Import members from a spreadsheet

Before you start

Export your members from your old system or spreadsheet as a CSV file. Up to 10 MB and 50,000 rows per file. Commas, semicolons and tabs all work, and files saved by Excel in Portuguese are read correctly.

Only the owner and admins can import. Import is on every plan, including Free.

Import a file

1. Open Settings (the cog at the bottom of the menu; on a phone, under More), choose Import in the Tools group, then Import a file.
2. In What is in the file, choose Members, then Choose a CSV file. If you saved a column match before, pick it in Use a saved column match.
3. Choose Upload and match columns. elastudio suggests a field for each column from its name, in English or Portuguese (“Nome”, “E-mail”, “Telefone”). Check each one and choose Ignore this column for anything you do not need.
4. For a field your file lacks, use Add a value for every row, for example the same language for everyone.
5. Under When a row matches a record that already exists, choose Skip it or Update it. Members are matched by e-mail. Choose how Dates in the file are written.
6. Choose Preview to see the first rows as they will be imported, then Check every row. Nothing is saved yet. You see how many rows are new, updated, unchanged, skipped or have errors, and you can Download the errors (CSV).
7. Choose Continue to import. Fix the file, or tick the box to skip the rows with errors.
8. Choose Import now. You can leave the page; you get an e-mail when it finishes.

What an import never does

• It sends no e-mails, unless you turn on Send the welcome e-mail to new members.
• It never imports marketing consent or terms acceptance. Marketing, WhatsApp, SMS and terms columns are refused. Members give that consent themselves. The only consent columns a file can carry are for health notes and for gender in the person’s own words, and only when the person gave it.

Personal details in the file

Besides name, e-mail, phone, language, birth date, city and country, a members file can bring optional personal details: Address, State or province, Postal code, Gender and Gender (own words). All are optional and never needed to book.

• Postal code: any format is accepted, up to 20 characters.
• Gender: common words such as “female”, “feminino”, “male” or “masculino” become the matching choice. Anything else is kept as the person’s own words.
• Gender (own words): kept only with the person’s consent. Add a Gender consent column that says yes for each person who agreed; a row with own words and no consent is an error.

When your plan is at its member limit

While this month’s active members are at your plan’s limit, rows that would add a new person show as errors in the check, and no new person is created. Rows that update people who already exist still import. The count starts again on the 1st, or you can change plan in Plan and usage.

Delete an import that was not completed

An import that was uploaded, matched or checked but never imported can be deleted. In Import history, open the row’s menu and choose Delete, then confirm. The import leaves the history together with the uploaded file, the column matching and the check results. Nothing in your studio changes, and saved column matches stay.

Delete only shows for imports that wrote nothing. A completed import has none: undo it within 7 days instead. An import that is running or being undone has none either.

Undo an import

Open the import in Import history and choose Undo this import, then Undo import. Records it created are deleted and fields it updated go back to their old values. Anyone who booked or bought since the import is kept and listed under Kept, and why. After 7 days the undo is no longer possible, and an undo cannot itself be undone.

Note: You can also import teachers, locations and rooms, class types, schedule, pricing options, member passes and memberships, future bookings, promo codes and order history. Import them in the order shown on the Import page. Promo codes and monthly memberships billed by card start on the Starter plan, so below Starter those rows are refused in the check.