OfficeRnD provides a step-by-step process for efficiently importing memberships.
The Memberships import feature is located under Settings > Data & Extensibility > Import > Memberships. This functionality also allows you to assign memberships to specific resources. Once imported, these memberships are automatically linked to their designated resources.
Before you start
Important notes
Before importing memberships, keep the following in mind:
Download the template file:
Use this template to ensure all required columns are included. Alternatively, you can use your own
.csvfile, but you must map its columns to those used in OfficeRnD.
Validation errors:
If validation errors occur during the upload process, you may need to correct the errors before proceeding. Errors are classified as:
Red errors: Must be fixed to continue.
Yellow warnings: Informational and do not block the import (for example, missing prices will default to the Billing Plan's price).
Handling company and member details:
If both Company Name and Member Name are in the same row:
Membership is linked to the company and assigned to the member. Ensure both exist in the system.
If only Company Name is included:
Membership is linked to the company without being assigned to a member. The company must exist in the system.
If only Member Name is included:
A member will be created or updated (without a company), and the membership will be assigned to that member. The member must exist in the system.
Plan name accuracy:
The Plan Name in the import file must match the corresponding Billing Plan's name in OfficeRnD.
How to import memberships
The membership import process consists of three main steps:
Upload spreadsheet
Match columns
Summary
Each step is outlined below.
Step 1: Upload spreadsheet
Go to Settings > Data & Extensibility > Import and open the Memberships tab.
Click Download Template to download the Memberships Import template.
Fill out the template with your data.
Click Upload CSV and upload your file.
Required columns in the file:
Plan Name – The name of the Billing Plan associated with the membership that will be imported. It must match the Billing Plan name in OfficeRnD.
Company Name and/or Member Name – These must already exist in the system. New companies or members cannot be created during this process.
Membership Location – The location of the membership. Ensure the location matches the one associated with the Billing Plan.
Start Date – Must be in one of the following formats:
YYYY-MM-DDDD/MM/YYYYMM/DD/YYYY
Optional columns in the file:
Membership Name – A customizable name for the membership.
End Date – Specify if applicable.
Price – Defaults to the plan price if left blank.
Quantity – Defaults to "1" if not specified.
Resource Name – Assigns the membership to an existing resource in the space. If you provide a resource name, ensure the following:
The resource name matches an existing resource in the specified location.
The resource is available for the duration of the membership.
There is no other resource with the same name to avoid duplication and validation errors.
The membership type matches the resource type.
The membership quantity is not larger than "1", as you cannot add multiple memberships with one record when a resource is assigned.
The resource type has the "Can Assign" option activated under Settings > Resource Types.
Unless overridden, the resource's price and deposit default to the Billing Plan settings.
Specify at least a company name/member name, or both so that the membership is assigned properly.
Step 2: Match columns
Select the date format that you are currently using in your CSV file. This will help OfficeRND set the start dates of the memberships correctly. It is important to get this format right; otherwise, you cannot continue.
Once the spreadsheet is uploaded:
Match the columns from your file to the corresponding fields in OfficeRnD.
Ensure that all required fields are mapped correctly.
At the bottom of the import page, you'll be able to see two rows of columns:
The first row displays the default columns in OfficeRnD.
The second row displays the columns of the uploaded file.
You can match your columns to the columns in OfficeRnD to ensure that the data from your columns will be used in the default OfficeRnD column.
If the data contains errors or inconsistencies, the system will display a warning and prevent you from continuing. You'll be able to see a description of the problem either on the problematic row or the whole column.
Additionally, if there are any errors in the file, the "Upload new file" button is below. You can use it if you have fixed the errors and would like to proceed with the import functionality.
Notes:
If, for example, the plan name specified doesn't match an existing plan in OfficeRnD, you won't be able to proceed with the import when clicking on "Validate."
If there is an error message that, for some reason, you are not able to troubleshoot, you can reach out to [email protected].
Step 3: Summary
After mapping the columns:
Review the import summary to confirm the details.
Fix any outstanding errors or warnings (refer to the "Important notes" section for error handling guidance).
Proceed with the import once all issues are resolved.
You can save your choices as a matching preset for future imports (columns will be automatically matched. You can still re-match and edit them). You must click "Save preset CSV," set an Import Settings Name, and then save the changes. You can choose this matching preset in future imports.
Click on the "Import" button.
You will receive a confirmation of a successful data import.