

The status is how you identify the type of record that you are looking at.  

Some common examples of statuses include "Active", "Member", "Non-Member" etc.

Data Details:

Alphanumeric up to 30 characters 

Look in column "D" labeled "Organization Status"

In Row 2 you can see that the status for "Bee Innovations" is set to "Non-Member" 

4 If the organization is a member or non-member

Description:

This is how Membee understands what the status you have set up means - is it a member, non-member or prospect

Data Details:

You need to use a single "letter" to identify what each status means

M = Member

N = Non-Member

P = Prospect

Look in column "E" labeled "Organization Status Type"

In row 2 you can see an "N".  This means that the status "Non-Member", as seen in column "D" to the left, is a non-member type of status.

 

Back to getting your data ready >>


Fields that aren't required, but are recommended

You'll find a list of fields below that aren't required in order to set up a record in Membee, but are highly recommended in order to set up complete records.  We encourage you to include as much of the following information as possible :)

Addresses

You can have more then one type of address, just label the columns appropriately.

  • If you look in your sample sheet you will see columns for both a person's mailing address (beginning in column "AQ") a person's billing address (beginning in column "AZ")I

  A Column Identifying Details Example in Sample Data
1 The address for the record 

Description:

This is the address for the record.  It could be a street address or a P.O. box.

You can have up to three lines of an address

If the person is an employee and they do not have a different address from their employer you do not need this address

Data Details:

Alphanumeric up to 100 characters

Look at column "AQ" labeled "Person Mailing Address Line 1"

In row 2 you can see that the address is not filled in for "Alex Jones".  The associated organization's mailing address (beginning in column "I") is filled in and Alex's address is the same - so you do not need to include it again. 

In row 5 you can see that "James Brooks" has three address lines (Columns AQ, AR and AS).

Look at columns "I" - K. This is the address for any organizations that are being included.

2 The city 

Description:

This is the name of the city.

Data Details:

Up to 40 characters

Look in column "AT" labeled "Person Mailing Address City".

Look in column "L" labeled "Organization Mailing Address City"

3 State/Province

Description:

This is the full name of the state or province for the city.

If you are outside of North America and do not have states or provinces then you would not need to include this column

Data Details:

Up to 40 characters

Look in column "AV" labeled "Person Mailing Address State".

Look in column "M" labeled "Organization Mailing Address state"

4 State/Province Code

Description:

This is the code for the state or province and must be no more then two letters.

Data Details:

Maximum of 2 characters

Look in column "AV" labeled "Person Mailing Address State Code"

Look in column "N" labeled "Organization Mailing Address State Code"

5 Zip/Postal Code

Description:

This is the zip or postal code for the records address.

Data Details:

Alphanumeric up to 40 characters

Look in column "AW" labeled "Person Mailing Address Zip"

Look in column "O" labeled "Organization Mailing Address Zip"

6 Country

Description:

This is the full name for the country for the address

Data Details:

Up to 40 characters

Look in column "AX" labeled "Person Mailing Address Country"

Look in column "P" labeled "Organization Mailing Address Country" 

7 Country Code

Description:

This is the "code" for the country

Data Details:

A maximum of 3 characters.

Look in column "AY" labeled "Person Mailing Address Country Code".

Look in column "Q" labeled "Organization Mailing Address Country Code".

 

 

 

Back to getting your data ready >>


Communication Information

  A Column Identifying Details Example in Sample Data
1  A person's email address

Description: 

This is very important as many of Membee's features including the ability to send out your invoices electronically or allow you to set up member only content rely on having email addresses.

Email address for people must be unique - email addresses cannot be shared between people. This is because an email address is used as that person's username for any member only content you decide to implement.

Data Details:

Up to 100 characters

Look in column "BL" labeled "Person Email"

In row 2 you can see the email address for "Alex Jones"

2 Phone numbers for people

Description:

This is the phone number for a person

If the person is an employee and their phone number is the same as their employer, you do not need to fill this in.

You can enter 2 phone numbers.

Data Details:

Up to 25 characters

Look in column "BI" labeled "Person Phone 1".

In rows 2 - 3 you will see that the fields are empty, "Alex Jones" and "Robert Fish" have the same phone as their employer, so only their extensions are listed in column "BJ"

 

Back to getting your data ready >>


Additional recommended information

  A Column Identifying Details Example in Sample Data
1 The main contact for an organization

Description:

It is common for each organization you are tracking to have a main contact.  

Having a main contact is important in Membee as this is used for many features such as being the person an invoice for membership dues can be sent to.

You can have more then one main contact.

Data Details:

Enter "Main Contact" to identify the main contact for an organization.

 

Look at column "BG" labeled "Contact Type".

You can see that "Jessica Drone" has been identified as a main contact for "Busy Bee Cleaning".

2 The join data for any people that are members

Description:

This is the date the person joined.

You will only need a date for people who are considered to be members (employees who aren't members don't have a join date)

This is an important date as the join date is used to calculate important financial information such as determining who is a new member and who is a renewal.

Data Details:

Make sure to include a month, day and year

 

Look in column "CQ" labeled "Person Join Date".

In row 15 you can see that the member, "Andrew Bee" joined on August 10, 2011

3 The dropped date for any former people members

Description:

This is the date on which the membership was cancelled.

