Data Migration Guide

This page explains the process for migrating contacts and membership data into agend.

 The migration is split into 3 phases:

1. Phase 1: Individual Members and Contact Information
2. Phase 2:(Optional) Group Memberships
3. Phase 3:(Optional) Purchase Orders

Important Notes:

• Emails: Emails are required and must be unique, repeated emails won’t be imported.
• Consistency: Ensure that all IDs in Phase 2 match with the Contact IDs from Phase 1.
• Formatting: Dates should follow the YYYY-MM-DD format.
• Optional Fields: Optional fields can be left blank but are recommended where applicable.
• Extra Custom Fields: Custom Fields can be added to the contact sheet (requires investigation to determine the format of such fields)
• Product Requirements: Ensure that all products related to the orders have been imported or created in the system before migrating the purchase orders.

Each phase requires a specific data format, which is detailed below.

Phase 1: Contact and Individual Membership Data Migration

Note: please contact support@agend.com.au for our most recent spreadsheet import template.
This phase involves migrating the contact information and membership details for each individual member.

Required Fields:

• Old Unique Identifier (ID): A unique ID from your previous system.
• First Name: First name of the individual.
• Last Name: Last name of the individual.
• Email: The primary email address, will also be used as their login.
• Birthday: Date of birth (format: YYYY-MM-DD).
• Mobile Phone: Mobile phone number.
• Primary Phone: Main contact number (optional if Mobile Phone is provided).
• Street Address 1: Primary address line.
• Street Address 2: Secondary address line (optional).
• City / Suburb: City or suburb of the address.
• Postal Code: Postal or zip code.
• State: State or region.
• Country: Country of residence.
• Membership Plan: Membership type (e.g., Standard, Premium).
• Joined Date: Date the membership started (format: YYYY-MM-DD).
• Membership Expiry Date: Expiry date of the membership (format: YYYY-MM-DD).
• Membership Status: Current status of the membership (e.g., Active, Inactive, Lapsed).
• Company Name: If applicable, company affiliation of the member (optional).

Phase 2: Group Membership Data Migration

Note: please contact support@agend.com.au for our most recent spreadsheet import template.

This phase handles group or organisation memberships. Group membership relies on the contact information from Phase 1. The unique Contact ID from Phase 1 is used to link individuals to their respective groups.

Required Fields:

• Organisation ID: A unique ID for the organisation or group.
• Owner Contact ID: The Contact ID from Phase 1, representing the owner or main contact for the group.
• Organisation Name: The name of the organisation or group.
• Membership Plan: The membership type for the organisation.
• Group Member ID: The Contact ID from Phase 1 for each group member.
• Contact Role: The role of the contact within the group options are “admin” or “member” only.
• Membership Start Date: Date when the group membership started (format: YYYY-MM-DD).
• Membership Paid Through: The date up to which the group’s membership is paid (format: YYYY-MM-DD).

Phase 3: Purchase Orders Data Migration

Note: please contact support@agend.com.au for our most recent spreadsheet import template.

This phase involves migrating purchase order details. Please note that it is assumed all products have been imported or created in the system beforehand, and the Contact IDs should reference the data from Phase 1.

Required Fields:

• Order ID: Unique identifier for the purchase order.
• Order Date: The date the purchase order was placed (format: YYYY-MM-DD).
• Contact ID: The Contact ID from Phase 1, linking the order to a specific contact.
• Contact Email: The primary email of the contact who made the purchase (should match Phase 1 data).
• Product SKU: Stock Keeping Unit, a unique identifier for each product.
• Product Name: The name of the product.
• Quantity: The number of units ordered.
• Unit Price: The price per unit of the product (excluding tax).
• Tax Amount: The tax applied to the order.
• Start Date (Membership): The start date of any associated membership (format: YYYY-MM-DD), if applicable.
• End Date (Membership): The end date of any associated membership (format: YYYY-MM-DD), if applicable.