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Data Import - Our members are organizations only and we track their contact people

In this scenario, only organizations can become members.  You do track information on the organization's employees but there are no people who can hold an individual membership.  

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 "Bee Industrial Services"
  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. 

What you need to know before you get started

Required Information

Fields that aren't required but are recommended

Using Custom Fields 

See all the fields you can import

 


What you need to know before you get started

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 Bee Industrial Services and rows 9-10 for "A New Bee Company", also pictured below.  There are 5 rows with all the same organization information for "Bee Industrial Services" 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

 

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Required Information for organization records

  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 Industrial Services" is 101. 

 

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 Industrial Services".

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 Industrial Services" is set to "Basic 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 "M".  This means that the status "Basic Member", as seen in column "D" to the left, is a member type of status

 

The following fields are only needed if you are setting up membership billing for an organization. 

 

5 The billing cycle for the organization

Description:

This tells Membee how often during the year you invoice the organization.  

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 in column "AR" labeled "Organization Dues Billing Cycle"

In row 2 you see an "A" for "Bee Industrial Services".  This means that they are billed once during the year.

If you look at row 12 you will see an "Q" for "Honey Bee Esthetics Salon".  This means that they are billed quarterly, or 4 times a year.

 

6 The date that the organization renews on

Description:

This is the date when the organization'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 in column "AS" labeled "Organization Next New Period Starts Date"

If you look at row 2 you can see that "Bee Industrial Services" is set to begin their membership again on February 22, 2015 (their current membership expires on February 21, 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 can be charged for 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 "AT" labeled "Organization Dues Item One Name" 

If you look at row 2 you can see that the item is called "Basic Membership Investment" for "Bee Industrial Services"

If you look at row 12 you will see that the first item is called "Premium Membership Investment" for "Honey Bee Esthetics Salon".  If you look at column "AV" labeled "Organization Dues Item Two Name" you can see that they also are being charged for a second item called "Premium Listing Package"

8 The amount for the item

Description: 

This is the price for the item

If your members can be charged for one billing item then be sure to add in a column corresponding with the column you added for the name of the item with the amount. 

Data Details:

Dollar Amount, no $ needed

 

Look in column "AU" labeled "Organization Dues Item One Amount"

If you look at row 2 you can see that "Bee Industrial Services" is being charged 400.00.

Look in column "AW" labeled "Organization Dues Item Two Amount".  

If you look in row 12 you can see that "Honey Bee Esthetics Salon" is being charged the fee of $50.00 for the "Premium Listing Package" in addition to the billing item in column "AT" called "Premium Membership Investment" for which they are being charged $900.00

 

Back to getting your data ready >>


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 "AY" 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 "BA" labeled "Last Name"

 

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 an organization mailing address (beginning in column "J") an organization billing address (beginning in column "S") , a person mailing address (beginning in column "BL")  and a person billing address (beginning in column "BU")

If the record is for an organization

  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 address for the employee is different then that of their employer then you will need to add columns to your sheet with that information.

Data Details:

Alphanumeric up to 100 characters

Look in column "J" labled "Organization Mailing Address Line 1".

In row 2, for the organization "Bee Industrial Services" you can see that they have three address lines.

If the address for the employee is different then that of their employer then you will need to add columns to your sheet with that information.  Look at colums BG - BH in row 4.  The employee "Jane Bell" has a different address then her employer.

 

 

2 The city 

Description:

This is the name of the city.

Data Details:

Up to 40 characters

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

In row 2 you can see the city for Bee Industrial Services's mailing address is "Phoenix". 

In column "BJ" labeled "Person Mailing Address City", in row 4 you can see the city for "Jane Bell" mailing address

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 "N" labeled "Organization Mailing Address State" 

In row 2 you can see the state for "Bee Industrial Services" mailing address is "Arizona". 

In column "BK" labeled "Person Mailing Address State" you can see the state "Washington" for "Jane Bell's" mailing address in row 4.

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 "O" labeled "Organization Mailing Address State Code"

In row 2 you can see the state code for "Bee Industrial Services" mailing address is "AZ" - the code for "Arizona"

In column "BL" labeled "Person Mailing Address State Code" you can see "WA" the state code for "Alberta" part of "Jane Bell's" mailing address in row 4

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 "P" labeled "Organization Mailing Address Zip".

