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Author malcolmw  Date 01 Oct 18, 19:22  Views 23977
Description How to import Member names, user-id, telephone numbers etc from a spreadsheet
Category Getting Started  Type Information
Article scope
easy-Speak information

Importing Member details from a spreadsheet

You may make a mass import of your membership details by using the Import Tools available in the Club Control Panel.
Only one or two members in each club should have access to the Control Panel. Please refer here for more detail:

Give careful consideration to any members of your club that are already members (or visitors, ex-members etc) of another club using easy-Speak.
It is very important that a person has ONLY ONE user identity in easy-Speak which contains all the information about that person.
This makes it easy for them - one login to remember - and it also makes it easy for you to pick up the member's past speeches and share information on current achievements.
If you have members who already have an easy-Speak user-id, ask them for that id (or use the 'Add-user' pop-up with their name to locate possible matches) and link them to your club with this identity. Do NOT create a new user-id for them.

(Please note that the username and password used for toastmasters.org is not connected in any way with the username and password on this site)

This tool allows you to import a list of users and/or to create user accounts for all those members on your club.
Users can either be imported from:

  • the TMI Membership Roster downloaded from www.toastmasters.org  The file will be in .CSV format (see the format shown below).
  • or from an alternate .CSV file format created on your PC (see the format shown below).

Toastmasters Club Roster Format for upload

If you chose to use the Club Roster, be aware that the quality of users' e-mail addresses held by TI is very poor and that many of these addresses will be invalid or the member discontinued that particular e-mail account years ago.
It will save you a great deal of time if you check e-mail address with the members and correct them before uploading the file.

Toastmasters will occasionally add or move columns.  The easy-Speak club roster upload requires the column headers described below with extra columns removed or columns moved to match the column headers described below.

The Toastmasters club roster file to be uploaded must have the following columns in this order:
Column A - Customer ID.  Imported, Toastmaster member number.    
Column B – Name.  Imported, Includes awards, Pathways awards are not yet processed.
Column C - Company / In Care Of.  Ignored    
Column D - Addr L1.  Ignored.
Column E - Addr L2.  Ignored.
Column F - Addr L3.  Ignored.
Column G - Addr L4.  Ignored.
Column H - Addr L5.  Ignored.
Column I - Country.  Ignored.
Column J – Email.  Imported.
Column K - Secondary Email.  Ignored
Column L - Home Phone.  Imported.
Column M - Mobile Phone.  Imported.
Column N - Additional Phone.  Imported. Previously, Work Phone.
Column O - Paid Until.  Ignored.
Column P - Member of Club Since.  Imported.  
Column Q - Original Join Date.  Ignored.  Not sure is this is used instead of Member of club since.
Column R… - Ignored. But may cause problems with processing the file if the 'import rate' is smaller than the number of lines in the spreadsheet. i.e. subsequent passes may be rejected. 

Alternate Spreadsheet Format for upload

This alternate format may be used non-members of the club (or if you already have a spreadsheet with more recent information than TI for phone numbers and e-mail addresses)
Create a spreadsheet for each group of members that you wish to import. One spreadsheet for full members, one for visitors, one for the mailing list of prospective members etc.

The alternate spreadsheet format must have the following columns in this order:
Column A - Username. Create a username for each of your members that will be easy for them to remember.
Column B - First name. For example, 'Ann',
Column C - Family or Surname. For example, 'Brown',
Column D - E-mail address. for example, 'ann.brown@domain.tld',
Column E - Password. Give all your members a password. They may change it later from their profile screen.
Column F - Evening Phone. Enter their home phone number (*),
Column G - Daytime Phone. Enter their work phone number (*),
Column H - Mobile Phone. Enter their mobile phone number (*),
Column I - Date they joined your club. This is used to print reports for WHQ.
The date must be formatted dd-mm-yyyy (eg 23-JAN-2007) to be processed correctly.
If you do not know when each member joined your club, just enter a '1' if the member should be included as a new member for the current year.
Column J - Their Toastmaster International Member Number (*). This data is used to print annual returns to WHQ
Column K - A code to represent the members achievement on the Communications track (*). For example 1 for CC,
Column L - A code to represent the members achievement on the Leadership track (*). For example 1 for CL,
Column M - Street Address (*). All in one cell, use a semi-colon to indicate where you want new line,
Column N - Post Code (*).

Data in columns marked (*) are optional but all the columns must be there and must be in this order.
The codes for CC and CL etc are listed when you run the import program. At the time of writing they are:
CC - 1, ACB - 2, ACS - 3, ACG - 4, DTM 5.
CL - 1, AL - 2, ALB - 3, ALS - 4

Note: Excel will get confused about any number starting with a zero - it will try to be helpful and hide the zero for you!
Either enter phone numbers with a quotation mark or blank space at the beginning or use a space to separate groups of numbers.

Save the either spreadsheet as a CSV file. In Excel - File> Save As> Save as type: CSV (MS-DOS).

Sample Spreadsheet

Log on to easy-Speak.
Access the Club Control Panel and select the utility - Import Tools, Members.
Use the 'browse' button to select the membership file from your PC.
Use the pull-down to select the correct member status to use for the members included in this file.
The 'import rate' sets the number of lines in your file that will be processed in each pass. For example if you have 106 members in the file and use an import rate of 25 the file will be processed in four batches of 25 and a final batch of 6.
You may change the import rate but I suggest leaving it at 25 or lower - particularly if you are on a dial-up line.

The file will be processed when you press the 'Start Import' button.

At the end of processing you will be presented with a summary of users that were accepted and another summary showing users that were not accepted along with reasons why. Each user is shown with a line number from the file so that you can correct the error, delete the lines that have been accepted and re-submit the file.

When you create membership records by importing a spreadsheet the members are NOT advised that they have been added to the system or told the password that you assigned to them. You will need to give them this information as part of your system implementation and training or reset their password to have easy-Speak send an email with their login information.

I strongly suggest that you first try the import routine with a very small file of say two users, check that everything worked the way that you expected by looking at the membership list and the user/club data for these users before you get busy with a mass upload of the full membership.

Note: It is possible to use either format to create a spreadsheet for upload depending on which format is easier to insert names and awards from the data at hand. The column headers will identify the format.

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