Import legacy members
Administrators only. Upload up to 1,000 confirmed memberships in a UTF-8 CSV or Excel .xlsx file (5 MB maximum). Validate the file, review the report, then import.
Existing memberships are never overwritten. Unchanged records already imported are skipped. Inactive memberships stay inactive. Active members with valid emails receive account invitations. Inactive, terminated and cancelled members get no new accounts or emails. No charges or payment receipts are created.
For last_paid_year, enter a year or a date such as 4/28/2019 0:00 (stored as 2019). Leave it empty when unknown. Historical payment amounts are unavailable and will use zero placeholders. Photo filenames are preserved for a separate image migration.
Dates use DD/MM/YYYY (day/month/year) or YYYY-MM-DD, optionally with a time. Example: 25/06/1988. Two-digit years saved by Excel, such as 25/6/88 0:00, are also accepted.
Fix all errors and validate again. No members were imported.
| CSV record | Legacy ID | Membership number | Action | Details |
|---|---|---|---|---|
Account invitations
Emails are sent by the background worker. Failed deliveries retry up to five times. Links expire 72 hours after sending.
| Status | Details | Action | |
|---|---|---|---|
Import payment history
Record past yearly payments for members created by the legacy import above. Download the template: it lists every imported member with a membership number, plus any payment years already recorded. Fill in one row per member per paid year, then validate and import. Add a row for each extra year by copying the member's row.
Columns: year (e.g. 2023) and amount_paid (e.g. 30.00; enter 0 if unknown) are required. payment_method (cash, bank_transfer, hitpay_qr), paid_date (DD/MM/YYYY or YYYY-MM-DD) and transaction_reference are optional. member_name and membership_status are for reference and are ignored. Rows with no year and no amount are skipped.
Years already recorded with the same amount are skipped. A different amount for a recorded year is an error, and nothing is overwritten. Each member's last paid year is raised to their latest imported year. Membership status is not changed and no emails are sent.
Fix all errors and validate again. No payments were imported.
| CSV record | Membership number | Year | Action | Details |
|---|---|---|---|---|