Membership Batch Data Entry

The “Membership Batch Data Entry” feature in Membership Management module of Retention CRM allows Associations, Chambers of Commerce and Nonprofits to efficiently add or update a large number of membership records at once. This saves time and minimizes errors compared to manual entry for each member.

General Functionality of “Membership Batch Data Entry” Feature

• Data Entry Batches: This table lists all your existing membership data entry batches.
• New Data Entry Batch: Clicking this button initiates the process of creating a new batch for adding or updating memberships.
• Show entries: This section allows you to navigate through existing batches using buttons like ‘First,’ ‘Previous,’ ‘Next,’ and ‘Last.’

Batch Details Breakdown:

• Batch Name: Assign a recognizable name to your batch (e.g., “April 2024 Member Renewals”).
• Type: This specifies if the batch is for creating new memberships or updating existing ones.
• Item Count: Displays the total number of memberships included in the batch.
• Total Amount: Shows the combined membership fees of all entries in the batch (if applicable).
• Status: Indicates the current stage of the batch, such as “New” or “Processed.”
• Created By: Shows the name of the user who created the batch.

Using “Membership Batch Data Entry” Feature in Association Management

Example: The Netherlands Nurses Association (NNA) wants to renew memberships for all their registered nurses. They have a spreadsheet containing member IDs, names, and chosen membership tiers (Regular/Student).

NNA can utilize Membership Batch Data Entry as follows:

1. New Data Entry Batch: Click this button to initiate a new batch.
2. Batch Name: Enter a name like “NNA Nurse Renewals – June 2024”.
3. Type: Select “Update Membership” since it’s a renewal process.
4. Upload Data File: NNA uploads their membership data spreadsheet containing member IDs, names, and chosen membership tiers. Retention CRM maps these fields to the corresponding membership record fields during import.
5. Review and Import: Retention CRM allows reviewing the data to ensure proper mapping before final import.
6. Processing and Status: Once imported, the batch status changes to “Processing.” Members will likely receive renewal notifications after successful processing.

Benefits for NNA:

• Saves significant time compared to manually updating each membership.
• Minimizes errors during data entry.
• Allows bulk updates for efficient membership management.

Additional Notes:

• Ensure your spreadsheet data format aligns with Retention CRM’s membership data requirements for successful import.
• You can use Retention CRM’s data manipulation tools to prepare your data file if needed.

More Use Cases for Associations

Membership Renewals

Associations often handle a large volume of membership renewals at specific times of the year. Batch Data Entry allows efficient processing of renewals.

• Create a batch for “2024 Membership Renewals”.
• Upload a spreadsheet containing member IDs, names, and renewal information.
• CiviCRM maps data fields to corresponding membership records during import.
• Review data to ensure proper mapping before final import.
• Once imported, the batch processes membership renewals, potentially triggering renewal notifications.

New Member Onboarding

Associations might receive a large group of new members from an event or registration drive. Batch Data Entry simplifies onboarding them.

• Create a batch for “New Member Onboarding – June 2024”.
• Upload a spreadsheet containing new member details like name, contact information, and membership tier.
• Map data fields to corresponding membership record fields.
• After reviewing and importing, memberships are created for all new members in the batch.

Updating Member Information

Association member information like email addresses or phone numbers might change frequently. Batch Data Entry allows updating multiple records at once.

• Create a batch for “Member Information Update – June 2024”.
• Upload a spreadsheet containing member IDs and updated information.
• Map data fields to corresponding membership record fields like email or phone number.
• Review and import the data to update member information in bulk.

By using Retention CRM’s Membership Batch Data Entry effectively, an Association, Chamber of Commerce or Nonprofit organization can streamline its membership management processes and save valuable time and resources.