This article will guide you on how to use the Bulk Customer Upload Tool.
Before you continue reading...
- Opt-In Requirement - Ensure that all prospects you load into ClubReady have opted in to receive text and email communications prior to using this tool. If you have not, please reach out to ClubReady support for assistance in mapping any lists to the appropriate opt-out and prospect settings.
- Lead and Prospect Types - Familiarize yourself with how to use lead and prospect types to prevent accidentally placing them into an automation flow that could lead to compliance issues.
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ClubReady Terminology - A refresher on what our different terms mean when referring to users:
- Prospect/Lead - these are clients of the club that have not yet become customers or member. They have not yet committed to an agreement.
- Customer/Member - these are clients who have signed an agreement. They have a 'member since date'.
1. Download Excel Template
Navigate to Tools > Customers > Bulk Cust. Uploads. Select the Excel link: bulk-cust-upload.xls.
2. Insert Customer Data
Below is an example of the Excel template to enter your client data in.
Converted ID - Should be a unique ID belonging only to one individual within the entire site. Required if there is a need to do any other upload and match data to this user.
Last Name - User's last name. Field must not be blank.
First Name - User's first name. Field must not be blank.
Gender - User's gender F = Female or M = Male.
Address, City, State and Zip - User's complete address. State will only be the first two characters, if more than two are shown and zip will only be the first five characters, if more than five are shown.
Phone, Cell, Work - User's home phone, cell phone and work phone numbers. Phone numbers uploaded will be ten characters and will not include any extensions.
Email - User's primary email address. One email address will be uploaded per user. If the email address is not formatted properly then it will be eliminated during the upload.
Barcode - Check in ID for a barcode/keytag check in method. Must be used in order for the customer to check in and attendance be recorded in ClubReady.
Customer/Member Type - User type being assigned to the customer in ClubReady. This can be used in ClubReady filters or reports to narrow down what group of customers you may want to see at any given time.
DOB - User's date of birth.
Emergency Contact - Emergency contact full name.
Emergency Phone - Emergency contact primary phone number. One number can be uploaded in ClubReady.
Prospect Added Date - The date the user should show as added in the site.
Key Note - Add a note that appears on the first Info page after you select a user's name.
Lead Source - The marketing method that made this user decide to contact your club. The Referral Types/Marketing Campaigns are options you may customize for your club.
Assigned To - Allows the user to be assigned to a specific employee.
Assigned To Retention - The employee the user will be assigned to for retention.
Initial Contact Was - How this user reached out to you.
Initial Contact Was With - The employee the user initially had contact with.
Membership Clubs Only:
Member Since - Date the user became a member in the former system. A user must have a member since date and a member expire date in order to appear as a member in ClubReady. Any user with a blank since or expire date will be uploaded as a prospect.
Member Expires - Date the user expired/expires. This date may be the end of a Paid In Full contract, date a contract term ends or the next due date (whichever is greater). A user must have a member since date and a member expire date in order to appear as a member in ClubReady. If the user is on Auto Renew/Evergreen draft then the expire date in ClubReady will continue to update as the customer makes their scheduled payments. Any user with a blank since or expire date will be uploaded as a prospect.
NOTES:
- This template must be used and cannot be altered in any way.
- You can copy and paste (or manually enter the data if you do not have in a data base you can extract data from).
- File must be saved as a CSV (File > Save As > CSV Comma Delimited)
3. Upload File to ClubReady
Click the Choose File button and then navigate and select where you saved your .csv file. Select the Upload CSV File button to start your upload.
NOTE: If the file was not saved to a csv format or does not contain data you will get an error message in red. Based on the error you receive make the appropriate changes and then repeat the steps.
4. Setting Options for Each Member
Once uploaded, a screen will display options to choose such as customer status, how long you would like the prospects log in to ClubReady to be active, you will have the opportunity to send them a welcome letter and assign a free credit or fitness consultation. Additionally, you can have ClubReady send you a file to confirm the upload details.
NOTE: Before you complete, be aware this cannot be undone. Please double check the settings you selected to make sure everything is exactly what you want. Any corrections after this will have to be done manually by you and your staff.
Click the Do Bulk Add button to finish the prospect bulk upload.
5. Confirmation
Once you click the Do Bulk Add Button in the previous step you will see a status windows appear at the bottom of the previous screen confirming the upload details.
Requirements - A 'Master Admin' login or a staff login with the following permissions.
- Tools: can access tools
- Tools: can access customers tools