Whether you're looking to add a bunch of new members to your org, or looking to make updates to a large number of existing members, the Bulk Member Management tool is the easiest and fastest way to manage members in your organization. This article will walk through how to use the feature.
The first step in doing a bulk upload of members will be to get to the All Members crowd. Since this is a bulk action, this is currently only done from the All Members Crowd. When on the crowd, you will click the Actions button and should see a new dropdown option called Upload/Update Members.
This will bring up a modal that will ask you to drag or browse and attach a CSV/excel file with your member data. There is also a button in the top right to download a template. Clicking on it will download an excel file to your computer’s local storage where you can input your data.
The reason this template is helpful is because it will download the excel with columns already set for any member properties the organization is using. In addition to that it will include the following fields:
First Name
Last Name
Email
Phone
Birthday
Role
IMPORTANT NOTE:
Be careful when uploading with regard to the Role column, as this will change an org member’s role to whatever is in the cell. It is possible to make yourself no longer an admin in an org.
The backend looks for duplicates based off of email. This means, as an example, if you change role from Admin to Member for the user you’ve logged in with, and the email is a match, you will update your own role down to member.
We did not include the Status column in the template as we felt as though keeping status up to date here was not a common use case. That being said, you can add a Status column and put either Active or Deactivated and it will change the members' statuses accordingly.
Once you’ve uploaded your file you will be taken to the field mapping screen to map your excel columns to data points in SocialCrowd.
There are a few features here to highlight:
Automap: Clicking the magic wand button in the top right will do an automapping of fields for you, wherein based on set criteria, the app will make a best guess at the correct mappings.
Ignore Header: Clicking this button will make it so that, if your excel doc did not have a header row (ie, a row that indicates what each column is), then the app will know to treat that first row as data to be imported. See an image below for what happens when you mouse over the Excel Column with the Ignore Header flag checked and not checked.
Destination Field: Clicking here will provide a dropdown of all available fields in SocialCrowd to map this excel column to. See an image below for how we distinguish between standard fields like Name verses org-specific property fields.
Clear All: Clicking this red broom button will clear any field mappings you currently have set on the screen.
Analyze Import: Clicking this button will begin analyzing the document to take you to the next step. This will NOT important or update any members yet.
Here is an image of the data preview when the header is NOT ignored.
Here is an image of the data preview when the header IS ignored.
Once you click analyze import you will be brought to a summary screen that shows a broad list of the udpates being made. The app will indicate how many users will be added versus how many will be updated.
Clicking Proceed with Import will upload/update members in the SocialCrowd app and complete the flow.