Data Details:

Make sure to include a month, day and year

Look in column "CR" labeled "Person Dropped Date".

In row 30 you can see that "Jeffery Flowers" was cancelled on April 10, 1999

4 The dropped reason for any former people members

Description:

This is the reason given as to why the membership was cancelled

Date Details:

A maximum of 30 characters

 

Look in column "CS" labeled "Person Dropped Date".

In row 30 you can see the dropped reason for "Jeffery Flowers".

 

Back to getting your data ready >>


Custom fields

A custom field in Membee is a spot where you can store information that is unique to your organization (where Membee does not already have a pre-defined field for the information). Membee has two types of custom fields

  • Parameters
    • A parameter is a field where you can create a list of items.
        • For example, in your sample spreadsheet take a look at column "AN" labeled "Person Chapter".  This is a listing of chapters a person can belong to
        • In Membee, the name of the field will appear as "Person Chapter" and the list will be made up of the items included in the records. 
        • If there can be more then one choice then each "parameter' is separated by a semi-colon.  For example, look at column "AP" called "Newsletter Subscriptions".
      • An organization and a person can share the same parameter
        • For example, look in column "G" labeled "Organization Chapter".  This is the "Chapter" for the organization member.  .
        • Now go to column "AN" labeled "Person Chapter".  This is the "Chapter" for any people who can be members.   
      • You can have up to 9 parameters defined in Membee for a person
      • You can see additional examples of parameters in the following columns 
        • AO labeled "Certification Level"
        • AP labeled "Newsletter Subscriptions
        • H labeled "Regions Covered"
  • Custom Fields
    • Custom fields are fields where you can simply enter information such as text, dates and numbers - you do not create a list that you pick from
    • The name of the column will end up being the name of the field in Membee
      • Look at column BQ labeled "Exam ID" - "Exam ID" will be the name of the field in Membee.
    • There are a total of 55 custom fields available
        • Text field allowing up to 50 characters - Total fields available 30 
          • See Column BQ labeled "Exam ID"
          • See Column AA labeled "Organization Licence Number"
        • Text field allowing unlimited text - Total Fields Available 10
          • See Column BR labeled "About Me"
        • Numeric values - Total fields available 8
          • See Column BS labeled "Exam Score"
          • See Column AB labeled "Organization Annual Sales"
        • Date Values - Total fields available 7
          • See Column BT labeled "Date Certified"

 

Back to getting your data ready >>


There are many different fields you can include, the information listed above cover the most common ones

Step 2 - Send your data to Membee

>>Back to the Table of Contents

  1. Attach your data file to an email and send it to implementations@membee.com
  2. Your Implementation Coordinator will review the file and then get back in touch with you to go over any questions or recommendations that they may have
  3. Once your Implementation Coordinator is satisfied that your file is as good as it can be they will import the data for you
  4. Once the import is complete, you will receive an email to let you know the data has been imported and is ready for you to review.  

Step 3 - Log into Membee and check the import

>>Back to the Table of Contents

  1. Spot Check Individual Records
    1. Log into your copy of Membee
    2. You should see a "Quick Search" section at the top of your page that looks like this:

      quick_search.png

    3. Start entering the name of a record you would like to search for, as soon as you have entered at least three characters and pause you will see results starting to be returned.  The more information you type the better the results will be.
    4. When you see the record you are looking for you can click on it or use your arrow keys to move down to it and click on enter to select it.
    5. Compare the data in Membee to the information that you have for that organization or person in your spreadsheet. 
    6. We recommend checking at least 10 records to make sure the information is correct.
  2. Check the billing setup:
    1. Log into your copy of Membee
    2. Click on the "Reports" link in the menu on the right
    3. Search for and click on the "Billing Information" report and then click on the "Select" link found under the list of reports

      select.png

    4. Don't change any of the settings for the filters
    5. Click on "Run" (found just under the list of filters and settings)
    6. Check at least 10 records to make sure the billing is correct, here's where you will find the information regarding your billing set up:

      billing_information_report.png

        1. This is the date the member is set to be billed for next.  It is their renewal date
        2. This is the period type, this should always be "Annual"
        3. This is the cycle - the number of times the member is billed for their membership within their membership year.  It can be Annual (they are billed once a year) Semi-Annual (they are billed twice a year), Quarterly (they are billed four times a year) or Monthly (they are billed every month)
        4. This is the amount.
  3. If the information is correct then you are ready to get started using Membee.  If you find any errors or would like to adjust the information in your spreadsheet your Implementation Coordinator will be able to do one additional import and will work with you to determine what needs to change.

Step 4 - You are ready to start using Membee

>>Back to the Table of Contents

  1. Once you have confirmed that the information imported into Membee is good your data import is done and you are considered to be live in Membee.  This means that you can start entering data that you may have saved to update in Membee (if you didn't include it in your data import)
  2. Sign-up for our free webinars that will teach you the basics of Membee.   You can find all the options and register here by clicking here.
  3. Your implementation coordinator will ask you to send in the features that you want to start using right away and then provide you with a "To-do" list which will include the links to the tutorials and webinars where you will find all the information on how to implement that feature. 
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