At this time the import member function (under “System Setup” / “Utility Functions” / “Import Members” is still being refined.
While it works reliably when properly used, we recommend that you contact us for assistance at http://helpdesk.neatworx.com. Importing data can be tricky.
Warnings aside, an end to end example is provided below. We have provided an example of an AGD affiliated state dental association importing their membership list.
Step 1: Save the Excel spreadsheet containing the membership as a CSV file.
A data file to be imported will look something like the spreadsheet below. The first step is to verify and clean up the data. The import procedure works best when the first row contains headings for each column. Once the data is in the form shown below, use Microsoft Excel to save this file as a CSV file.
Step 2: Inspect the correctness of the exported CSV file using a text editor.
It is a good idea to check the CSV file using a text editor to make sure it is formatted correctly. The Excel spreadsheet above when saved as a CSV file appears as below when opened in Notepad using Microsoft Windows.
Step 3: Upload and Analyze the CSV file
Select System Setup, Utility Functions, Import Functions from the side menu and select the CSV file.
Step 4: Create associations between fields in the NeatClubs.COM database and the imported database
When doing this, it is a good idea to leave the field "Just do a test" highlighted as below. This will simulate loading the data and present SQL statements so that technical users can understand how the database will be loaded into the NeatClubs.COM database. NeatClubs.COM uses a "meta-database" so unfortunately the field names reflect field numbers rather than actual names.
The check boxes at the top of the screen have reasonable defaults chosen and these modify the behaviour of the load process.
Step 5: Create the mappings
An example of a mapping that works with AGD data is provided below. In this example the login is intended to be the AGD ID number and the password will be the members date of birth transposed into the form MMDDYYYY. For example, a member born on December 1st, 1950 would have the password 19501201.
The approach taken with the input tool is to map the local field name in the NeatClubs.COM database to the imported field from the CSV file.
Both are configurable of course, so every customer situation will be different.
If in doubt, do not load a field and NeatClubs will attempt to choose reasonable defaults in most cases.
Step 5: Check the result
If you are simulating a load, the "proposed" actions will be shown in detail.
If the generated SQL looks reasonable, you can re-run the entire procedure in Step 6.
Step 6: Repeat and perform a "production" database load
The import tool will report "success" as below for every record successfully uploaded as long as the SQL is valid.
Step 7: Validate the load
while logged in as the administrator, select "Manage Members" or "Manage Account Holders" depending on your configuration to verify that the members have been loaded.
Editing one of the records allows you to check that fields have been imported correctly.
For the record above, you should be able to login using the login ID 128156 and the password (based on the birthdate) 04171947.
If you incorrectly load records into a category and need to "undo" the load, a handy "bulk delete members" facility is available also under System Setup / Utility Functions.
This utility below provides the opportunity to delete all member records in selected membership categories.
