We spent a bit of time in our Introduction to the Import Data Process training videos chatting about how the Import Process works as well as some general advice on how to perform Data Prep. In this article, we're going to take a deep dive into how to Format your Membership Data.

Before you Get Started

Don't feel like completing these steps yourself? No worries! We also provide Data Formatting and/or Data Importing as Professional Onboarding Services. You can reach out to us at support@keela.com for details on all of this!
Not sure where to start with your spreadsheets? There is an Excel Template at the bottom of this page that is built to suit Keela's Accepted Fields.
We recommend importing your Contacts and Membership related-Transactions prior to importing Membership Subscriptions.

Accepted Fields

Field Name	Description of Field	Formatting Notes	Example	Required
Contact Type	Use this field to specify contact type.	By default, Keela will import a contact as an 'individual'. If the contact is a Company, input that here.	Company	N
Origin ID	Keela's unique ID for existing contacts OR an ID that you provide from a previous CRM.	Keela's Origin ID or a pre-existing Origin ID from a previous system.	NFDM8KXX4mvm2GsRP	OR Name Fields OR Origin ID
Full Name	The contact's full name.	Use this column only if your contact's name isn't separated into First, Middle and Last.	John Michael Smith	OR Email OR Origin ID
First Name	The contact's first name.	Any format accepted.	John	OR Email OR Origin ID
Middle Name	The contact's middle name.	Any format accepted.	Michael	OR Email OR Origin ID
Last Name	The contact's last name.	Any format accepted.	Smith	OR Email OR Origin ID
Suffix	The contact's suffix.	Any format accepted.	Jr.	N
Email	The contact's primary email address.	Any format accepted.	john@abc.com	OR Name Fields OR Origin ID
Company Name	Name of the Company for a Company record.	Any format accepted.	ABC Corp	N
Membership Plan Name	The name of the Membership Plan.	Any format accepted.	Student Membership	Y
Subscription Serial ID	Your internal serial ID for the individual subscription.	Any format will be accepted. If no serial ID provided, Keela will provide a default Serial ID.	hhglkflka12gk	N
Membership Subscription Fee	The fee for the subscription. *See additional notes below chart.	Can input with or without "$".	$50 or 50	N
Membership Subscription Start Date	The start date of the subscription.	See Date Formatting Here.	Jan 13, 2021	Y
Membership Subscription Expiry Date	The end date of the subscription.	See Date Formatting Here.	Jan 13, 2022	N
Membership Subscription Status	The status of the subscription. *See additional notes below chart.	Active, Expired, Cancelled or Pre-Cancelled (cancelled prior to renewal date).	Expired	N
Send Renewal Email	Would you like to send an automated renewal email to contact to invite them to renew their membership? *See additional notes below chart.	Yes or No / Y or N / True or False	False	N
Receipt Option	For renewals, what is the receipt setting for these membership related transactions?	Cumulative Create & email an annual cumulative receipt at the end of the receipting year Single Create & email a single receipt for each transaction None Do not create automated receipts	Single	N
Confirmation Email	Do you want to send a confirmation email to the member about their membership? If you are importing historical memberships or expired memberships, you might want to avoid sending the confirmation email.	Yes / No	Yes	N

Additional Notes

Membership Subscription Fee

We will use existing membership fee stated in your Keela account, unless otherwise stated here. The currency will be the currency set to what is indicated in your Organizational Settings.

Membership Subscription Status

If this field is left blank, Keela will try to set this based on the Plan Details and what is indicated in the spreadsheet. This is an interactive field and the status which is prescribed in Keela will depend on multiple factors:

1) The status will be 'Active' if the status is not indicated.

2) Keela will change the status to 'Expired' if an 'Active' status is indicated, but the subscription is expired (based on start/expiration dates).

3) Keela will change the status to 'Pre-cancelled' if an 'Active' status is indicated and the subscription expires in the future BUT renewal is N or is not provided (see renewal email email details below).

4) Keela will change the status to 'Cancelled' if they provided a 'Pre-cancelled' status and the subscription date has passed.

5) For all other cases the status will be what is defined in this field.

Send Renewal Email

If Yes/Y/True is indicated in this field, an automated reminder will be sent to contact 10-days prior to the end date (only if email is provided). If, No/N/False is indicated or this field is left blank the subscription will not renew (status will be updated to expired) and no email will be sent to the member.

Receipt Option

If no input is provided, Keela will default to the Cumulative receipting option (Create & email an annual cumulative receipt at the end of the receipting year).

Ready to Go? Convert your Data to CSV Format.

Keela accepts only CSV (Comma Separated Values) files for import. If you're working with a different file type, such as XLS, you can save your file to CSV format using Excel, Numbers, Google Sheets or other spreadsheet programs. Just look for the "Save As" or "Export" function in your spreadsheet program to find the option to save it as a CSV.

Importing Data with Special Characters? Please use the CSV version UTF-8 to ensure the special characters, like accents, are converted to Keela properly.

What's Next?

Have you finished formatting your data? Are you ready to import it into Keela? Scoot over to our Importing Your Data into Keela article to learn more about this.

EXCEL TEMPLATE

Membership Import Template (2.0) .xlsx
10 KB Download