Skip to main content

Member CSV import

For orgs migrating from spreadsheets, another platform, or onboarding a large pledge class, CSV import is the fastest way to load member data.

Open the import wizard​

  1. Open Org → Settings → Import members.
  2. You'll see the wizard's first step.

The CSV import wizard. The CSV import wizard.

Step 1: Download the template​

Click Download template. You'll get a CSV with these columns (some optional):

ColumnRequiredNotes
email✅Used as unique identifier; must be valid
first_name✅
last_name✅
chapter_designation✅Must match an existing chapter (e.g., "Alpha Sigma")
status✅One of: pnm, pledge, undergraduate, associate, alumni, alumni_active, alumni_lifetime, disaffiliated, inactive
role✅One of: member, officer, president, advisor
graduation_yearoptionalYYYY
pledge_classoptionale.g., "Spring 2024"
big_emailoptionalEmail of the member's big (must already exist or be in the same import)
hometownoptional
majoroptional
phoneoptional
custom_[field_key]optionalOne column per custom field; key matches what you set in Custom fields

Step 2: Fill in the template​

Open the template in a spreadsheet app (Excel, Google Sheets, Numbers). Each row = one member.

Tips for clean data:

  • No leading/trailing spaces. Most spreadsheet apps add them silently.
  • Use lowercase for status and role values. The importer is strict.
  • Match chapter designations exactly to what's in your Chapters list.
  • Use email-friendly characters. Some Latin and special characters may fail validation.

Save as CSV (UTF-8).

Step 3: Upload​

  1. Drag and drop your CSV onto the upload zone (or click to choose).
  2. The wizard parses the file and shows a preview of the first 10 rows with detected columns.

Step 4: Map columns​

If your column headers match the template, mapping is automatic. Otherwise:

  1. For each column in your file, pick the matching GreekManage field from the dropdown.
  2. Skip columns you don't want to import.
  3. Click Continue.

Step 5: Validate​

The wizard runs validation checks:

  • Are all required columns present?
  • Are all chapter designations valid?
  • Are all status/role values valid?
  • Are there duplicate emails?
  • Are big_email references resolvable?

You'll see a summary:

  • N rows ready to import
  • N rows with errors (with row numbers and error reasons)

Fix errors in your CSV and re-upload, or proceed and skip the bad rows.

Step 6: Confirm and run​

  1. Click Run import.
  2. The import processes in the background — you can leave the page; you'll get a notification when done.
  3. New members are created with email-only auth by default. They'll get welcome emails to set passwords.

Re-running the import​

If you re-upload the same CSV:

  • Existing members (matched by email) are updated with the new field values.
  • New members are created.
  • No members are deleted — even if they're missing from the new CSV.

To remove a member, do it manually or via a bulk de-activate flow (not the importer).

Big-Little relationships​

If you include big_email for each member:

  • The importer resolves bigs after the main pass.
  • If a member's big is in the same import, both rows process correctly.
  • If the big doesn't exist, the relationship is skipped (logged in the import report).

You can re-run the import once all members exist to fill in any missed relationships.

Migration history​

Every import is logged in Org → Settings → Reports → Migration history. Each entry shows:

  • Who ran it, when
  • File size
  • Rows processed, succeeded, failed
  • Downloadable error report

Useful for auditing and re-running cleanup.

Tips​

  • Test with a small sample first. Import 5 rows, verify in the UI, then run the full file.
  • Don't import passwords. Members set their own via the welcome email.
  • Coordinate with chapters. Tell chapter officers when a bulk import is coming — they'll see new members in their directories.