OfficeRnD provides a step-by-step process for efficiently importing memberships.
The Memberships import feature is located under Settings > Data & Extensibility > Import > Memberships. This functionality also allows you to assign memberships to specific resources. Once imported, these memberships are automatically linked to their designated resources.
Before you start
Important notes
Before importing memberships, keep the following in mind:
Download the template file:
Use this template to ensure all required columns are included. Alternatively, you can use your own
.csvfile, but you must map its columns to those used in OfficeRnD.
Validation errors:
If validation errors occur during the upload process, you may need to correct the errors before proceeding. Errors are classified as:
Red errors: Must be fixed to continue.
Yellow warnings: Informational and do not block the import (for example, missing prices will default to the Billing Plan's price).
Handling company and member details:
If both Company Name and Member Name are in the same row:
Membership is linked to the company and assigned to the member. Ensure both exist in the system.
If only Company Name is included:
Membership is linked to the company without being assigned to a member. The company must exist in the system.
If only Member Name is included:
A member will be updated (without a company), and the membership will be assigned to that member. The member must exist in the system.
Plan name accuracy:
The Plan Name in the import file must match the corresponding Billing Plan's name in OfficeRnD.
How the import creates deposits
The membership import file has no column for the deposit amount or the deposit status. Flex takes the deposit from the Deposit field of the billing plan in the Plan Name column.
If the billing plan has a deposit, Flex creates a deposit for each imported membership on that plan. Flex creates the deposit as a one-off fee with the Refundable tag and the Not Paid status. If the billing plan has no deposit, the import creates no deposit fee.
The import uses the plan deposit even when the resource in the Resource Name column has its own deposit. This rule differs from a membership you assign to a profile, where the resource deposit replaces the plan deposit.
Important: The next bill run invoices every deposit fee that has the "Not Paid" status. If members paid their deposit in your previous system, correct the imported deposit fees before the next bill run. If you don't correct the deposit fees, the bill run will invoice members for deposits they already paid.
How to import memberships
The membership import process consists of three main steps:
Upload spreadsheet
Match columns
Summary
Each step is outlined below.
Step 1: Upload spreadsheet
Go to Settings > Data & Extensibility > Import and open the Memberships tab.
Click Download Template to download the Memberships Import template.
Fill out the template with your data.
Click Upload CSV and upload your file.
Required columns in the file:
Plan Name – The name of the Billing Plan associated with the membership that will be imported. It must match the Billing Plan name in OfficeRnD.
Company Name and/or Member Name – These must already exist in the system. New companies or members cannot be created during this process.
Membership Location – The location of the membership. Ensure the location matches the one associated with the Billing Plan.
Start Date – Must be in one of the following formats:
YYYY-MM-DDDD/MM/YYYYMM/DD/YYYY
Optional columns in the file:
Membership Name – A customizable name for the membership.
End Date – Specify if applicable.
Price – Defaults to the plan price if left blank.
Quantity – Defaults to "1" if not specified.
Resource Name – Assigns the membership to an existing resource in the space. If you provide a resource name, ensure the following:
The resource name matches an existing resource in the specified location.
The resource is available for the duration of the membership.
There is no other resource with the same name to avoid duplication and validation errors.
The membership type matches the resource type.
The membership quantity is not larger than "1", as you cannot add multiple memberships with one record when a resource is assigned.
The resource type has the "Can Assign" option activated under Settings > Resource Types.
Unless overridden, the resource's price defaults to the Billing Plan settings.
Flex takes the deposit from the billing plan, even when the resource has its own deposit. Check how the import creates deposits ↓
Specify at least a company name/member name, or both, so that the membership is assigned properly.
Step 2: Match columns
Select the date format that you are currently using in your CSV file. This will help OfficeRnD set membership start dates correctly. Get this format right; otherwise, you cannot continue.
Once the spreadsheet is uploaded:
Match the columns from your file to the corresponding fields in OfficeRnD.
Ensure that all required fields are mapped correctly.
At the bottom of the import page, you'll be able to see two rows of columns:
The first row displays the default columns in OfficeRnD.
The second row displays the columns of the uploaded file.
You can match your columns to the columns in OfficeRnD to ensure that the data from your columns will be used in the default OfficeRnD column.
If the data contains errors or inconsistencies, the system will display a warning and prevent you from continuing. You'll be able to see a description of the problem either on the problematic row or the whole column.
Additionally, if there are any errors in the file, the "Upload new file" button is below. You can use it if you have fixed the errors and want to proceed with the import functionality.
Notes:
If, for example, the plan name specified doesn't match an existing plan in OfficeRnD, you won't be able to proceed with the import when clicking on "Validate."
If there is an error message that, for some reason, you cannot troubleshoot, you can reach out to [email protected].
Step 3: Summary
After mapping the columns:
Review the import summary to confirm the details.
Fix any outstanding errors or warnings (refer to the "Important notes" section for error handling guidance).
Proceed with the import once all issues are resolved.
You can save your choices as a matching preset for future imports (columns will be automatically matched. You can still re-match and edit them). You must click "Save preset CSV," set an Import Settings Name, and then save the changes. You can choose this matching preset in future imports.
Click on the "Import" button.
You will receive a confirmation of a successful data import.
Correct the deposits that members already paid
After the import, each imported deposit fee shows the plan deposit amount and the Not Paid status. If a member paid a different amount in your previous system, the plan deposit amount is wrong for that member. For example, the member paid an older deposit rate.
Correct each deposit fee before the next bill run. Follow these steps for each member or company:
Open the member or company profile.
Open the One-off Fees tab. Deposit fees have the Refundable tag.
If the member paid a different amount, edit the deposit fee and enter that amount in the Price field. Correct the price before you set the fee to Paid. Flex adds the price of each paid deposit fee to the Deposit Held balance.
Click the cogwheel next to the deposit fee and select Mark as Paid. The next bill run then does not invoice the deposit fee. The deposit amount counts toward the profile's Deposit Held balance.
Flex has no bulk action for deposit fees. To correct many deposit fees at once, contact OfficeRnD Support at [email protected]. Support can edit the deposit fees in bulk for you.
When a member leaves, you can refund the deposit with a credit note. Refund a deposit with a credit note when the member leaves →
FAQs
Why do my imported memberships have deposits when the members already paid their deposit before we moved to OfficeRnD?
Imported memberships have deposits because Flex takes the deposit from each membership's billing plan. The import file has no column for the deposit. Flex therefore has no record of the deposits that members paid in your previous system. To stop the next bill run from invoicing these deposits, correct the deposit fees and set them to Paid. Correct the deposits that members already paid ↑
How do I set a deposit from an imported membership to Paid?
To set an imported deposit to Paid, click the cogwheel next to the deposit fee and select Mark as Paid. The deposit fee is on the One-off Fees tab of the member or company profile. If the member paid a different amount, edit the deposit fee price first. Flex has no bulk action for deposit fees. To correct many deposit fees at once, contact OfficeRnD Support at [email protected].
Should I add deposits when I import memberships, or skip them?
You cannot skip deposits during a membership import. The import creates a deposit fee for every imported membership with a billing plan that includes a deposit. If members already paid their deposit in your previous system, keep the deposit fees and correct them. Correct each deposit fee's price, then set the fee to Paid. The deposit then counts toward the Deposit Held balance. You can refund the deposit with a credit note when the member leaves.
Which deposit does an imported membership use when the resource has its own deposit?
An imported membership uses the plan deposit, even when the resource has its own deposit. To charge the resource deposit, edit the price of the imported deposit fee on the One-off Fees tab of the profile.