Import Members

Use Import Members when you need to add or update many members from a spreadsheet. The importer reads your active Member Types, Membership Plans, libraries, and enabled member fields, then validates each row before saving.

The import screen is available from Member Manager > Members > Import Members.

Before You Start​

Make sure these are ready:

1. At least one active Member Type.
2. At least one active Membership Plan.
3. Libraries created in Library Manager.
4. Organization date format checked in Organization > Date Time.
5. Optional profile images collected in a ZIP file if you want to import images.

If Member Types or Membership Plans are missing, Libcodesk asks you to create them before continuing.

Download The Template​

1. Open Member Manager > Members.
2. Click Import Members.
3. Click Download sample template.

The template is generated from your active member types and fields.

Column order does not matter. Libcodesk detects columns by header names and supported aliases.

How Column Headers Are Matched​

The first row is the header row. Libcodesk reads each header, normalizes it, and matches it to a supported field.

• Column order does not matter.
• Header matching is not case-sensitive.
• Spaces and underscores are handled where supported.
• Supported aliases are detected automatically, so Photo, Image, and Profile Image can point to the same image field.
• Extra unsupported columns are ignored safely.
• For custom/member-type fields, Libcodesk also matches the field label and stable field key created in Member Types.

Supported Header Keywords​

These fixed import headers are available in every member import. Enabled fields from your Member Types are added on top of this list.

Common member fields also have built-in aliases:

For fields such as Student ID, Class/Grade, Academic Session, RFID Tag, or any custom field, use the exact label shown in Member Types or its field key. For example, Student ID, student_id, and StudentID can be detected where that field is enabled.

Important Columns​

Validation Rules​

• Dates must match the organization date format shown in the import popup.
• Valid dates are stored internally as YYYY-MM-DD.
• Member Type Code and Membership Plan Code must match active records.
• Required fields from the selected Member Type must be filled.
• Unique fields such as Member ID, Student ID, RFID Tag, or ID proof number must not duplicate existing data.
• Optional images can warn without blocking the row; required images block the row when missing.

Handling Import Errors​

The safest import flow is validate, fix, retry, then import. Do not rush directly into importing a large file.

The preview table supports horizontal drag-scroll, so staff can hold and drag the table to inspect columns that are farther to the right. It shows the actual spreadsheet row number, keeps the status near the row number, and marks pages containing errors in red.

How To Read The Preview​

Fix Row Issues In The Popup​

Click a status chip such as 2 Errors to open Fix Row Issues.

The popup shows the spreadsheet row number, original value, corrected value, exact issue, and a field-specific fix control. Use Save after changing a value. When an issue is truly fixed, it can be closed from the issue list so you can focus on remaining issues.

Common fix controls include:

Use Fix similar rows when the same wrong value appears in many rows, such as one misspelled plan code or member type code. Libcodesk shows progress beside the fix so you can see how many similar rows were corrected.

Row 2 Handling​

The generated template uses Row 2 for required/optional guidance. Some users keep that row; others delete it and start real data from Row 2. Libcodesk treats Row 2 carefully so guidance text is not accidentally imported as a member record.

Common Errors And Fixes​

Smooth Import Workflow​

1. Download a fresh template after changing Member Types or Membership Plans.
2. Test with 5-10 rows first.
3. Click Validate and review rows needing attention.
4. Fix simple row issues inside the preview popup when possible.
5. Use Fix similar rows for repeated mapping mistakes.
6. Import valid rows.
7. Click Download report after completion when you want to save the report.
8. If some rows fail after upload, correct only those rows and import again.

For thousands of members, use XLSX when possible, keep image filenames simple, avoid oversized photos, and keep the browser/app open until the final report is ready.

Import Modes​

For update matching, Libcodesk uses the safest available record match first, then visible Member ID, then Email inside the same organization.

After Import​

During import, the progress area shows saved, failed, remaining, elapsed time, and rows per second. The progress stays visible beside the action area so staff can see that work is continuing.

Large Cloud setup imports first show upload progress, then switch to validation and saving progress. Libcodesk keeps the upload stage fast for large files and updates the saving stage in smaller steps so staff can see steady progress.

The main progress bar counts both upload and saving work, so a file that has finished uploading will still continue progressing until the member records are saved.

When import finishes, Libcodesk shows the final result and a Download report action. The report is not saved automatically; click the button when you want to keep it.

Do And Don'ts​

FAQ​