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Import members via CSV/Excel

Import whole member lists from CSV or Excel files. Ideal when switching from another tool or when you already have a member list for your club.

Web
Chöre›Chor›Mitglieder›···›Mitglieder importieren

This feature is only available on the web.

Permission required: Members – Create & edit members

What is this?

With Import Members you bring a whole member list into Theatilo in one go instead of creating each member individually. The import runs in four steps: File, Matching, Preview, Result.

How to import members

  1. Click Ensembles in the sidebar, pick your choir and then Members.
  2. Open the ··· menu at the top right and choose Import Members.
  3. File: choose whether you import Active Members or Passive Members and what should happen to existing members. Download the sample file if needed. Then choose your CSV, XLS or XLSX file and state whether the First row contains column headers.
  4. Matching: match a field to each column of your spreadsheet. Columns without a match are not taken over. Required fields are marked with *.
  5. Preview: check how many rows will be created, updated or skipped, and look at invalid rows.
  6. Click Import … members.
  7. Result: you see how many members were created and updated and which rows were not taken over.

Supported fields

  • Email (required for active members)
  • First name, last name
  • Voice part, Role (permission group), Ensemble function
  • Gender
  • Street, postal code, city, phone, mobile
  • Birthday, wedding anniversary, entry date
  • IBAN, BIC, mandate reference, mandate date
  • Notes
  • Custom fields of your choir

Updating existing members is only available when importing active members.

Permission

You need the permission Create & edit members.

Tips

  • Do a test with three to five rows before importing the whole list.
  • Write the voice parts as they are in your choir, that is as created under Choir settings > Voices & roles.
  • Create custom fields before the import, then you can match them directly.

Frequently asked questions

Which file format do I need?▾
CSV, XLS or XLSX. In the first step you can download a sample file as CSV or Excel (XLSX). It contains all columns, including your custom fields.
What happens to members who already exist?▾
Theatilo recognises existing members by their email address. You choose beforehand whether to import only new members, import new ones and update existing ones, or only update existing ones. When updating, empty fields leave the previous value unchanged.
Are the imported members notified?▾
That depends on how you import. **Active Members** get an invitation by email and can sign in; the email address is required. **Passive Members** are created without access, the email address is optional.
What happens if some rows contain errors?▾
Theatilo skips only the faulty rows and imports all others. The preview shows invalid rows in advance, the result after the import shows the rows that were not taken over, with the reason. Correct them in your file and import them again.
Can I assign my own permission groups?▾
Yes. Enter the name of the permission group in the Role column; groups you created yourself work too. Upper and lower case do not matter. Unknown values are imported as a regular member. Only an administrator can assign the Administrator group.

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