Bulk Import
An upload creates or changes members in the background, and the screen tells you only whether the file was read — not
which rows arrived. This page is for whoever loads members or opening balances from a previous system or a
spreadsheet: what each of the two uploads in Membership Admin
expects, and what FAILED and DONE mean for the rows in the file.
| Screen | File | What a row is |
|---|---|---|
| Upload Membership | MEMBER NAME, GENDER, DATE OF BIRTH, COUNTRY CODE, MOBILE NO., IC/PASSPORT, EMAIL, MEMBER CLASS, JOIN DATE, START DATE, END DATE, MEMBERSHIP STATUS, REMARKS, LABEL 1, LABEL 2, LABEL 3 | One member |
| Upload Member Point Transaction | Download Sample Format → Member Point Txn on the screen for the exact header (card number, company and branch code, point currency, points, transaction type and date, description, validity, document reference) | One point transaction line — the way to bring balances over from a previous system |
Upload Membership processes the file in the background the moment you press ADD; there is no
row-by-row preview to accept or reject. It lists each file with its status, not its rows, and what
happens to the rows is worth knowing before you build the file: a row with no END DATE fails the whole file (FAILED, no
member created); any other bad row — no name, neither a mobile number nor an e-mail, or a class or
label code that does not exist — is skipped and the file still ends DONE; and a row whose name and
mobile number exactly match a live member overwrites that member. Upload Member Point Transaction
has a Checking tab that lists its rows. Member class and label codes, branch codes and
point-currency codes must already exist — the file refers to them by code.
What a row that matches a live member changes
A row whose name and mobile number exactly match a live member updates that member: it overwrites the identity number, date of birth, e-mail, class, dates, custom status and remarks with what the file says. That makes a re-upload a bulk correction tool — and a bulk overwrite if the file is old. A deleted member is never matched, so a deleted person in the file comes back as a new card.
- On an updated member, the file’s labels do not attach. Labels in
LABEL 1…3reach the members the upload creates; for a member it updated, add them on the Labels tab (a known issue, reported to engineering). - An upload leaves no Audit Trail entry, for the members it creates or the ones it changes. When you need the record of who changed what, correct on the member form.
Decide before you upload
- Bring history over as one opening line per member per currency with a
Valid Todate, not as thousands of historical lines. Every line becomes a control-account lot that the expiry processor will examine; see Expiry Rules. - Labels are resolved by code at import time; an unknown code fails the row. The same applies to the class code.
- Give every Upload Member Point Transaction row validity dates — a lot without an end date never expires.
When it goes wrong
| Symptom | Cause | Fix |
|---|---|---|
Upload Membership ends FAILED and no member was created | A row has no END DATE | Put an end date on every row, lifetime members included, and upload again |
Upload Membership ends DONE but some members are missing | Those rows had no name, neither a mobile number nor an e-mail, or a class or label code that does not exist, and were skipped | Create the codes first, then upload the missing rows again |
| Imported points do not appear in the balance | The line’s validity is already past, or the currency code is wrong | Check the Points Expiry tab; correct the currency and re-import |