Import Patrons to Ludus

overview keeping a database of your patrons is important with ludus, you are never starting from scratch you can easily import your existing patron database to ensure you don't lose track of any patron click the drop downs below to learn more! what can be imported? here is a list of the contact information fields that can be uploaded to ludus email (required) each email must be unique to that patron secondary email first name last name nickname primary phone number secondary phone number street address city state zip code company patron notes (up to 3 at a time) accessibility notes subscribed true (1) = subscribed to emails false (0) = not subscribed to emails if left blank, the default is true household if you want to group patrons into households, you'll want to create a column with their household names like "smith", "garcia", etc if two separate families share the same last name, you'll want to create unique names for those households, like "smith 1" and "smith 2" custom tags example donor, vip, volunteer, etc tags should not be single use or unique to a specific patron one tag per cell can be placed in the columns labeled tag 1, tag 2, tag 3, etc (up to 15 unique tags per patron) these tags are per patron, not per column patron tags are used to group patrons such as vips, donors, or volunteers paron tags should not be used for single use items such as phone numbers or nicknames; private notes should be used for this instead instructions before you can upload, you will first want to organize your patron data into a csv file or excel sheet each bit of information that you'd like to import (such as email, first name, last name, etc ) will need to be in its own column each row will represent an individual patron once you have your list created and saved navigate to patrons > database from the top navigation bar click import drag your file to the grey area or click the space to choose a file from your computer click continue use the drop down boxes to make sure the columns match up to the desired import area (i e , email to email and phone number to phone number) click import remove any unused columns from your spreadsheet to ensure it uploads troubleshooting entire rows of data did not import if you see that an entire row of data, such as last name or zip code, did not import, it is likely because the column was not properly matched during import once you select the file, you'll see a screen where you can match the column in your spreadsheet to the data point in ludus make sure the two points match the secondary email did not upload to upload a secondary email, ensure it does not exist as a primary or secondary email anywhere in your database if it already exists, you will not be able to import it larger files (thousands of records) may take a few moments to upload if you experience a constant loading screen for more than a few minutes, please reach out to ludus support, and we will be happy to assist with the upload video example