Article: Bulk Upload New Members

Bulk uploading members in ACEMAPP streamlines the process of adding multiple new members at once, saving time and ensuring efficient management. Follow the steps below to upload a CSV file with member information. This allows you to create accounts for multiple members affiliated with your program quickly.

Step 1:

From your home page, click "Members" and select the appropriate member type under the "Affiliation" column.

Step 2:

From your Members (Affiliated) table, click "Create" and select "Bulk Upload" from the dropdown menu.

Step 3:

Under "Step 1: Download a template," select the correct program from the dropdown menu and click the "Pull Template" button. Once the template is generated, click the "Download Template" button.

Open the Excel CSV file and enter the required information under the existing column headers. You must complete the following columns: First Name, Last Name, Program, Email Address, Access/Membership Start Date, and Access End Date.

Do not delete, rename, or add any columns, as this will prevent the system from accepting the file. You may delete unnecessary rows, but the column structure must remain unchanged. Once finished, save the file as a CSV to your computer.

Please refer to the linked help desk guides for questions related to Access/Membership Start Date and Access End Date.

NOTE: Accounts are created based on the email address provided. If a different email is used for the same student, it will create a duplicate account. To avoid this, check for an existing account by going to your Manage Students (Affiliated) table and searching under all statuses (e.g., Active, Withdrawn, Pending Member Approval, etc.).

Step 4:

Under "Step 2: Upload Completed Template," click "Start Upload Process" to upload your completed template.
NOTE: The upload has a restriction of only 200 rows of data. If your CSV has more than 200, please upload it in batches.

Step 5:

Select the program that applies to the members you’re uploading.

Next, click the “Browse” button under “Select the CSV” to upload your completed CSV file from your device.

Once you've reviewed and confirmed that all information is accurate, click “Submit” to complete the upload.

Tag(s)

You can also include tags in your CSV upload to help organize and filter members more easily in the system. To ensure the tags are applied correctly, they must already exist in ACEMAPP and must match exactly as they appear in the system.

Multiple Tags

ACEMAPP allows you to upload multiple tags at once, making it even easier to organize and manage your members. To do this, the tags must already exist in the system, and each one should be separated by a vertical bar (pipe symbol |)—not to be confused with a capital "I." Each tag must also match exactly how it appears in ACEMAPP.

NOTE: Uploading Tags here WILL NOT create new tags in the system. New tags are created during the on-screen process in Step 2 by clicking the "Create New Tag" button.

Step 6:

Once your CSV file is uploaded, the data will appear in the "Review Data" section. Please take a moment to review it and make any necessary edits.

• Required fields are marked with an orange bar. Be sure to complete all of these before moving forward.

• Any fields that need attention will be highlighted in red.

You may also see icons on the left that indicate one of the following:

• Member Exists: An account for this member already exists. To prevent duplicates, the email address is locked and cannot be changed.
• Member Locked: The member’s account exists, and their personal profile information is locked. However, you can still update requirements and custom fields.

Once you have confirmed the data is correct, click the "Submit" button to finish.

Step 7:

Next, a Processing Complete pop-up will appear, confirming that the new accounts have been successfully created. Review the list to make sure all your intended members are included.

You have a few options from here:

• Click "Close" to finish the process.

• Click "Start New List" to begin uploading a new group.

• Click "Clear Completed" to remove the successfully created members and continue working on any entries with errors.

FAQ

Q: What if my data is highlighted in red?

A: Please review the information entered. Any fields that need attention will be highlighted in red.

• Check the column name and review the data for possible errors.
• For date fields, ensure the format is correct. If it’s a completion date, it cannot be a future date.
• For email fields, double-check that the email address is typed correctly and follows standard format.

Q: What if I have uploaded the incorrect data, or would you like to start over?

A: If you haven't submitted yet, click the "Start Over" button to reset. Update the information in your CSV file, then follow the previous steps to resubmit. Alternatively, you can refresh the page to start again.

NOTE: If you have already submitted, please contact ACEMAPP support. Do not re-upload your members with corrections, which could result in duplicate accounts.