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Import Member Information

The import functions allow you to import external files that contain member or rank information. Member files can be uploaded to update member information or create new members for an organization. Rank files can be uploaded to update the leadership positions for a member. If you have a Scout package, merit badge files can be uploaded to update the awards for a member. Files to be uploaded must be either TXT type files (tab delineated files with .txt extensions) or CSV type files (comma delineated files with .csv extensions).

Membership File:

This function allows you to import profile information for new members or updating information for existing members. If you upload data for new members, a member profile will be created and a user id and password automatically generated for the new member. If you upload data for existing members, that information will update and replace the old information.

To upload member information:

If the Administer Members and Users page is not displayed, click the Member Information link in the Administer List on the sidebar menu.
The Administer Members and Users page will be displayed.
If you need to change the organization at this point, select it from the Select an Organization drop-down list at the top of the page.
Click the Import Information radio button.
Click the Submit button at the bottom of the page.
The File Import Options page will be displayed. The page contains a drop-down list used to identify the type of file being imported - membership, merit badge (for scout packages) or rank.
Select Membership Import File from the drop-down list on the page.
Be careful not to click the button - the page will refresh automatically. The Import Member Profiles page will be displayed.
If the file you are importing has a heading row that you want ignored, click the Skip First Row checkbox to turn it on.
A checkmark in the checkbox indicates that the first row will be ignored.
If the fields in the file are separated by tabs, click the Tab radio button; otherwise, click the Comma radio button.
If you know the full path and name of the file, enter it in the Enter Filename text box and skip to step #12.
If you do not know the path or name of the file, click the Browse button.
The Choose File dialog box will be displayed.
Navigate to the folder in which the file is stored, and select the file name.
The file name should be displayed in the File Name field.
Click the Open button on the Choose File dialog box.
The system will retrieve the path and file name and close the Choose File dialog box.
Click the Upload File button to start the upload process.
The Import file Analysis page will be displayed. The page will list the first few rows of the file with field identification drop-down lists below each field. This allows you to 1) determine if it is the right file, and 2) to identify the fields in the records.
For each field in the records, use the drop-down list at the bottom of the column to identify the type of field being imported.
Select Skip field from the drop-down list if you want the field to be ignored by the system during upload.
When you have identified each field in the record, click the Continue button at the bottom of the page.
The system will import the file. Depending on the size of the file, this may take a while, so please be patient.
When the file has been imported, the system will display the Import Members page for the first record to be imported.
Please scan the page to verify the information.
If the member name is not found in the roster, the system will assume that a new member profile should be created and Create New User will be defaulted in the bottom drop-down list. If the name is found, then the system will assume that the record should update the existing member profile and that member�s name will be displayed in the bottom drop-down list.
If you want the system to skip this record, click the Skip to Next button at the bottom of the page.
The next record will be displayed on the Import Members page. Go back to step #16.
If the system finds an existing profile, but you want to create a new profile with the same name, select Create new user from the drop-down list at the bottom of the page.
If the system finds no existing profile, but you want to use the information to update an existing member, select the existing member�s name from the drop-down list at the bottom of the page.
If you need to update other information on the member�s profile, do so now.
You can refer to the instructions for adding or updating a member profile and then return to these instructions.
Click the Add button at the bottom of the page.
The system will update the member�s profile.
If the member is new, logon information will be generated and displayed for the member.
If the Logon Information for a new member is displayed, click the OK button.
If there are more records in the file, the Import Members page will be displayed again with the next record and you should go back to step #16.
If there are no more records in the file, the system will display the Import Members - all records have been imported page.
Click the OK button close the page and return to the Administer Members and Users page.
If you are through with the Administer Members function, click the Done button
OR
click the Features List link at the top of the page to return to the Main Information page.

Rank or Merit Badge Files:

This function allows you to import rank or merit badge information for existing members.

To upload rank or merit badge files:

If the Administer Members and Users page is not displayed, click the Member Information link in the Administer List on the sidebar menu.
The Administer Members and Users page will be displayed.
If you need to change the organization at this point, select it from the Select an Organization drop-down list at the top of the page.
Click the Import Information radio button.
Click the Submit button at the bottom of the page.
The File Import Options page will be displayed. The page contains a drop-down list used to identify the type of file being imported - membership, merit badge (for scout packages) or rank.
Select Rank or Merit Badge Import File from the drop-down list on the page.
Be careful not to click the button - the page will refresh automatically. The Import Member Rank or Merit Badge page will be displayed depending on the function.
If the file you are importing has a heading row that you want ignored, click the Skip First Row checkbox to turn it on.
A checkmark in the checkbox indicates that the first row will be ignored.
If the fields in the file are separated by tabs, click the Tab radio button; otherwise, click the Comma radio button.
If you know the full path and name of the file, enter it in the Enter Filename text box and skip to step #12.
If you do not know the path or name of the file, click the Browse button.
The Choose File dialog box will be displayed.
Navigate to the folder in which the file is stored, and select the file name.
The file name should be displayed in the File Name field.
Click the Open button on the Choose File dialog box.
The system will retrieve the path and file name and close the Choose File dialog box.
Click the Upload File button to start the upload process.
The Import file Analysis page will be displayed. The page will list the first few rows of the file with field identification drop-down lists below each field. This allows you to 1) determine if it is the right file, and 2) to identify the fields in the records.
For each field in the records, use the drop-down list at the bottom of the column to identify the type of field being imported.
Select Skip field from the drop-down list if you want the field to be ignored by the system during upload.
When you have identified each field in the record, click the Continue button at the bottom of the page.
The system will import the file. Depending on the size of the file, this may take a while, so please be patient.
When the file has been imported, the system will display the Imported Records page. The badges and/or rank will be stored as advancements for the member.
Click the OK button close the page and return to the Administer Members and Users page.
If you are through with the Administer Members function, click the Done button
OR
click the Features List link at the top of the page to return to the Main Information page.

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Saratoga, California 95070
Telephone: (408) 971-9120
Email: [email protected]