Format Guidelines for Your Import File in My Members

Before you import a file of contacts to EventXtra - My Member, review the format of each column in your file. During the import process, you'll match each column in your file to a column in your My Member list, which we call a column field. Certain column fields, like email address or phone number, require a specific format in your import file.

In this article, you'll learn how to format each column in your file to get the best results when you import.

Before You Start

The fields that My Member require are Name & Email Address OR Name & Phone Number. Any other fields you want to include are useful for data analysis, but optional.

You can arrange the columns in your file in any order.

Clearly label each column in your import file so you can easily choose the field type during the import process. For example, if you have a column named “Contact Email Addresses,” you’ll know to choose the email address field type.

If you’ve already started an import, learn how to review and edit your list fields or troubleshoot your import.

Required Field

Email Address

Your import file should include a column for email address, and you can import two email (personal email & work email) for each member at once.

Before you import, doublecheck this column to make sure that extra spaces don't appear before or after your email addresses. If your member’s email addresses contain international symbols like ñ or é, keep in mind that we can only support addresses with international characters after the @ symbol.

Also, please make sure each cell of this column only contains 1 email address.

Name

Your import file must include a column for Name. Both first name, last name and full name are regarded as Name Field.

Phone

Format H.K. phone numbers without dashes. Avoid spaces, parentheses, and dots. Add country code before the phone numbers so that you can send SMS to your member.

+85255555555

If you did not add country code in phone fields, our system provide an option to help you add a single country code to all phone number in this batch of import.

International numbers also fit this format. If you have international members, choose the phone number option when you create a phone number field in your list settings.

Also, please make sure each cell of this column only contains 1 phone number.

Date

To import dates, use either of these two formats.

YYYY-MM-DD (ISO Standard)
MM/DD/YYYY

In the examples, MM is month, DD is day, and YYYY is a four-digit year. EventXtra will attempt to convert the date field to match your account's default date format. For best results, we recommend that you use the ISO standard format, YYYY-MM-DD.

EventXtra only support Birth Date, Membership Start Date and Membership Expiry Date at this moment. If you want to import other date fields, you can choose new custom field. But the value are not save as date format.

Member ID

Member ID is a unique string to identify member. User can import a set of alphanumeric characters (1-9, a-z, A-Z). If user does not import an ID for members, an ID will be automatically generated for members.

Salutation

To salutation, use either of these five default values.

Mr.

Mrs.

Miss

Dr.

Prof.

EventXtra does not support other values of salutation at this moment. If you import values other than the above, the field values will become empty.

Gender

To import dates, use either of these two values.

Male

Female

Eventxtra does not support other values of gender at this moment. If you import values other than the above, the field values will become empty.

Membership Type

To import membership type, it is suggested that you go to Setting page and configure all kinds of membership types beforehand. When you import the CSV file, please make sure the values is consistent to the membership type you configured in our system.

Approval Status

To import approval status, it is suggested that you go to Setting page and configure all default values of approval status beforehand. When you import the CSV file, please make sure the values is consistent to the values you configured in our system.

Custom Fields

To import other column fields, you can select “New Custom Field” and enter the title of the field. EventXtra only support text type for custom field type at this moment.