Bulk Import Members to your SolidWeb Site

This guide provides a step-by-step process for efficiently bulk importing members to your SolidWeb site, allowing you to give them access to member-only content. It offers practical tips for formatting data correctly in Excel. By following this guide, you can streamline the member import process, saving time and reducing errors, while also providing member-only access to your members.

Chris Skelly
44 steps
2 minutes

Google Sheets

Uaw

Local6000

Alert! You can only upload one type of member at a time. For this example we'll be uploading our Active Membership list. You can use this guide for any type, including Retired Membership or Leadership.

Alert! It's important that the data in LUIS is up to date with the latest email address the members have. If it's been 6+ months since the last LUIS update, you may want to consider taking a month reach out to the membership to update the membership data. There are a number of ways to do this, including creating an "Update your information with your Local" form in Action Network. [Here's a tutorial on doing that](https://scribehow.com/viewer/Create_A_Signup_form_on_Action_Network_and_embed_it_on_your_SolidWeb_site__vXRhl9q3SNutk7Lf5GP4BQ?referrer=search). It includes a flyer with boilerplate information that you can use to distribute to your membership after you fill in the details.

Format your member data from LUIS in Excel. Only do one membership type at a time. For example: Active Members. LUIS stores the first name and last name separately, but SolidWeb wants them combined in one field. The simplest way to do this is as follows

Alert! If you plan on giving different memebrship types access to different content, be sure to only do one membership type at a time. The supported membership types are: Active, Retired, Leadership.

In Excel: delete all fields except for First Name, Last Name, and Email Address

Select the entire "First Name" column

Right click on the selection > select "CUT" (CTRL + X)

Right click on the "Last Name" column > select "Insert Cut Cells"

Now your data in excel should be "First Name", "Last Name" "Email Address"

Select all of the values in the "First Name" and "Last Name" column, but not the column headers and right click "COPY" (CTRL + C)

Open Microsoft Word or Text Edit

In a new document, paste in the values only. In Microsoft Word: Paste Special - Values only/Text Only. If you use Text Edit, then it will automatically strip out formatting.

Now you will have the first name and last name combined. The next step is to remove the tab between the names.

Select the space or tab that is between one of the names. Right click "Copy" (CTRL + C)

Go to the menu and select "Find" > "Replace"

Paste the space/tab you just copied in the "Find" field

In the "Replace" field, press the spacebar.

Click "Replace All"

Select all of the text > Right click > "Copy" (CTRL + C)

Paste the values in a new excel document and it should paste in one column with the combined first and last name in each cell in the column. Save the file as "combined.csv". We will come back to this file later. Keep the file open in Excel and open your web browser.

Here's some sample data that shows what it should look like.

Navigate to your SolidWeb site and log in.

Now we need to set available membership types. Click "Manage"

Click "Configuration"

Click "Advanced site configuration"

Click here.

Click "Active"

Click "Leadership"

Click "Retired"

Click "Submit"

Click "Manage"

Click "Users"

Click "Bulk import members"

Click "example.csv" to download the template file with example data. You will use this to paste in the values from LUIS that you formatted

Open the "example.csv" in Excel

Delete the sample values

Navigate back to the "combined.csv" Execl file that has the first name and last name combined and copy the values.

Go back to the "example.csv" file

Paste the values copied from "combined.csv" into the "Display name" column in the "example.csv"

Go back to the LUIS export of your members and copy the email addresses

Paste the email addresses in the "Mail" column in "example.csv"

Save the file in Excel as a .CSV (Comma Seprated Values UTF-8) and name it something like "yyyy-mm-dd-local-123-active-members.csv"

Navigate back to your web browser

Click the "Data" field and choose the file you just saved "yyyy-mm-dd-local-123-active-members.csv"

Click the "Active" field.

Click this button.

Anyone you upload will get an email letting them know how to log in.

Tip! It will take anywhere from 30 seconds to a few minutes to upload the member list depending on how many you upload.