Import Members and Referrals

Whether you have already built an existing referral network before you purchased Referral Rock or you gather new participants at an event,  you can import new Members and Referrals from a CSV file into Referral Rock. You can use this same tool to update existing records with new information. This guide will cover:

  • How to import Members
  • How to import Referrals
  • How to use the importer to update Referrals

Importing Members

Members are those who opt-in to spread the word about your referral program and grow your referral network. Importing Members is an easy way to automatically add individuals to your referral program en mass.

CSV Guidelines

When creating your file to import, it must have a .csv extension. The only required fields are email and firstname, though using the externalid field allows you to use any specific identifiers that may be tied to that Member elsewhere, such as in your CRM. When wanting to add additional data, using the customtext1name (i.e., Favorite Food) and customtext1value (i.e., Ice Cream) and continuing to add by increasing the numeral by 1 each time you add an additional data point (customtext2name, customtext3name, etc).

Completing the Import

Go to Members > Import Members. Choose the program you want to register your Members to, select your CSV file, and click Next. On the following screen you can decide whether or not you want to send a registration confirmation email to your newly imported Members by checking the Send Registration Email Flag box.

You will be taken to the confirmation screen where you can preview your new Member records and view any validation errors. Once you are happy with your import preview, click Import to add your new Members. On the next screen you will see the outcome of your import.

If you try to import a Member that already exists in your database, the import will show a failed entry.

Importing and Updating Referrals

The process for importing and updating Referrals is nearly identical. Referrals are people that are connected to your referral program through a Member. They must be associated with a Member in order to be imported to your account. You can update a Referral’s information by importing a CSV with the new and/or updated fields and the Referral ID.

CSV Guidelines

When creating your file for import, it must have a .csv extension. In order to update a Referral you must have a referralid field. The firstnamelastname, and email fields are highly recommended. This ensures that the updates are tracked to the correct Referral and no duplicate or incorrect information is uploaded into Referral Rock. When wanting to add or update additional data, using the customtext1name (i.e., Favorite Food) and customtext1value (i.e., Ice Cream) and continuing to add by increasing the numeral by 1 each time you add an additional data point (customtext2name, customtext3name, etc.).

For Referrals, you can use up to two custom dropdown fields and three custom text fields.

Processing the Import or Update

Go to Referrals > Import > then select New or Updated Referrals and choose your CSV file.

Choose the Referral Status. This is helpful if you want to import all Referrals as Approved, Pending, Qualified, or Denied. You can also choose ‘Take from CSV File’ if you have multiple records with different status values.

From here you can view your import preview, click Import, and view the results of your import or update.


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