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Member XLSX / CSV import

For orgs migrating from spreadsheets, another platform, or onboarding a large pledge class, bulk import is the fastest way to load member data. GreekManage's importer accepts XLSX (preferred — supports multiple sheets) and CSV, and uses AI to map your column headers to its canonical fields.

Open the import wizard​

Org → Import Members (under the org settings / data management surface).

The bulk import wizard. The bulk import wizard.

Step 1: Upload​

Drag-and-drop an XLSX or CSV file onto the upload zone (or click to choose). Server-side limits:

  • 5,000 rows total
  • 5 sheets max per XLSX (each sheet processed; sheets with no data are skipped)

The wizard parses the file and shows detected sheets, headers, and a sample of each.

Step 2: AI column mapping​

The importer uses an LLM to map each of your columns to one of GreekManage's canonical target fields. Common targets:

  • User: email, first_name, last_name, phone_number
  • Membership: chapter, status, role, joined_date, graduation_year, pledge_class, crossing_semester
  • Profile: org_member_name, big_brother, new_member_educator, school_attended, profession, company, employment_role, city, state, country, linkedin_url, personal_website, willing_to_mentor, open_to_connect
  • Degree: degree, major, minor, school

Review the suggested mapping. You can adjust any column's target or mark it as "skip". For multi-sheet XLSX files you map columns per sheet.

Step 3: Preview and validate​

The wizard validates:

  • Required fields present (chapter, status, role at minimum per row)
  • Chapter values resolve to existing chapters in your org
  • Status / role values are valid enums
  • Duplicate emails are detected

You'll see per-row results: rows ready to import vs. rows with errors.

Inline error editing​

For rows with errors, click into the row and edit the fields directly in the wizard — no need to fix the spreadsheet and re-upload. Save the corrections; the row is re-validated.

Step 4: Run​

Click Run import. Processing happens in the background; you can leave the page and a notification will tell you when it's done.

Email-optional placeholder accounts​

Members without an email address can still be imported. The importer creates a placeholder user with an internal no-email-<random>@placeholder.local address. These accounts are directory-only — they have no login, no welcome email, and no password. When a real email is added later, the placeholder address can be replaced and the account upgraded to a real login.

This is useful for historical roster data where some members never had a recorded email.

Re-running an import​

If you re-upload a file that includes existing members (matched by email):

  • Existing members are updated with any new field values.
  • New members are created.
  • No members are deleted — even if they're missing from the new file.

To remove members, do it manually (or via a bulk-deactivate workflow outside the importer).

Big-Little relationships​

If you include big_brother 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 result).

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

Tips​

  • Pilot with a few rows first. Run a 5-row import end-to-end before loading 2,000 rows.
  • Use XLSX for multi-sheet imports (one sheet per chapter, for example).
  • Trust the AI mapping but verify. It's usually right; double-check chapter and role/status columns specifically.

Last verified against v0.62.1 (2026-05-10).