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.

To make sure attendee data is processed correctly, it's important that member numbers (MEMBER_ID) are unique and consistent within a list. Converia assumes that these lists come from external databases where each person has a unique ID number.

It is generally possible to assign member numbers for use in Converia only, but in this case, special care must be taken to ensure that there are no discrepancies between the member numbers and the associated (possibly already linked) personal data within an event and, in particular, within individual lists. This applies in particular when updating or reimporting lists.

We recommend maintaining a separate, external member database for each event, in which each person is assigned a unique member number. This reliably prevents incorrect links and data conflicts when using Converia.

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.

• Mandatory information includes:

  • Surname

  • E-mail address

  • Membership number

  • Country

  • Status (1 = active; 0 = inactive)

    • Since all members of an import list should generally be imported as active, a “1” must be entered in the IS_ACTIVE column for all personal data records.

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

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

• Importing the member list

  • To import the data into Converia, save the CSV file with UTF-8 encoding. To do this in Excel, please save the file as “CSV UTF-8 (separated by commas) (*.csv)”.

Fig. 7: Importing the previously edited CSV import template

Each time member data is imported (for the first time), the existing data records in Converia are completely overwritten. Changes should therefore ideally be made exclusively in the central member database. Converia should only be updated via regular imports from this database.

If changes are made directly in Converia, they will be lost during the next import unless they have also been recorded in parallel in the member database.

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