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How to Import Members via a CSV File in WeezCrew

Importing a file allows you to quickly add all your members into WeezCrew without manual data entry. This guide explains how to prepare your data and complete the integration step by step.

1. Preparing Your File

  • File Format: Save your spreadsheet strictly as a .csv file.

  • Column Structure: Keep a single piece of information per column. First name, Last name, and Email address are mandatory fields.

  • Data Formatting Rules:

    • Dates: Use the yyyy-MM-dd format (e.g., 1995-04-28).

    • Phone Numbers: Include the international country code prefix (e.g., +33 for France, +1 for the US/Canada, +44 for the UK).

  • Custom Fields: If importing custom attributes (such as dietary restrictions, gender, or tshirt size), create the custom fields in WeezCrew before running the import. The values in your CSV file must match the configured options in WeezCrew exactly (e.g., Male or Female).

2. Importing the List into WeezCrew

  1. Open the Members module in your event dashboard.

  2. Next to the manual add button, click the dropdown arrow and select Import Members (or Import via File).

  3. Drag and drop your .csv file into the upload zone.

  4. Select your preferred duplicate/creation setting (for example, creating a distinct record per person even if multiple individuals share the same email address).

  5. Map the columns from your CSV to the corresponding fields in WeezCrew. WeezCrew automatically matches columns that share identical headers.

  6. Name your import batch using today's date for clear tracking, then click Import List.

3. Handling Import Errors

  • Automated Confirmation: You will receive an automated email notification confirming whether the import succeeded or encountered issues.

  • Error Reporting: If invalid formatting or empty required cells are detected, WeezCrew displays an error report detailing the exact row number and issue type (e.g., missing value, unrecognized option, or invalid date syntax).

  • Fixing and Re-importing: Correct the affected entries in your source CSV file or add missing field options directly in WeezCrew settings, then rerun the upload. Your previous column mappings will be remembered automatically.

Your member database is now fully populated. To begin organizing your crew, check out our dedicated guides on shift scheduling and community management.

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