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Data Migration

Data Migration helps you to import members into Active Membership Manager. Instead of creating memberships individually, you can copy your membership records in bulk into a spreadsheet template file and upload this to Active Membership Manager. Active Membership Manager will automatically create Memberships from this file, send welcome emails to the members and if required, request membership fee payments, form question answers and waiver signatures.

Data Migration can only be performed by a user assigned with the Migration Coordinator role. Only the Migration Coordinator can see the Data Migration tab. To invite a user to be the Migration Coordinator, please refer to User Admin and Inviting others to your organization

For further information on planning your data migration, please refer to the Pre-Data Migration Job Aide.pdf

To start Data Migration, click Data Migration > Start migration

  1. Name this membership migration.
    1. Enter a meaningful Name to help you identify this migration in future.
    2. Optionally, in the Note section, enter notes for your own reference.
    3. Click the Save & Continue button.
  2. Complete and upload member information templates.
    1. To download the Excel .xls template file and User Guide, click the Download Template and Download User Guide links.
    2. Open the template file in a spreadsheet application (such as MS Excel) and follow the instructions in the User Guide to paste your members' information into the template.
    3. Click the Choose file button to select and upload your completed templates (you may repeat this step to upload multiple templates; each template file may be independently migrated to a specific membership Program, Package and Option). As each template file is uploaded, it is automatically validated to check that it is correctly formatted, all mandatory fields are completed and all fields are correctly formatted (e.g. dates and email addresses).
    4. For any template files with errors, click the download the report link to view instructions for correcting the errors, and then click the Re-upload button to upload the corrected template.
    5. Once all required templates are uploaded without errors, click the Save & continue button.
  3. For each uploaded template file:
    1. Select the required target membership Program, Package and Option (for multi-tier memberships, select Programs, Packages and Options for each tier).
    2. If you require Active Membership Manager to send emails to the migrated members to request membership fee payment, select the Payment required checkbox.
    3. If you require Active Membership Manager to send emails to the migrated members to request answers to form questions, select the Form question answers required checkbox (this is typically used to solicit additional information from members that is not included in the template file).
    4. If you require Active Membership Manager to send emails to the migrated members to request they sign waivers, select the Waiver signatures required checkbox.
    5. Click the Ok button.
    6. When you have selected migration settings for all template files, click the Save & continue button.
  4. Active Membership Manager will now attempt to validate across the template files that:
    • There are no duplicated members (members may own only one option per program).
    • There are no duplicated email addresses.
    • Members conform to membership age restrictions.
    • Family members form consistent groups with a single primary user.
  5. If the validation is successful, either:
    • Click the Migrate button to create memberships for all the members in the template files.
    • Click the Abort button to abort the migration (this will delete all template files for this migration).
  6. Once the migration has Completed for all template files:
    • To download a report of migrated memberships for a template file, click the Download report link next to the template file.
    • To download a ZIP file containing migration reports for all template files, click the Download all reports button .
  7. If the Validation failed message appears, then no memberships are migrated into Active Membership Manager.
    • To fix any erroneous template files or migration settings, click the Fix button and follow the above procedure from step 2d onwards (only template files that failed validation need to be downloaded, edited and re-uploaded; template files which passed validation do NOT need to be re-uploaded).
    • To abort the migration, click the Abort button (this will delete all template files for this migration).
  8. In the Data Migration tab > Migration List, you can view summaries of migrations that are in progress (Draft, Validating or Migrating), have failed validation (Validation failed), have been successfully validated (Validation Succeed) or are Completed. In the Actions column, click the required action:
    • Continue edit: continue to add template files to a Draft migration in progress.
    • View: view details for a Completed or Validation Failed migration.
    • Delete: abort a Draft,Validation Failed or Validation Succeed migration (note: all template files uploaded for this migration will be deleted).
    • Activation report: Download a report containing the original template data, the membership status and the renewal date for each membership.