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Data Import - Family Based Membership

In this scenario, your membership are made up of families.  You may also track individual members (who aren't part of a family)

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 "Busy Bee Cleaning"
  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 a Family will be repeated in multiple rows if there are multiple family members. 

For example, open your sample spreadsheet and look at rows 2 - 7 for the "Smith Family" and rows 9-10 for the "Anderson Family", also pictured below.  There are 6 rows with all the same family information for the "Smith Family" because there are because there are 6 family members.  There are 2 rows for the "Anderson Family" because there are 2 family members (If you scroll over to column "AA" called "Prefix" you will see the start of the information for each family member).  

family_example.png

 

Back to getting your data ready >> 


Required Information for family records

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

Description:

This is the number for the family.

This is used to connect together the family member to the correct family.

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 "Family Number"

In Row 2 you can see that the number for the "Smith Family" is 101. 

 

2 The family's name

Description:

This is name for the family

Data Details:

Alphanumeric up to 80 characters

Look in Column C  labeled "Family Name"

 

3 The family'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 "Family Status"

In Row 2 you can see that the status for the "Smith Family" is set to "Basic Member" 

4 If the family 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 "Family 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 family. 

 

5 The billing cycle for the family

Description:

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

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 "W" labeled "Family Dues Billing Cycle"

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

If you look at row 12 you will see a "Q" for the "Robertson Family".  They are billed quarterly, meaning they are billed four times a year

 

6 The date that the family renews on

Description:

This is the date when the family'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 "X" labeled "Family Next New Period Starts Date"

If you look at row 2 you can see that the "Smith Family" is set to begin their membership again on November 14, 2014 (their current membership expires on November 13, 2014)

 

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 "Y" labeled "Family Dues Item One Name" 

If you look at row 2 you can see that the item is called "Basic Membership Investment" for the "Smith Family".

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 "Z" labeled "Family Dues Item One Amount"

If you look at row 2 you can see that the "Smith Family" is being charged $400.00.

 

 

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 "AB" 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 "AD" 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 "Family Member", "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 "AG" labeled "Person Status"

In row 2 you can see the status for "Lord Byron" is "Family Member"

In row 8 you can see the status for "Richard Reads" is set to be a "Premium 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 "AH" labeled "Person Status Type"

In row 2 you can see that "Lord Byron" is set to an "N".  This means that the status in column "AG" - "Family Member" is a non-member status.

In row 8 you can see that "Richard Reads" is set to "M".  This means that the status in column "AG" "Premium 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 "BJ" labeled "Person Dues Billing Cycle"

In row 8 you can see that this is set to "A" for "Richard Reads".  This means he is billed once during 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 "BK" labeled "Person Next Period Start Date"

In row 8 you can see that the renewal date for "Richard Reads" is August 22, 2014.  This means that his next year of membership begins on August 22, 2014 (his current membership expired on August 21, 2014).

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 "BL" labeled "Person Dues Item One Name" 

In row 8 you can see that the name of the item is "Premium Membership Investment" for "Richard Reads".

 

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 "BM" labeled "Person Dues Item One Amount"

In row 8 you can see that "Richard Reads" is being charged $500.00

 

 

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 family mailing address (beginning in column "G") and a person mailing address (beginning in column "AM").

If the record is for a family

  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

You will need an address for familys and an address for people

Data Details:

Alphanumeric up to 100 characters

Look in column "G" labeled "Family Mailing Address Line 1".

In row 2, for the "Smith Family", the first line of their mailing address is set to "51 Stinger Court". There is also a second address line in column "H" labeled "Family Mailing Address Line 2"

 

 

2 The city 

Description:

This is the name of the city.

Data Details:

Up to 40 characters

Look in column "J" labeled "Family 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 "K" labeled "Family 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 "L" labeled "Family 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 "M" labeled "Family 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 "N" labeled "Family Mailing Country"

 

7 Country Code

Description:

This is the "code" for the country

Data Details:

A maximum of 3 characters.

Look in column "O" labeled "Family Mailing Address Country Code".

 

 

Back to getting your data ready >>


If the record is for a person

  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 a family member and they do not have a different address you do not to fill in any information in this field

Data Details:

Alphanumeric up to 100 characters

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

In row 2 you can see the first address line for "Lord Smith" who is an member of the "Smith Family".  Although he is part of the same family, he has a different address so that information is entered.

The rest of the family members have the same address as the family so this field is blank for them.

In row 8 for "Richard Reads" you will see his address as he is an individual member - he's not part of a family.

 

2 The city 

Description:

This is the name of the city.

Data Details:

Up to 40 characters

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

In row 2 you can see the city for "Lord Smith" who is an member of the "Smith Family".  Although he is part of the same family, he has a different address so that information is entered.

The rest of the family members have the same address as the family so this field is blank for them.

In row 8 for "Richard Reads" you will see his city as he is an individual member - he's not part of a family.

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 "AQ" labeled "Person Mailing Address State".

In row 2 you can see the state for "Lord Smith" who is an member of the "Smith Family".  Although he is part of the same family, he has a different address so that information is entered.

The rest of the family members have the same address as the family so this field is blank for them.

In row 8 for "Richard Reads" you will see his state as he is an individual member - he's not part of a family.

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 "AR" labeled "Person Mailing Address State Code"

In row 2 you can see the state code for "Lord Smith" who is an member of the "Smith Family".  Although he is part of the same family, he has a different address so that information is entered.

