Members

Configuration -> Basic Settings -> Member lists

General

With the help of the membership module, it is possible to make certain types of participation – and thus offers, prices, information, etc. – accessible to members only during the registration process.

To do this, a comparison is made with previously defined test criteria when selecting the type of participation, such as the query of:

• Membership number,

• e-mail address,

• postal code,

• ...

A combination of test criteria is also possible.

Import of members

In principle, the same guidelines apply to importing member data using CSV template files as to person import. Here, we provide additional information that specifically concerns member import.

Member import is list-based. This means that at least one member list must first be created using the Add list button (Fig. 1). If there are different types of members or verification criteria, multiple lists must be created.

Fig. 1: Creating a new member list

Add members individually

A member can be added manually under Management -> Person Administration -> Members.

Fig. 2: Add member

• Fill in the mandatory information and save

• In order to select a list in the member data, a list must first be created under Configuration -> Basic settings -> Member lists.

• No selection is to be made in the linked person field. As soon as the member has successfully registered, a personal account is created and stored as a linked person.

Fig. 3: Add list

Fig. 4: List / Linked Person

Configuring the member list

The template file can only be downloaded by clicking on the “Download CSV import template” button once a list of members has been created and saved (Fig. 2).

The following configuration options are available:

• List name for internal use

• Define the price group to which the member barrier in the participant registration applies.

• If required, a predefined shopping cart can be assigned to each member list. The member then has the corresponding booking option(s) already in the shopping cart during the registration process.

• Define the XML matching criteria that a member must provide for verification. By default, the member number and the postal code (where only the first 3 digits are compared) are requested (Fig. 5). Without correct information in the registration process, it cannot be continued as a member.

• Other possible criteria for verification include: email address, name, date of birth, company, street or city. The information to be verified must be stored in Converia in advance so that a comparison can be made.

The configuration of the matching criteria XML (check criteria) is usually done by the Converia support at [e-mail].

Fig. 5: Configure and import the member list

Fig. 6: Query of the test criteria for members in the registration process

Create import file and upload

Download the CSV import template, open it as a data import in Excel and fill it in.

1. Mandatory information includes:

• Surname

• E-mail address

• Membership number

• Status

• Country

1. It is not absolutely necessary to specify a OPENFEE. If the member still has an outstanding balance, this can be collected via the registration.

2. Store EXT_REFERENCE if a separate number is desired for the member account, e.g. for better data synchronization with your own database.

3. Importing the member list

• To import the data into Converia, save the CSV file with UTF-8 encoding without BOM.

Microsoft Excel is not yet able to create CSV files with UTF-8 encoding without a signature/BOM. If you use Microsoft Excel to create the data, you will usually need an additional tool to change the character encoding. For more information, see the sections Changing the encoding to UTF-8 and Importing data into Converia in the chapter Importing people into Converia.

Fig. 7: Importing the previously edited CSV import template

Each (new) data import will completely overwrite the existing records. Ideally, you would maintain your membership data exclusively in the membership database and keep the data in Converia up to date exclusively through regular imports.

If changes are made to the records in Converia, they will be lost with a new import if they have not also been made in parallel in the member database from which the import data is generated.

Members who already exist in Converia but are not included in the current import file are given the status “deleted” in Converia.