Club Member Identification Feature

The CellarPass Club Member Identification feature is an alternative to cases where your CRM, Point of Sale or Club Management platform doesn't offer an integration path

The CellarPass Club Member Identification feature is an alternative to cases where your CRM, Point of Sale or Club Management platform doesn't offer an integration path. By uploading a list of club members, you then can setup auto-discounting rules to Reservations booked online on a per-event level.

CellarPass Add-on that allows you to manually upload your club member list so that it can function more like our other integrated partners provide. This allows you to identify club members and automatically apply discounts when the Guest books online.

To use this feature, you must first have the feature enabled which can be done by submitting a request to our technical support teams.

Accessing the Club Member Identification Feature

1. Export your Club Members into the expected CellarPass Club Member format. 

 This will be an .xls file. A sample of this file is available when you attempt to add a club member (see below). 

    We recommend you name the file with the date that the file was exported so you can keep track of how current the data is.

2. Under Guests, then select the Club Member from the submenu. This is where your imported club members will reside.

3. We recommend that you first compare the sample format which is available by clicking the "Sample.xls" button which is found just below the "Upload List" title. Compare what you have exported against the expected format and verify the formats are identical.

Note: A sample version of the expected file format is available for download on this page.

Uploading the Club Member List
Exporting from your CRM system and importing the list into CellarPass will allow you to automated discounts and/or provide exclusive access. Note that when you import, this is a wipe and replace method. Meaning when you import, it will remove all of your club members in the list and replace with all the club members that are successfully imported.

A valid email address for each guest is required.

1. We recommend that you upload your Club Member list as frequently as your membership ebbs and flows. Most administrators do this on a Monday or Tuesday so that it will include anyone that signed up over the weekend, and of course to remove anyone that has since been canceled.
   
   
2. To upload your list, go to the Club Members section which is available under Guests.
   
   
3. Please note that there are are a couple of different file formats that can be used to upload Club Members; You must use one of these formats for the Import feature to work properly. If you are not an eCellar customer, recommend you use the Simple format. There are sample files to download in case you need to see the proper formatting.
   
   
4. From the Import Type dropdown, select the correct file format.
   
   
5. Click the Choose File button and use your operating system's file finder to locate your exported Club Member file.
   
   
6. Click the Preview button which will provide you a "grid-looking" interface with all the columns from your Excel file to match up to the expected import format. In most cases, this should automatically line up everything for you. If not, the data in your Excel file doesn't match and the system requests that you select from the drop down menu from each column to connect the data points.
   
   
7. When you are ready, click the Upload & Save button.
   
   
8. Once your Excel file has been uploaded, your list will be updated with the successful records.
   
   
9. On the far right, you'll see the most recent date the club member was added.

Importing & Exporting Tips & Tricks

If the file being generated from your club member records is not configurable, you'll need to use Excel to rename and/or re-arrange the data to fit the expected import format.

Note: About Importing: Each time you upload a list, the system will wipe and replace with your current list, meaning that you cannot use the upload tool to simply add new members. Customers that do not have a valid email address in the .xls file will be skipped during the import process as this is a requirement for the club member to be identified.

Setting Up Automated Discounts

Now that you have imported your Club Members, you can follow the next steps of setting up automated discounts when a Club Member has been identified. Learn More

Our technical support can only assist with importing a file that is in the expected format. We cannot provide guidance on other systems, nor converting data to meet the expected file format.