If you're migrating from another system or adding a large group of people at once, EvangelOS supports importing member records via a CSV (comma-separated values) file. This guide walks through preparing your file, running the import, and resolving common issues.

Before You Import

A few things to confirm before starting:

• You have admin or editor access in EvangelOS (only Site Admins and Editors can run imports).
• Your data is in CSV format (.csv file). Excel files (.xlsx) need to be saved as CSV first.
• You have reviewed your data for duplicate entries, inconsistent formatting, and missing required fields.

Step 1: Download the CSV Template

1. Go to People → Import (or Settings → Data → Import Members).
2. Click Download Template to get EvangelOS's standard CSV template.

Using the template ensures your columns are in the correct format. The template includes all standard member fields with example data in the first row.

Step 2: Prepare Your CSV File

Required fields:

• First Name
• Last Name

Strongly recommended fields:

• Email Address (used for Member Portal invitations and communications)
• Phone Number (format: +1XXXXXXXXXX or (XXX) XXX-XXXX)
• Membership Status (Guest, Attendee, Member, Inactive)
• Date of Birth (format: YYYY-MM-DD or MM/DD/YYYY)

Optional fields:

• Address (Street, City, State, Zip, Country)
• Gender
• Baptism Date
• Membership Date
• Anniversary Date
• Tags (comma-separated values within the cell, e.g., "New Visitor,Volunteer")
• Family/Household ID (to group household members; use the same ID for members of the same household)
• Custom Fields (one column per custom field, using the field name as the column header)

Important formatting notes:

• Date fields must be consistently formatted throughout the file.
• Phone numbers with country codes import more reliably than numbers without.
• Do not include commas within cell values unless the cell is enclosed in double quotes.
• Remove any header rows beyond the first row.

Step 3: Upload and Map Your File

1. Go to People → Import.
2. Click Choose File and select your prepared CSV.
3. EvangelOS will display a column mapping screen. Match each column in your file to the corresponding EvangelOS field. If you used the template, most columns will auto-map.
4. For any unmapped columns, use the dropdown to select the correct field, or choose Skip Column if the data is not needed.
5. Click Preview Import.

Step 4: Review and Confirm

The preview shows:

• Total records to be imported
• Records with warnings (e.g., missing email, invalid date format)
• Potential duplicates detected based on name and/or email matching

For each potential duplicate, you can choose to:

• Skip: Don't import this record (use if the member already exists).
• Update: Merge the imported data with the existing record.
• Create New: Create a new record anyway (use if you're certain it's a different person).

Once satisfied with the preview, click Confirm Import.

Step 5: Review the Import Results

After the import completes, EvangelOS shows a summary:

• Records successfully imported
• Records skipped (duplicates you chose to skip)
• Records with errors (rows that could not be imported)

Click Download Error Report to get a CSV of any failed rows with the specific error for each. Fix the errors in your source file and run a second import for just the failed records.

After the Import: Next Steps

• Review imported records: Filter People by "Created Today" or the import date to review new records for accuracy.
• Assign families: If you used Household IDs, verify that family groupings look correct.
• Send Member Portal invitations: Once records are imported, use the bulk invitation feature to send portal access to members with email addresses on file.
• Collect SMS consent: Having a phone number on file does not grant SMS consent. Use keyword opt-in or bulk consent import if you have documented consent on file.

Frequently Asked Questions

Can I import giving records?
Yes, but giving record import is handled separately from member import. After importing your members, go to Giving → Import to import historical giving records. Both records must be linked to member IDs, so member import should be done first.

What's the maximum file size?
CSV files up to 50MB or 10,000 rows are supported in a single import. For larger datasets, split your file into multiple batches.

Can I undo an import?
Individual records can be deleted after import, but there is no single "undo import" function. For large test imports, we recommend using a staging organization (contact support) before importing to your production account.

What happens to custom fields during import?
Custom fields must be created in EvangelOS first (Church Settings → Custom Fields) before their data can be imported. The column header in your CSV must exactly match the custom field name.