Import Templates and Instructions
Each type of import has its template and requirements. This article covers imports that are available to be set up by an account holder but completed by the support team. Below are the CSV templates needed for each of these imports as well as a description of what data is required or optional for each.
Patron, Student, and Authentication imports can be performed by any account user having Full Admin permissions. Instructions for those imports are found within their respective locations within Ludus and the manual.
CSV Sample:
To import Access Codes the following information can be included in the appropriate column of the CSV.
- Access code: (Required) Can be letters or numbers, and must be unique. Can not contain special characters.
- Reference Text: (Optional) Internal note for Admins that appears on the Access code screen.
- Total Tickets: (Optional) Used to set the total number of tickets a code can be used for.
- Showtimes: (Optional) Used to limit the code to unlocking a specific event time or times. Event time ID is obtained via the URL for the Event. Multiple time codes would be separated by a comma. See the example below.
- Email: (Optional) If provided the Access code will be emailed to the address provided immediately on import.
Any column not used on the CSV should be deleted
Access codes will be set to individual/Family if the Total TIckets column is used.
Both Flat Rate discounts as well as Percentage Off discounts can be imported. Each type has its own CSV template.
Flat Rate Discount Template
For Flat Rate discounts the following items can be set by import:
- Code (Required) Can be Letters, words or numbers, or a combination of those. Must be unique, with no special characters or spaces.
- Flat Amount (Required): the amount of the discount.
- Flat Type(Required): This sets the discount to be either per Order or per Ticket.
- Total Available (Optional): this is the total inventory for the discount code and is not the per-patron limit. Set to 0 to not use this feature (this will "uncheck" that option in the interface)
- Tickets Limit (Optional): this is the total number of tickets the discount code can be used on. Set to 0 to not use this feature.
- Ticket limit Type (Optional): if 'tickets_limit' is set, you can set this to all or patron. Use 'all' if the discount code should expire after being used on that many tickets in total across all orders. Use 'patron' if it's a shared discount code amongst multiple patrons (per patron).
- Global (Optional): Set this discount code to be a global discount. Set to 1 to enable, leave as 0 or blank to not use.
- Global Shows (Optional): if global is set to 1, you can set the global events using their IDs, from the URL like this: '100073 100016 100023' <- each of those is an event ID, be sure to put a space between each ID (commas are not accepted)
Percentage Off Discount Code Template
Importing percentage off discount codes allows for using the following settings via import.
- Code (Required): Must be unique and not contain any spaces or special characters.
- Percentage (Required) The percentage to take off of ticket prices.
- Total Available (Optional): This is the total inventory of tickets for the discount code and is not a per-patron limit. Set to 0 to not use this feature.
- Tickets Limit (Optional): this is the total number of tickets the discount code can be used on. Set to 0 to not use this feature.
- Ticket limit Type (Optional): if 'tickets_limit' is set, you can set this to all or patron. Use 'all' if the discount code should expire after being used on that many tickets in total across all orders. Use 'patron' if it's a shared discount code amongst multiple patrons (per patron).
- Global (Optional): SSetthis discount code to be a global discount. Set to 1 to enable, leave as 0 or blank to not use.
- Global Shows (Optional): if global is set to 1, you can set the global events using their ID's, from the URL like this: '100073 100016 100023' <- each of those is an event ID, be sure to put a space between each ID (commas are not accepted)
It is important to know that not all settings for discount codes can be imported. Only settings listed above can imported at this time.
It is possible to import historical donations. These will appear as comped donations. Donation Import Template:
To import donations the following columns are available:
- Submit Date (Optional): The date of the original donation.
- Amount (Required): The amount of the donation
- Full Name (Required) First and Last Name of the patron can be entered
- Email (Required): The email address, creates the record of donation.
- Street Address (Optional): Streed Address for Patron Record
- City (Optional): For the Patron Record
- State (Optional): For the Patron Record
- Zip Code (Optional): For the Patron Record
- Phone number (Optional): For the Patron Record
- Company (Optional): For Company based donations.
- Memo (Optional): Short message about donation which appears on the confirmation email.
- Category ID (Optional): If you have categories set you can include the Category ID, listed on the Donation Categories page.
- Level ID (Optional): If using levels you can enter the Level ID number (located in the URL when clicking Edit next to the level to assign the donation to your specific levels. See the example below.
Importing Flex passes can be done for many reasons. While normally used when onboarding to set up existing sales from your prior system for events that will take place on Ludus, you can also use them for other purposes such as an alternative to discount codes, where they can be used for comp tickets.
Flex Passes must be set up within your account before an import can take place. When requesting an import let us know if patrons should be emailed the passes or not. Flex Pass Import Template:
The following fields are utilized for Flex Pass imports:
- Pass ID (Required): Obtained via the Pass URL (example below)
- Code (Required): The code you want to assign to the Passholder, Must be unique, and can be letters, numbers, or a combination of both. Special characters are not allowed.
- First Name (Optional): Passholders first name
- Last Name (Optional): Passholders last name
- Email (Required): This assigns the pass to the papatron'secord
- Address (Optional): Patron Address
- Phone Number (Optional): PaPatron'shone number.
Importing passes can optionally send an email of the passcode to the recipient. Let support know if you want the patrons emailed the pass at the time of import or if you will later send the passes out.
This is primarily done when you are importing memberships from a prior system into Ludus as part of onboarding.
Your existing memberships that were paid for in another system can be imported with an expiration date. 7 days before the imported memberships are set to expire an email will be generated allowing patrons to set up a payment method to continue their membership by setting up a credit card to charge.
Membership passes need to be set up before an import can be done and any fee settings should be set ahead of time.
Before importing the membership passes it is strongly advised that you email your patrons letting them know that they will be receiving an email about the new membership in Ludus so they don't think it is spam and that the links are safe.
Recurring Membership template.
The following items are required to import a recurring membership:
- Pass ID: obtained from the URL of the pass
- Code: The pass code you would like to assign, must be unique.
- Email: Patrons email address
- Expiration Date: Formatted as DD-Month-YY (IE: 29-Jul-24
Additional fields:
- First Name
- Last Name
- Address
- Phone #: preferred formating would be (###) ###-####
Volunteer hours can be imported to existing volunteer profiles. This is primarily meant for recording hours accumulated in a prior system when moving to Ludus. This import would be completed after volunteer profiles are imported or created.
CSV Sample file:
To import volunteer hours the following fields are available:
- Email (required)
- Hours: Number of hours to apply.
- Notes: Any information to record for these hours. (Optional)
- Role ID: Associated Role ID in Ludus. (Optional)
- Volunteered Date: Date to record the hours worked on. (Optional)
- Submit Date: Date submitted. (Optional)
The Role ID number can be located by clicking on the Volunteer tab and using the filter for the role you need the ID number for. Once filtered the ID number is in the URL for the page.