In row 2 you can see the zip code for "Bee Industrial Services" mailing address.

Look in column "BM" labeled "Person Mailing Address Zip" and you can see "Jane Bell's" postal code for his mailing address in row 4.

6 Country

Description:

This is the full name for the country for the address

Data Details:

Up to 40 characters

Look in column "Q" labeled "Organization Mailing Country"

In row 2 you can see the country for "Bee Industrial Services's" mailing address

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

In row 4 you can see the country for "Jane Bell's" mailing address.

7 Country Code

Description:

This is the "code" for the country

Data Details:

A maximum of 3 characters.

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

In row 2 you can see the country code for "Bee Industrial Services's" mailing address

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

In row 4 you can see the country code for "Jane Bell's" mailing address.

 

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 "BS" labeled "Person Email"

 

2 Phone number for organizations

Description:

This is the phone number of the organization

You can enter 2 phone numbers

Data Details:

The format does not matter - you can have phone numbers with or without formatting.

Up to 25 characters

Look in column "AB" labeled "Organization Phone 1"

In row 2 you can see the phone number for "Bee Industrial Services.

3 Phone numbers for people

Description:

This is the phone number for a person

If the person's 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 "BP" labeled "Person Phone 1".

In rows 2 - 7 you will see that the fields are empty, as all the employees of "Bee Industrial Services" have the same number.  Their individual extensions are listed in column "BQ"

In row 8 there is a phone number for "Robert Red" as his number is different then his employers.

 

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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 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 "BE" labeled "Contact Type".

You can see that "Jamie Blue" has been identified as a main contact for "Bee Industrial Services".

2 The join date for any organizations that are members

Description:

This is the date the organization joined.

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  "AO" labeled "Organization Join Date".  

In row 2 you can see that "Bee Industrial Services" has a join date of February 22, 2001

3 The dropped date for any former organization 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 "AP" labeled "Organization Dropped Date"

In row 29 you can see that "Mead Consulting" was cancelled on June 27, 2013

 

4 The dropped reason for any former organization members

Description:

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

Date Details:

A maximum of 30 characters

Look in column "AQ" labeled "Organization Dropped Reason"

In row 29 you can see the reason for "Mead Consulting"

 

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 "G" labeled "Organization Regions Covered".  This is a listing of regions for the organization
        • In Membee, the name of the field will appear as "Organization Regions Covered" and the list will be made up of the items included in the records. 
        • Each "parameter' is separated by a semi-colon.  For example, look at row 2 for "Bee Industrial Services" the regions covered will be listed as Southwest, Central and Northeast.  If you were to look at the list in Membee you would see them each as a separate choice.
      • Organizations have a total of six parameters available
        • In your example sheet there have been three parameters included
          • See column "G" labeled "Regions Covered"
          • See column "H" labeled "Organization Chapter"
          • See Column "I" labeled "Organization Certification"
      • Employees have a total of three parameters available.
        • In your example sheet there has been one parameter included
          • See column "BF" labeled "Newsletter Subscriptions"
  • 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
    • An organization has 45 custom fields available
      • A total of 26 that allow up to 50 characters of text.  You can see an example in column "AK" where a field to enter in a "Licence Number" is being created
      • A total of 9 that allow unlimited text.  You can see an example in column "AL" where a description for an organization has been entered
      • A total of 6 that allow you to store numbers.  You can see an example in column "AM" that has been set up to store "Annual Sales"
      • A total of 4 that allow you to store a date.  You can see an example in column "AN" that has been set up to store a "Certification Date"
    • Employees have 10 custom fields available
        • A total of 4 that allow up to 50 characters of text.  You can see an example in column "BW" called "Person Exam ID"
        • A total of 2 that allow unlimited text
        • A total of 2 that allow numbers.  You can see an example in column "BX" called "Person Exam Score"
        • A total of 2 that allow dates.  You can see an example in column "BY" called "Person 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 select the "Billing Information" report
    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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