Member Data Conversion
During the Member Data Conversion process, we will take your member data from your existing system, convert it, and load it into your new MemberLeap database. If you have historical data (past billing, renewals, non-dues, events, store purchases, etc.), we can upload your current file that contains this information into our File Archive for you to access if needed, but typically this information will not be visible in your members' profiles.
Membership Plans
Members in our system are defined as those records requiring usernames and passwords, thereby granting them access to the Membership Portal. We will set up your membership plans based on information you provide in an online membership application, downloadable membership application, or other document describing your various plans. We will also set up non-member plans (i.e. Prospects, List-Only, Volunteers, Community Partners, Sponsors, etc.).
Converting Member Data Fields
Your member data conversion is limited to ONE FILE (CSV, XLS, or TXT) with ONE TAB with up to 50 fields/columns with each member's data contained within a single row (see example fields below). There is an extra setup cost for files with more than 50 fields wide, and this fee is determined after analyzing a sample of your data. We will need your assistance in identifying certain fields to ensure the conversion is accurate.
Download our Data Conversion Template
There are extra setup costs for files with more than 50 fields wide, multiple files, or unsupported formats, and these costs are determined after analyzing a sample of your data.
- Member ID
- Business Name
- Contact First Name
- Contact Last Name
- Cross Reference Member ID#
- Work Phone
- Cell Phone
- Fax
- Address
- Address 2
- City
- State
- Zip Code
- Website URL
- Join Date
- Membership Plan Name*
- Status (Active/Dropped)
- Dues Amount
- Date Membership Term Expires**
- Current Balance Due*
- Paid Up Indicator (Y/N)*
- Username
- Category 1
- Category 2
- Category 3
- Category 4
- Category 5
- Project/Committee 1
- Project/Committee 2
- Project/Committee 3
- Additional Custom Fields***
*Required fields
**Unless the terms are fixed year (ex: January 1 - January 1)
***Includes text, indicator, selection, multi-selection, multi-line text, admin only, dates, and additional phone
For the dynamic custom fields, we need to know which of the following options pertains:
- Admin Only (Member can NOT view)
- Admin Only (Member can view)
- Member can edit
- Restricted to specific member types
- Mandatory during New Member Registration
- Mandatory on Member Profile edit page
If you are coming from another software vendor who offers non-linear data (multi-relational file with multiple tabs/spreadsheets) or Microsoft Access with multiple tables, we will need assistance in identifying which columns are actual 'member data' versus historical data (past billing, renewals, non-dues, events, store purchases, etc.). There will be an extra setup cost to convert non-linear data, and this fee is determined after analyzing a sample of your data.
Cross Reference a Company to its Employees
If you are using our cross reference feature, please include Member IDs for all members and then add a 'Cross Reference' field with the number of the company's primary contact that a employee is cross referenced back to. This default feature is only applicable where the employee has a $0 dues member plan. If the employees pay for their dues, we would need to gather additional information and provide you with a quote for this option.
Example, Joseph is the primary contact for the organization, and he receives the dues renew invoices and pays for the membership. Shirley and Bret are his employees, so they are cross referenced back to Joseph, and they receive the membership benefits for free.
| Member ID | Business Name | First Name | Last Name | Cross Referenced to Member ID# | Member Plan | Dues Amount |
| 1001 | ABC Company | Joseph | Jones | Primary Member | $100 | |
| 1002 | ABC Company | Shirley | Smith | 1001 | Employee | $0 |
| 1003 | ABC Company | Brett | Brown | 1001 | Employee | $0 |
Member Data Inspection
After your member data is converted, we will need your approval of the converted data. If after this step, you discover that an error was made and mass correction is required, additional billable hours will apply. We recommend spot checking of member records comparing old versus new system and record counts of old versus new.
Initial Billing Records and Inspection
After your member data is converted, we will create an initial set of billing records (invoices/payments). This will allow MemberLeap to have a record of when each membership expires and whether or not they have a balance due. After the initial set of billing records are created, we will need your approval of the billing information. If after this step, you discover that an error was made and a mass correction is required, additional billable hours will apply.
European Union General Data Protection Regulation (GDPR)
GDPR is a law intended to strengthen the right to data protection of individuals in the European Union - Austria, Belgium, Bulgaria, Croatia, Republic of Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden and the United Kingdom.
If you want to store any European Union citizen data in your database, MemberLeap can provide you with access to privacy tools necessary in complying with this law.
