Batch Update Member Data

Upload data to address the following situations:

• Member Creation—Creates new member accounts.
• Member Data Deletion—Delete member accounts.
• Member Status Update—Manually updates member status.
• Member Points—Manually add or remove reward points per member.
• Member Activation—Manually updates members' activation status.
• Member Profile Questions—Manually updates members' profile question responses.
• Member External Data—Manually add or update member profile data from an external source.

For all batch updates, the following steps are the same:

1. Click on the Manage Members button on the main Dashboard. You can also click Members from the left navigation bar and then click the Manage Members button at the top.
2. Click the Batch Updates tab.
   
3. Click on the "+" button to get started.
4. Give your batch update a title. This is for internal moderation purposes only.
5. Select the Type of update you're performing. Further settings may be required.
   
6. Upload File: Create and upload a CSV file with distinct columns based on your needs.

7. Sample CSV files with all the required columns are available for download to help you identify the necessary columns.

8. If your upload file requires a User ID, you will need to perform a Member Export to get that ID.
9. Once the CSV file is uploaded, click the Create button and your member updates will be performed.

You will see your new update listed at the top of the main Batch Updates page with the current status. Larger files may take longer to process. Once the file is processed, the status will change to Completed. You can also click the download link to view the details of the batch update you have performed, to ensure your update was successful. In this file, you will see a Success or Failure status for each row in your upload. Check all were successful before moving forward.

Member Creation

Use this batch update option if you need to add many new members sourced from another system.

After following steps 1-4 above, select Member Creation under Type.

By default, all new users added by this method will receive the "Account Creation" system email. The Account Creation email will notify members that an account was created in the community and link them to a page where they will create their password and then continue to complete all required account and profile questions.

Select the Skip Email option if you prefer that the email is not sent. If you choose to skip the email in this step (or you wish to send the email again), you can later click the Send creation reminder email link next to this batch update on the main Batch Update page.

NOTE: Clicking the Send creation reminder email link only sends the "Account Creation" system email.

Report Columns

All these fields are required for every new member.

• Username
• Email
• First Name
• Last Name
• Read Only: Refers to how the member can interact with the community.
  • TRUE—When you use this option, the member will only have read-only access and cannot comment or participate in surveys or activities.
  • FALSE—When you use this option, the member will have permission to participate in all activities. This is most likely the option you will use for your members.

Once the CSV file is uploaded, click the Create button and the member accounts will be created. All members will receive an Account Creation system email with details on how they can log in and complete their profile and participate in the community unless Skip Email was selected during batch update creation.

Member Data Deletion

Use this batch update to delete any member's data. This update calls attention to the California Consumer Privacy Act (CCPA), but you can use it to delete any member data for any reason.

You will need to create a CSV file with the following columns: Email, Reason.

Once the CSV file is uploaded, click the Create button and the member accounts will be deleted.

Member Status

Use this batch update option if you need to change multiple users' statuses. You can set the status to Active, Inactive, Dormant, Deleted, or Read Only.

You will need to create a CSV file with the following columns: User ID, Status, Read Only.

Report Columns

• User ID—Your update requires a User ID; you will need to run a Member Export to get that ID.
• Status—This can be either: ACTIVE, INACTIVE, DORMANT, DELETED
• Read Only—Refers to how the member can interact with the community.
  • TRUE—When you use this option, the member will only have read-only access and cannot comment or participate in surveys or activities.
  • FALSE—When you use this option, the member will have permission to participate in all activities. This is most likely the option you will use for your members.
• Verified—This status refers to whether the member has been validated.
  • TRUE—When you use this option, the member will be listed as validated.
  • FALSE—When you use this option, the member will be listed as not validated.

Once the CSV file is uploaded, click the Create button and the member statuses will be updated.

Member Points

Use this batch update option to quickly adjust reward points for multiple members. You will need to create a CSV file with the following columns: User ID, Offset Points, Note.

Report Columns

• User ID: Your update requires a User ID; you will need to run a Member Export to get that ID.
• Offset Points:
  • Enter a positive number to add points to a member's points balance.
  • Enter a negative number to remove points from a member's points balance.

Note: This is for moderation purposes only and displays in the Edit Member details page in the admin panel. This is useful if a member asks why points were added or removed. Any moderator can look up the points history to see the details of this points adjustment.

Once the CSV file is uploaded, click the "Create" button and the member points will be updated.

Member Activation

Use this batch update option if you need to manually activate or de-activate multiple member accounts, use this batch update option.

Settings

• Skip Email: By default, the "Welcome" system sends email to all members whose accounts are activated in this step. If you prefer the email not to be sent, select the Skip Email option.
  
  You will need to create a CSV file with the following columns: User ID and Activated.

A helpful shortcut is to download the link from the page.  This will start you with a CSV file with all the required columns.

• Activated: This field should be indicated with either:
  • TRUE (activated)
  • FALSE (not activated)

Once the CSV file is uploaded, click the "Create" button and the member activation status will be updated.

From the main Batch Updates landing page, you'll see your new update listed at the top with a status. Larger files will take longer to process, but once done, the status will be "Completed." You can also click the download link to view the details of the batch update performed.

Member Profile Questions

Use this batch update option if you need to add or change the profile responses for members manually.

Report Columns

User ID: Your update requires a User ID; you will need to run a Member Export to get that ID.

1. Download the member profile questions reference data from Fuel Cycle's New Batch Update page.
   
2. An Excel file will download to your computer listing all enabled profile questions with a corresponding Question ID and Answer ID. You will need to use these IDs to update your member profiles.
3. Now, click the sample Member Profile Questions CSV to help you get started.
4. For each profile question you want to batch update, include the Question ID from the "getProfileQuestions.csv" for the community as the column header (the first row in your CSV file).
5. Create a new column for each question you want to batch update. The format for the question ID is as follows:
   • Single Choice, Multiple Choice, Text Box = Question ID
   • Single Choice Grid, Multiple Choice Grid = Question ID|Choice ID [Separate question and choice IDs by the pipe character | ]
6. For each question column, enter answers per user per row using the following format:
   • Single Choice = Answer ID
   • Multiple Choice = AnswerID|AnswerID [Separate answer IDs by the pipe character | ]
   • Text box = Answer Text [This is the actual open-ended text and will be different per user.]
   • Single Choice Grid = Answer ID
   • Multiple Choice Grid = Answer ID|AnswerID [Separate answer IDs by the pipe character | ]
7. Once the CSV file is uploaded, click the "Create" button and the member profile responses will be updated.

Member External Data

Use this batch update option if you need to add or update member profile data from an external source without building a CRM integration, API connection, or poll as a source.

Note: If you wish to update an existing field, first download a list of previous question titles through the suggested file download to match the labels. Any new titles will create new fields, as will misspelled existing titles. Title matching is not case-sensitive (Income = income = INCOME, for example).

Report Columns

• User ID—Your update requires a User ID; you will need to run a Member Export to get that ID.
• Profile Questions—Using your new or previous question titles (255 character limit). Add as many columns as you need. The rows for each column will be the answers (500 character limit)

User ID/External ID/Email—Only one of these columns needs to be populated based on which identifier you wish to rely on to match your data to your members. Do not remove the columns just leave the column label there and leave the column cells empty.

External ID must be already in the system to match against this. Use the External ID batch update to apply this to your members.

Email Address must match an existing account in the community. This cannot be batch updated, it must be manually updated by a member or by the request of a member to a moderator.

Multi-select questions should be expanded into multiple columns -- one column per answer option. The labels for each column must follow the format of Question Title | Answer Title. For example, the column header will be Ethnicity | African-American, and the values in rows below that will be African-American.