Patrons CRM
Patron Profiles

Import Patrons to Ludus

5min

Overview

Keeping a database of your patrons is important. With Ludus, you are never starting from scratch. You can easily import your existing database of patrons to ensure that you don't lose track of a single patron.

Click the drop-downs below to learn more!

Here is a list of the contact information fields that can be uploaded to Ludus.

  • Email (Required)
  • Secondary email
  • First Name
  • Last Name
  • Nickname
  • 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
    • Each separate tag must be placed into separate columns like Tag 1, Tag 2, Tag 3, etc., up to 15 possible tags.

Patron Tags - Patron Tags are used for grouping 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.

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.

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Once you have your list created and saved:

1

Navigate to Patrons --> Database from the top navigation bar.

2

Click Import

3

Drag your file to the grey area or click the space to choose a file from your computer. Click Continue.

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4

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)

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5

Click Import.

NOTE: Remove any unused columns from your spreadsheet to ensure that it will upload.



Entire rows of data did not import

If you are seeing that a whole row of data such as last name or zip code did not import, this is likely because the column was not properly matched during import. Once you select the file, there will be a screen where you can match the column on your spreadsheet to the data point within Ludus. Make sure the two points are matching.

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The secondary email did not upload.

In order for a secondary email to upload, you will need to make sure that the email 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:





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