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eWinery Import Members

Step-by-step instructions on how to use the Import Member tool in eWinery to import customers and club members.

Import Member Tool

eWinery Solutions has a built-in tool for importing customers records into your winery's customer database. This tool allows to import and create several member records at one time by uploading an eWinery Solutions issued template of member records.

NOTE: Due to the powerful capabilities of this tool and the sensitivity of member information, this functionality is restricted to permissions set up with your eWinery Solutions access credentials. If you need to use this option, please contact the Client Services Team at support@vinsuite.com. These permissions can be added to your login.


Import Templates

Customer Import Template


Member/Customer Import


What you should know before getting started:

  • To use this tool you must have the user permission to Import Members.

  • The Member Import will update an existing member with the information supplied in the template. This could result in the override of information should columns be left blank in the template.

  • eWinery Solutions does not recommend the use of the Member Import Tool for the purposes of UPDATING member records. The import tool should be used to create new member records that do not exist in your database.

Importing Member Records

  1. Click the Members icon on the Admin Panel. This will default to the Members section.

  2. On the left pane of the Members page, click Import Members. The Import Member: Terms of Service disclaimer window opens. It is important to read the disclaimer fully. You must agree to the Terms of Service by clicking the appropriate button.

    By clicking the 'I agree to the Terms of Service' button you agree that you have read the Terms of Service and agree to the statement in full. This will take the user to the Member Import: File Upload window.

    By clicking 'I do not agree to the Terms of Service' it will close the window and exist the Member Import - returning the user to the Members area of the admin panel.


  3. The Member Import: File upload window will default to the option to upload Members (Customers/Non-Wine club).
  4. You will need to complete the Member Import template before moving forward with the import. Be sure to fill out the template as completely as possible, do not change the order of the columns or add/subtract columns.

    Download the Member Import Template here.

    Learn more about the Member/Customer Import Template.

  5. Once the template is completed and saved correctly, go back to the Member Import Screen and proceed with filling out the file upload options.
  6. Click to browse for your saved member template file. Choose the file form your computer then click to Upload the File.


    Once you have located the and selected the (.txt) file from you computer, select the Upload File button. The Import Members: Import Status window will open.


    The system will display the number of club members available to import into the database from the populated template uploaded. Click the button to begin importing members.

    The message will state that the import has completed and state the number of errors. Click on Download a spreadsheet of the (x) member(s) that failed to import. This will open a (.txt) file that lists all the member information along with an error on why the record failed to import successfully. You can save the file and open in excel to make viewing and altering the document easier. Once all errors are addressed you can upload the error message report as your new club member document. Follow the process outlined above to upload the error file as your club member import.

Member/Customer Import Template

What to know about the Member Template:

  • Do not alter the column names, order or add columns.
    This will cause the system script to not work and the import will fail. You are limited to the columns that are available in the import template. Should you need additional information uploaded with your member records please reach out to eWinery Customer Care for additional information regarding data migration options.

  • Leaving blanks in the template will result in blank fields in eWinery. Blanks will overwrite existing data in the member records is a match is found.

  • Member Types - multiple member types for one member can be assigned by separating the member types with a comma and a space.
    Example: Subscriber, VIP buyer, Trade.

Username and Password - these can be populated by the system by selecting Upload Options (see below).

Club Member Import


What you should know before getting started:

  • To use this tool you must have the user permission to Import Members.

  • The Member Import will update an existing member with the information supplied in the template. This could result in the override of information should columns be left blank in the template.

  • eWinery Solutions does not recommend the use of the Member Import Tool for the purposes of UPDATING member records. The import tool should be used to create new member records that do not exist in your database.


Importing Member Records

Member Import: File Upload Options:

  • Ignore blank emails
  • If checked it allows you to upload members that do not have a billing email in the template. Email is the unique identifier for member records so this is not an eWinery Solutions best practice option. We recommend utilizing the 'Create random email address for members without email addresses'.
  • Create random email address for members without email addresses
  • If checked it allows you to randomly assign an email address for this member. If a live email address is obtained it can be updated later by an admin or the customer on the website. Note - the domain in the format can be edited.
  • Use Email Address as username for members without usernames
  • If checked it allows the system to automatically create the member username using the billing email address.
  • Create random password for members without passwords
  • If checked, it allows the system to automatically create the member passwords with a random sequence of characters. The member can opt to change the password on the website or an admin user can change it at any time.
  • Validate Birth Dates
  • If checked, it will validate the birth date supplied in the template that the member is over the age of 21 years of age. If the birth date is not populated in the template that member record will fail the import. If the box is NOT checked the system will default the birth date to 1/1/1920.
  • If Member Type doesn't exist, create it.
  • If checked, the system will automatically create any Member Types that are included in the template that do not already exist in the database for your winery. You can also confirm the existence of a Member Type and create them manually.

    Learn more about eWinery Member Types.
  • Match existing members based on:
  • Allows you to match existing members based on the criteria(s) listed above checked in the upload. This allows you to update the member record and not create a duplicate.
    - Email Address
    - Member ID
    - Username
    - First Name
    - Last Name
  1. Click the Members icon on the Admin Panel. This will default to the Members section.


  2. On the left pane of the Members page, click Import Members. The Import Member: Terms of Service disclaimer window opens. It is important to read the disclaimer fully. You must agree to the Terms of Service by clicking the appropriate button.

    By clicking the 'I agree to the Terms of Service' button you agree that you have read the Terms of Service and agree to the statement in full. This will take the user to the Member Import: File Upload window.

    By clicking 'I do not agree to the Terms of Service' it will close the window and exist the Member Import - returning the user to the Members area of the admin panel.



  3. The Member Import: File upload window will default to the option to upload Members (Customers/Non-Wine club).
  4. You will need to complete the Club Member Import template before moving forward with the import. Be sure to fill out the template as completely as possible, do not change the order of the columns or add/subtract columns.

    Download the Club Member Import Template here.

    Learn more about the Club Member Import Template.

  5. Once the template is completed and saved correctly, go back to the Club Member Import Screen and proceed with filling out the file upload options.

  6. Click to browse for your saved member template file. Choose the file form your computer then click to Upload the File.

    Once you have located the and selected the (.txt) file from you computer, select the Upload File button. The Import Members: Import Status window will open.


    The system will display the number of club members available to import into the database from the populated template uploaded. Click the button to begin importing members.

    The message will state that the import has completed and state the number of errors. Click on Download a spreadsheet of the (x) member(s) that failed to import. This will open a (.txt) file that lists all the member information along with an error on why the record failed to import successfully. You can save the file and open in excel to make viewing and altering the document easier. Once all errors are addressed you can upload the error message report as your new club member document. Follow the process outlined above to upload the error file as your club member import.

Club Member Import Template

What to know about the Club Member Template:

  • Do not alter the column names, order or add columns.
    This will cause the system script to not work and the import will fail. You are limited to the columns that are available in the import template. Should you need additional information uploaded with your member records please reach out to eWinery Customer Care for additional information regarding data migration options.

  • Leaving blanks in the template will result in blank fields in eWinery. Blanks will overwrite existing data in the member records is a match is found.

  • Member Types - multiple member types for one member can be assigned by separating the member types with a comma and a space.
    Example: Subscriber, VIP buyer, Trade.

  • Username and Password - these can be populated by the system by selecting Upload Options (see below).

  • Credit Card Types - must be written out as'Visa', 'Master Card', 'American Express', 'Discover Card' or the system will not recognize the card type.