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Importing Club Members

Updated

This article covers the steps to imported club members to use for automated discounting related to Reservations

 

Using the Imported Club Members Method

This article covers the steps to imported club members to use for automated discounting related to Reservations. You can also setup Reservation-based experiences to be only available to be booked by recognized club members. To provide an error-free experience, it’s best to start with a quality data source file.


1. PREPARING YOUR EXPORTED FILE

  1. Export your Club Member data from your club manager software by saving as an Excel file.
  2. Locate and open the exported file in Microsoft Excel.
  3. In the CellarPass admin panel, click Guests.
  4. From the Guests dropdown, select Manage Club Members.
  5. Up in the top, right-hand corner, click the Add Member button.
  6. Depending on the eCommerce platform you are using, we have some sample formats for you to choose from; Simple, eCellar, AMS and MicroWorks.
  7. Click the Sample.xls button based on the format that will work best for your data. This will download a copy of our expected import format.
  8. Copy the content from your exported Excel file into our format. You can include the header row if it's easier, but you'll want to delete that row before importing into CellarPass. It's very important that our format is not altered as these are the expected field names and the order in which they are displayed in the Excel file.
  9. Save the newly-created Excel file as a .xls file format.
  10. Now that your Account Types or Allocation Tiers are set, you'll want to apply automated discounts.

2. IMPORTING YOUR CLUB MEMBER FILE
Now that you have exported your club member file and formatted it so that it meets the file format expectations, you are ready to import the file.

  1. In the CellarPass admin panel, click Guests.
  2. From the Guests dropdown, then select Manage Club Members.
  3. Up in the top, right-hand corner, click the + Add Member button.
  4. Depending on the file format you chose to create your import file, you will need to select the file format in the dropdown just below Upload List that matches the format or the import will not work correctly.
  5. CellarPass, click the Choose File button on the Manage Club Members page and locate the .xls-formatted file that you recently saved in Step 5.
  6.  Click the Upload and Save button.
  7. Click Preview.
  8. The import process will comments and can take several minutes depending on your internet connection and the number of club member records.
  9. If you don't have a file created just yet, but want to see how the system works, download any of the sample files and import following the instructions in this section.

3. MAPPING ACCOUNT TYPES TO IMPORTED DATA
Now that you have successfully imported your club member data for the first time, you now have to take the time to tell CellarPass how to map that information to be used for automated discounts or club-only reservations. NOTE: You will not have to complete this mapping with subsequent data imports, unless you make significant changes to the structure of your Account Types or Allocation Tiers.

1. Select Business from the main menu.

2. From the Business submenu, select Manage Account Types.

3. Here, you will see a list of all your Customer Types and Allocation Tiers based on your imported data structure.

4. Click the checkbox to the left of the Account/Contact Type you wish to add to CellarPass for discounting purposes.

5. Click the Save button.

4. AUTOMATING DISCOUNTS OR CREATING EXCLUSIVE EXPERIENCES
Once you have completed a successful import and enabled your Account/Contact Types, you are ready to move onto setting up the automated discounts or create exclusivity. Those are covered in the following articles.

  1. Creating & Managing Automated Discounts
  2. Creating & Managing Club Member-exclusive events

5. TROUBLESHOOTING IMPORT FILES
The club member import tool is robust, but can run into issues. One of the most common errors is caused by:

  1. File does not meet the expected file format (header rows are not correct, not in the same order, etc). Review our sample file and check it against your format. 

Note: Club members that do not have a valid email address in your imported file will be skipped during the import process. For example, jelliman@noemail.com is not a valid email address.

For detailed instructions on how to Export Club Members from your 3rd party provider, please contact their customer support.

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