The rest of the family members have the same address as the family so this field is blank for them.

In row 8 for "Richard Reads" you will see his state code as he is an individual member - he's not part of a family.

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 "AS" labeled "Person Mailing Address Zip"

In row 2 you can see the zip code for "Lord Smith" who is an member of the "Smith Family".  Although he is part of the same family, he has a different address so that information is entered.

The rest of the family members have the same address as the family so this field is blank for them.

In row 8 for "Richard Reads" you will see his zip code as he is an individual member - he's not part of a family.

6 Country

Description:

This is the full name for the country for the address

Data Details:

Up to 40 characters

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

In row 2 you can see the country for "Lord Smith" who is an member of the "Smith Family".  Although he is part of the same family, he has a different address so that information is entered.

The rest of the family members have the same address as the family so this field is blank for them.

In row 8 for "Richard Reads" you will see his country as he is an individual member - he's not part of a family.

7 Country Code

Description:

This is the "code" for the country

Data Details:

A maximum of 3 characters.

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

In row 2 you can see the country code for "Lord Smith" who is an member of the "Smith Family".  Although he is part of the same family, he has a different address so that information is entered.

The rest of the family members have the same address as the family so this field is blank for them.

In row 8 for "Richard Reads" you will see his country code as he is an individual member - he's not part of a family.

 

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 "AZ" labeled "Person Email"

 

2 Phone number for the family

Description:

This is the phone number of the family

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 "P" labeled "Family Phone 1"

In row 2 you can see the phone number for the "Smith Family"  

3 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 "AV" labeled "Person Phone 1".

In rows 2 You can see that "Lord Smith" has a different phone number then the rest of the family, so it has been entered.  The rest of the Smith family do not have a different number, so there isn't any information entered for them.

In row 26 you can see that the phone number for "Ryan Freeze" has been entered.  He's not part of a family so his phone number is listed under "Person Phone 1".

 

Back to getting your data ready >>


Additional recommended information

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

Description:

It is common for each family 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 family.

 

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

If you look in row 10, you can see that the main contact for the "Anderson Family" is Pearl Anderson-Jones"

2 The join date for any familys that are members

Description:

This is the date the family 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  "T" labeled "Family Join Date".  

In row 2 you can see that "Smith Family" has a join date of November 14, 1999

3 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 (family member 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 "BG" labeled "Person Join Date".

In row 15 you can see that the member, "Richard Reads" joined on August 22, 2013

4 The dropped date for any former family 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 "U" labeled "Family Dropped Date"

In row 28 you can see that the "Jefferson Family" was cancelled on May 27, 2013

 

5 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 "BH" labeled "Person Dropped Date".

In row 30 you can see that "Jeffery Flowers" was cancelled on June 1, 2013

6 The dropped reason for any former family members

Description:

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

Date Details:

A maximum of 30 characters

Look in column "V" labeled "Family Dropped Reason"

In row 28 you can see the reason for the cancellation of the membership for the "Jefferson Family"

7 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 "BI" labeled "Person Dropped Reason".

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 family (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 "Family Parameter 1  = Years of Service".  This is a listing of years of service for a family
        • In Membee, the name of the field will appear as "Years of Service" and the list will be made up of the items included in the records. 
        • If there can be more then one value assigned, simply separate each choice in the same field with a semi-colon. 
      • An family can have six parameters defined
      • A person who can be a member can share the same six that are defined for an family
        • For example, look in column "G" labeled "Family Parameter 1  = Years of Service".  This identifies the years of service for a family. For example, for the Smith Family this is 15 years
        • Now go to column "AJ" labeled "Person Parameter 1 = Years of Service".  This identifies the years of service for any people who can be members.   For example, look at row 15, 'Andrew Jones" is set to 15 years
      • People who can be a member and people who are not members (such as family member) have three parameters
        • You would use these three parameters to set up information that both a person who can be a member and an employee could share, such as a subscription to a newsletter
        • For example, have a look at column "AL" called "Person Parameter 5 = Newsletters Subscriptions"
        • In row 2 "Lord Smith", a member of the "Smith Family"  is showing as subscribed to the Beeline, The Buzz Report and the Hive Insider
  • 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
    • In your data sheet include the name of the custom field.  
      • An family has 45 custom fields available
        • Custom Fields 1 - 26 allow up to 50 characters of text.  You can see an example in column "S" where a field to enter in a "Family Custom Field 1 = Boat Slip Number" is being created
        • Custom Fields 27 - 35 allow unlimited text.  
        • Custom Fields 36 - 41 allow you to store numbers.  
        • Custom Fields 42 - 45 allow you to store a date. 
      • A person who can be a member can share the same 45 custom fields that are available to an family.  
      • People who can be a member and people who are not members (such as family member) have 10 custom fields
        • Person Custom Fields 1 - 4 allow up to 50 characters of text.  You can see an example in column "BD" called "Person Custom Field 1 = Exam ID"
        • Person Custom Fields 5 - 6 allow unlimited text
        • Person Custom Fields 7 - 9 allow numbers.  You can see an example in column "BE" called "Person Custom Field 7 = Supervisor Exam Score"
        • Person Custom Fields 9 - 10 allow dates.  You can see an example in column "BF" called "Person Custom Field 9 = Supervisor 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 family 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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