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    Club Member Importer
    • 14 Jun 2024
    • 4 Minutes to read
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    Contents

    Club Member Importer

    • Updated on 14 Jun 2024
    • 4 Minutes to read
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    Article summary

    The Club Member Importer tool will allow you to import multiple wine club memberships for your customers by adding a club membership to an existing contact record or creating a new one. 

    Download a Sample File

    Importing club members to the WineDirect database can quickly be done.

    1. Please navigate to Settings > Import/Export > Club Member Importer in the Admin Panel.

    2. Please click on Download Sample File to download the spreadsheet we will use.

    Filling out the Sample File

    Below is the list of definitions found on the Club Member Importer Sample File:

    Customer NumberThis field must be numeric. This will be the ID associated with a customer record that matches the customer's email address. Suppose left blank; the WineDirect Platform can scan the database for the same email address. If no matching email address is found, the Platform will automatically assign the following highest number as a customer number for the contact.
    BirthDateThe birthdate of the customer. The format is YYYY-MM-DD.
    *FirstNameThe first name of the customer. This is also the first name for the billing address.
    *LastnameThe last name of the customer. This is also the last name for the billing address.
    CompanyThe customer's business or company.
    *AddressThe street address of the customer. This is also the street address for the billing address. If no shipping address is entered, this address will also be used for the Club Membership's shipping address—a maximum of 100 characters.
    Address2Additional address information. For example, unit#, apt#, etc.
    *CityThe customer's city of residence. This is also the city for the billing address.
    *StateCodeThe two-character abbreviated state code or province code. For example, California = CA and British Columbia = BC.
    *ZipCodeThe customer's zip code.
    MainPhoneThe customer's main phone number. The format is 000-000-0000.
    *EmailAll contacts in WineDirect must have an email address. The WineDirect Platform uses this email address to verify references within your database. Each customer must have a unique email address.
    UsernameThe username that is associated with the customer's website log-in credentials. A username cannot exist without a password. Usernames must be greater than six characters, numeric or alphanumeric.
    PasswordThe password that is associated with the customer's website log-in credentials. A password cannot exist without a username. Passwords must be greater than six characters, numeric or alphanumeric.
    **CreditCardType

    The credit card associated with the Club Membership. Each of the credit card types must be filled out accordingly (no spaces):

    • Visa
    • MasterCard
    • AmericanExpress
    • DinersClub
    • Discover
    **CreditCardNumberThe column must be set to TEXT in your Excel spreadsheet before pasting credit card numbers. If this column is not set to text, then Excel will round your credit card numbers, causing the cards to be invalid. The card number must not contain any spaces.
    **CreditCardExpiryMoThe expiry month of the credit card. For example, September can be entered as 9 or 09.
    **CreditCardExpiryYrThe expiry year of the credit card. The format was in 2014.
    NameOnCardThe name that appears on the Club Membership's credit card.
    *ClubNameThe name of the club that the customer is being added to. The club must exist in WineDirect before the Import can be done.
    SignupDateThe date the Club Membership is assigned. If left blank, the WineDirect Platform will set the import date as the signup date.
    OnHoldStartDateAn admin user can specify a start date if the membership is on hold at the time of Import. To edit, this date would need to be removed manually once imported into the system.
    CancelDateThis would be the date the Club Membership is set to be canceled.
    IsGiftThe field indicates whether the Club Membership is a gift or not.
    GiftMessageThe gift message is to display to all shipping recipients.
    ClubNotesThe notes for the Club Membership. These notes are public to both admin users and customers.
    ShipNickNameThe nickname of the shipping recipient.
    ShipBirthDateThe shipping recipient's date of birth. The format is YYYY-MM-DD.
    ShipFirstNameThe shipping recipient's first name.
    ShipLastNameThe shipping recipient's last name.
    ShipCompanyThe shipping recipient's company name.
    ShipAddressThe shipping recipient's street address.
    ShipAddress2The shipping recipient's additional address information. For example, unit#, apt#, etc.
    ShipCityThe shipping recipient's city of residence.
    ShipStateCodeThe two-character abbreviated state code or province code. For example, California = CA and British Columbia = BC.
    ShipZipCodeThe shipping recipient's zip code.
    ShipMainPhoneThe shipping recipient's phone number. The format is 000-000-0000.
    ShipEmailThe shipping recipient's email address.
    IsPickupAtWineryThis field is used to indicate whether the Club Membership is a pickup membership or not. It must be either Yes / 1 or No / 0.
    *PickupLocationCodeIf you selected Yes for IsPickupAtWinery, you must enter the valid code for the pickup location where the Club Membership will be set to pick up their shipments. Please navigate to Settings > Misc > Pickup Locations to review the pickup code.

    * Mandatory Fields:  FirstName, LastName, Address, City, StateCode, ZipCode, Email, ClubName, PickupLocationCode (if IsPickupAtWinery = YES)

    ** Mandatory Fields for New Members Only: CreditCardType, CreditCardNumber, CreditCardExpiryMo, CreditCardExpiryYr


    Importing Club Members

    Please follow the steps below to import your spreadsheet that has been filled out.

    1. Once the data is complete, you may navigate to the pop-up window where you downloaded the SampleFile.

    2. Click on Browse to find the spreadsheet saved on your computer. Click Import afterward.

    3. If the contact does not have a customer number, the WineDirect Platform will automatically assign a number to that contact. The email address must be valid for the spreadsheet to work.


    FAQs Club Imports

    What does the error message 'invalid email' mean?

    If you see an 'invalid email' error message when importing a member, it means somewhere on the excel sheet, there is an email address that isn't really an email address. Common issues are:

    1. No '@' symbol.
    2. No '.' decimal.
    3. There is a space somewhere in there (could be before, after, or inside the email - ones before or after are harder to find).
    4. There are blank rows in the spreadsheet that WineDirect is trying to read. Try deleting any empty rows, or copying your data into a new sample sheet.

    Will the club member import tool trigger a 'Club Signup Confirmation' email?

    No. Club members added via the club member importer tool will not receive a club signup confirmation email.

    Do I need to manually create a contact in WineDirect before doing the Club Member Import?

    No. The Club Member Importer tool will automatically create a contact within WineDirect if one does not already exist.

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