The sheepCRM tool which imports from a Google Sheet is primarily used for new customers migrating to sheepCRM, but can also be used to perform single template bulk uploads e.g. tickets or transactions.

This is the current version of our import template/s. Please note the Google Importer is currently an Alpha release so please contact support before attempting to load any data. This article is provided to help you prepare your data into these templates ready for loading.

⚠️ Please do not submit any data to us via email as it will be rejected and deleted.

IMPORTANT - Please download to .xls or make a copy of this google sheet template to be able to edit and add data to your own version.

Template Key & Basic Info

  • Black columns are data separators (not for data) - The column headings explain what data is required in columns which follow to the right.

  • Each single row in any template represents a single data record to be created. For example, to load two membership records or two payment records for a person, you will need to use two rows.

  • Some templates provide explanations of what is required in each column. If you are unsure please contact support.

  • Empty cells will be ignored.

Important

  • If you see a column heading with words "matching data" e.g Person or org matching data, this data must be entered so the system can identify which person or organisation record to find and then load the data to. For example, you need to tell the system to 'find John Smith then load the payment info to that record'.

    The data you enter in these fields must match the data present in either the Person or Organisation sheet (for persons or organisations respectively), or what has already been loaded to the database.

  • Please ensure your formatting is also a match and avoid blank spaces when moving data into the templates as this can cause poor matching and failure to load records (which can lead to manual action!).

  • Empty cells in rows of data will be ignored by the system (excluding matching fields), so don't worry if you don't have data for a certain column.

  • Contact Legacy UID - you will see this field on most templates. This must be unique to the person or organisation record. If you do not have one to migrate from your legacy data / database please create them e.g. 1000, 1001 etc. This is essential for new customer migration.

Templates Overview & Requirements

The template headings in this section link to specific templates in our master document for your reference only.

1. Contact Record Templates - These sheets are for loading the people and organisations you need in your database. They are critical as you cannot load any relationship data such as memberships, payments etc without these contact records being present in your system. The health template is also provided here as associated to the person records created.

People Template

This sheet is to load your person record data. Every single person in your source data needs to be added to this sheet.

  • One row equals one person.

  • Please ensure you add a contact legacy UID, creating one if you do not have one in your source data. We recommend you do not use membership numbers. Please see the Important section above for more info.

Health Records Template

  • For additional information to be loaded to person records regarding health.

Organisations Template

This sheet is to load your organisation record data. Every single organisation in your source data needs to be added to this sheet.

  • One row equals one organisation.

  • Please ensure you add a contact legacy UID, creating one if you do not have one in your source data. We recommend you do not use membership numbers. Please see the Important section above for more info.

2. Settings Templates - These sheets are for bulk loading of settings to specific modules of the system. These should only be used if you have this information available in spreadsheet format, otherwise it will be quicker to just add these directly to the settings by one of your users.

Remember: Each row represents a single record, such as a membership plan, a group or a repeating session using the templates below.

Membership Plans Settings Template

Groups Settings Template

Teams Settings Template

Repeat Attendance Sessions Settings Template

Achievement Types Template

3. Membership Record Templates - These sheets are for loading all membership records and membership connections to people or organisations. For example to add a current or historical annual membership to a contact.

Remember: Each row represents a single record. For these templates that means a single period/duration, for example, if a membership plan has a 12 month duration, one row is one 12 month duration. If you want to load previous years memberships for a person or organisation also, you will need to add a row for each year you wish to migrate.

Please check out the example data or descriptions on the templates below for more guidance.

People and their Membership Template

  • For an person membership type - main member only.

Child Membership and Parent Contacts Template

  • A parent contact is the administrator of the child membership.

Org's Membership and Admin Contacts Template

  • An admin contact is a person who manages the membership for the organisation.

Linked Members - People Memberships Template

  • Linked member templates do not include durations, they are purely for adding an additional person to a membership record loaded to the main member in templates above. E.g. a partner for a joint membership.

  • If you need to add multiple people to a membership record, please use multiple rows, one per linked person.

Linked members - Organisational Employee's Template

  • The same instructions apply from the template above, but use this one for adding people to organisation membership types.

4. Transactional Templates - These are for loading other specific relationship or transactional history records to people or organisations, such as ticket purchases, payments or contact notes.

Remember: Each row represents a single record. For these templates that means a single ticket, payment, consent or note. Please see templates for examples of data which can be included.

Tickets Template

Gift Aid Declarations Template

Qualifications Template

DPA / GDPR Consent Records Template

Transactions Template

Donations Template

Notes Template

5. Segmentation Templates - These are for loading other specific records to people or organisations for segmentation purposes, such as people in groups, interests they have or tags.

Connections Template

  • For creating connections between contacts for example a role of an employee between a person and an organisation.

  • Please note: Membership connections are automatic and are not required in this template.

Group Members Template

  • For adding person records to groups which exist in settings.

  • It is essential that group names used are an exact match with those loaded in settings.

Tags Template

  • This template is an exception to the rule of one row per record. For this template the rule is one contact (person or org) to one row, but you can load multiple tags to that record by adding a Y under each column named as a single 'tag'.

  • Ensure you enter all your tag names in the column headings before adding your data.

Badges Template

  • Please refer to the examples in the template.

Interests Template

  • This template is an exception to the rule of one row per record. For this template the rule is one contact (person or org) to one row, but you can load multiple interests to that record by adding a Y under each column named as a single 'Interest'.

  • Ensure you enter all your tag names in the column headings before adding your data, and ensure these have been added to the Areas of interest section of your sheepCRM settings.

External ID's Template

  • External ID's can be created to store information for external identification of a person or organisation record.

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