How to Bulk Import Membership / Club Registration?

Bulk Import permission needs to be set up by our support team - if you don't have access to it yet, please contact your account manager.

1. Realize import

As an admin, you'll have access to the "IMPORT MEMBERSHIPS" option from your:

  • PSO/NSO: Membership organizations menu

  • Club: Clubs menu

If you're a club importing BOTH memberships and club registrations, make sure that your club registration category is OPEN before you start the import. If we created a dedicated registration category for your imported members, make sure to CLOSE the registration category once the import is done.

1- Click on the "Import Memberships" button

2- The Import Memberships Pop-up window will appear

3- Select the organization name you want to import membership in the drop down - Make sure to select the right club affiliation 

If you're a PSO managing import for more that one club - You need to do one import PER club, meaning you'll need to complete the ONE Excel file for EACH club

4- Once you've selected the organization + club name you need, the "import template" button will populate, you need to select it to access the document to be complete for the import

You NEED to complete the import template, importing your own in-house file will not work as the data need to be organized in a specific way for the system to be able to read it. 

5- You need to open the template in either: Excel or Google Sheets and complete it: 

  • If the column title is bold then the information is mandatory (meaning that if that information is missing, the system WILL NOT create the membership)
  • If the column title is not bold, then the information is optional and you can leave it empty if needed

The following columns are to be completed with text: 

 Be aware of the format

The following columns are to be completed using the drop-down pre-populated for you (those cells have data validation)

 

If more than one member (row) has the same type of membership, you can copy-paste but make sure to keep the drop-down selection format. 

 

Make sure to select the country before the province/state

Once you've entered all the needed data in your template file, make sure to save it properly before moving to the next step. 

6- Click on select file: and open the file you need to import - make sure you've imported the correct one by checking the 'selected file' name

7- Make sure you've agreed to the disclamer

8- Select upload file:

9- The import will start, and once completed, you'll get an email with the result. Also, your properly imported members will get: 

  • Waiver signature request emails, one per mandatory document to be signed (if applicable): 

eg: 

  • Once the waiver(s) have been signed, they will get their confirmation email with their membership card (if applicable)

The report email will look like that: 

 

2. Pay for your memberships/registrations

 

Once the import has been completed, the last step is to complete payment for your membership fees (and, if applicable, your registration fees). 

Attention: event $0 membership/registration fees have a payment group to be completed. 

ONLINE PAYMENT

Go to your 'my payment groups' menu from your 'My profile' screen: 

1. Open your payment group(s) from the list: 

2. Generate your invoice: then, download invoice

3. The invoice will open in a new tab, including the list of membership/registration included in that payment group. Also, if the fees are split between your PTSO and your National organization, you'll see the split at the top of the invoice: 

4. Back in your payment group details, make sure that your billing contact and address are up to date - if not, please update it

5. Process online payment from the "make payment" section:

 

OFFLINE PAYMENT 

 

Go to your 'payment group' menu:

1. Open your payment group(s) from the list: 

2. You can update and download your current invoice 

3. Make sure your billing contact is up to date

4. Make sure your billing address is up to date 

5. To pay for your outstanding transactions enter your credit card information and submit your payment OR select the "offline payment" option for an offline payment 

You need to add a billing contact and a billing address before processing the payment

6. Once the payment has been processed you'll find your receipt in the payments section