Some local PTA units are allowed to import members. This ability is determined by the state PTA. All other organizations can import members.
This centralization may aim to ensure data accuracy, compliance with state policies, or streamlined operations for member management.
Items to Note:
If you do not see the Import Members link on your Manage Members page, this option is unavailable in your state. Contact your state office to find other options for uploading your members. Some state PTAs restrict this functionality to centralize data management or enforce specific policies effectively.
If you wish to import people who are NOT paid members to your site, you may do so by Importing Contacts, rather than following the instructions on this page for paid members.
Are you a state PTA looking to upload members for your units? Please see this article instead.
Administrators can access and upload a CSV file of member information using the Memberships Module. Upon successfully uploading member records, the system will create membership records in that unit. For PTAs, this will result in an outstanding state dues remittance balance.
If the Import Members button is unavailable, local units should contact their state PTA to inquire about the process or assistance.
As an alternative, consider manually adding individual members to your local unit when the import feature is unavailable. While this might be more time-intensive, it provides full control over data entry.
IMPORTANT: Before starting an import, please be sure you are logged into Givebacks with an email address where you receive emails. The import results will be emailed to you.
How to Import Members
From the toolbar, click Memberships, then select Members.
Click the three dots at the top of the page and select Import Members.
Read the instructions and click the Download Template button.
Complete the downloaded CSV file with member data.
First Name - required
Last Name - required
Email - email or phone number is required
Phone Number - email or phone number is required
Member Type - must match your member types - Parent/Guardian, Faculty/Staff, Student, Business, etc.
School Year Ending - if the school year is 2024-2025, enter 2025
Upload the complete file and click the Import button.
It’s essential to read and understand the instructions listed under Step 1 of the downloaded template before completing your spreadsheet. You must adhere to specific data formats. In particular, you can’t add any columns with data in the spreadsheet.
Results will be Emailed
The import file will be queued up to run in a background task. Once the import completes, the results will be emailed to the person who submitted it. The results will indicate that each new person and new membership was added, and any errors will be noted. Factors such as System Load and Size of the Member List may impact how long the process takes to complete. The process typically completes within a range of a few minutes to up to 15 minutes, depending on factors such as the size of the member list and the current system load. Additionally, the email will include a results file summarizing specific outcomes of the import process.
If the import encounters any rows with erroneous or malformed data, it will skip those rows and continue running to completion.
Common Import Problems
Invalid Headers
This error may result from using the wrong template with incorrect headers, or from one or more cells containing values not allowed under those headers. If the headers match the current template, please check the cell values in the Member Type and School Year Ending columns.
Member Type must match one of your state's default member types, as seen when manually entering a member. State Member Types can be identified under Store > Membership Products. State Member Types have a checkmark in the State Member Type column on this page.
School Year Ending must be the ending year only (e.g., 2025-2026 must be indicated as “2026” in the import).
Invalid/Illegal Characters
If you receive an error regarding invalid input or illegal characters, please check your document to make sure only allowed characters are included (see tables of allowed and non-allowed characters below). Basically, any character that you would need to use the Insert Symbol menu instead of just typing on the keyboard without a hotkey or programmed shortcut will break an import. If you find any non-allowed characters, they must be removed or replaced with allowed characters (e.g., replace “é” with “e”).
Tip: Change the font in your spreadsheet to Verdana to make the symbol versions of common characters, like commas, apostrophes, and hyphens, stand out more. If it doesn’t match the version in the Allowed Characters list below, it is a symbol that needs to be replaced with regular text.
If you cannot locate any non-allowed characters, it might be a non-printing character causing the problem. These can be tricky to find because they are often invisible. Using the Trim and Clean functions in your spreadsheet program will eliminate most of the common non-printing characters. After using the =Trim(Clean(CELL)) formula on your spreadsheet, if you notice any spaces at the beginning of a cell, those are the offending characters, which must be removed manually.
If you have tried all of the above and are still getting an error, please contact Givebacks support and let us know the error you are receiving and the unit name. Also, please send us the CSV file as an attachment (and a screenshot of the error if possible).
Questions? Click the "?" icon to contact Givebacks Support.