Persons and members

Creates persons or updates them by their member number, with address, contact details, joining, leaving and roles.

Format

CSV (comma or semicolon), UTF-8

Access rights

Administrator, write contacts (CRM)

Example files

AFS_PERSON_beispiel_technisch.csv (technical column names)
AFS_PERSON_beispiel_anwender.csv (German column names)

In short: With this file you take over your persons from your previous program. A known member number updates the person, a new number creates them anew.

What you need this for

The list of persons is the basis for everything else: accounts, memberships and roles are attached to persons. With this file you create members and contacts and add name, date of birth, address, email, phone, joining and leaving dates. Optionally, you can also take over roles such as trainer or board member, provided you have created the role types beforehand.

Before you start

• Rights: You need the access right Imports (Importe) and be an Administrator with write access for Contacts (CRM) (Kontakte (CRM)).
• Role types: If you want to take over roles as well, create the role types beforehand. Each role type has an import field name (Import-Feldname). This name is the column in which the file specifies the role (see role types).
• Backup: Before a large import, take an export of your persons under Settings → Export (Einstellungen → Export).
• Order: You import the billing accounts afterwards, so that you can link accounts and persons.

Prepare the file

• File name: The name must contain AFS_PERSON_ and end with .csv, for example AFS_PERSON_mitglieder.csv. The spelling AFS_PERSON_ must be kept exactly.
• Header row: The first row contains the column names from the table below.
• Separator: Use either comma or semicolon throughout the file.
• Date: 01.02.1980 or 1980-02-01.
• Size: From 4000 rows onwards, vynst splits the file into packages of 1000 rows each. Each package appears as a separate entry in the import list.

Columns

Details of account and payment are held at the billing account, not here.

Example:

PERSON_IDENTIFIER;FIRST_NAME;LAST_NAME;SPECIAL_SALUTATION;GENDER;TITLE;BIRTHDAY;ADDRESS_STREET;ADDRESS_HOUSE_NUMBER;ADDRESS_CO;ADDRESS_ZIP;ADDRESS_CITY;ADDRESS_ADMIN_LEVEL_1;ADDRESS_COUNTRY;MAIN_EMAIL;SECONDARY_EMAIL;MAIN_PHONE;SECONDARY_PHONE;TERTIARY_PHONE;START_DATE;START_REASON;END_DATE;END_REASON;ALLOW_PHOTO;NOTE;IMPORT_IDENTIFIER_PREFIX
1001;Lena;Hartmann;Frau;W;;;Musterweg;1;;50667;Köln;Nordrhein-Westfalen;DE;lena.hartmann@example.org;;0221 1000001;;;01.01.2020;Neueintritt;;;ja;Beispielperson Familie Hartmann;AFS_CSV_
1002;Jonas;Hartmann;Herr;M;;;Musterweg;1;;50667;Köln;Nordrhein-Westfalen;DE;;;0221 1000002;;;01.03.2022;Neueintritt;;;nein;Familienmitglied;AFS_CSV_
1003;Anna;Beispiel;Frau;W;;01.02.1980;Gartenweg;4;;50667;Köln;Nordrhein-Westfalen;DE;anna.beispiel@example.org;;0221 1000003;0170 1234567;;15.09.2023;Neueintritt;;;ja;;AFS_CSV_
1004;Max;Mustermann;Herr;M;;;Feldweg;7;;50669;Köln;Nordrhein-Westfalen;DE;max.mustermann@example.org;;0221 1000004;;;01.01.2021;Neueintritt;;;nein;;AFS_CSV_

Example files: AFS_PERSON_beispiel_technisch.csv with the technical column names, AFS_PERSON_beispiel_anwender.csv with the German column names.

Additions in the file name:

How to proceed

1. Open Settings → Import (Einstellungen → Import).
2. Click Add (Hinzufügen) and select the file.
3. Wait until the entry is green or red. You do not need to reload the page.
4. Open the log and check the rows with Error:.
5. Correct faulty rows and import only those again.

Good to know

• Repeated import: A known member number updates the person. A person who is known only under a different number is created anew.
• Empty cells: For existing persons, an empty cell in an existing column can clear the previous value. Therefore only include columns in the file if you really want to set the values. If in doubt, check this with a test file.
• Roles are only created if the file name contains neither NO_MEMBERSHIP nor ohne_mitgliedschaft.
• A role needs an account. Without WITH_COMPANY, the account must have been imported beforehand.
• For assigning persons to accounts, the file uses the member number. You import the accounts with the same numbers.

When something does not work

See also

• Billing accounts
• Link person to account
• Role types
• General guide