Import Templates and Instructions

each type of import has its template and requirements this article covers imports that can be set up by an account holder and provides links provided by the support team below are the csv templates required for each of these imports, along with links to additional resources and help note patron, student, and authentication imports can be performed by any account user with full admin permissions instructions for those imports can be found in their respective locations within ludus and the manual imports available on your admin account authentication csv example https //archbee doc uploads s3 amazonaws com/ wjcg2 gpbfukvbzqamyv sgqr5nr9cgr4x4h oxaqm 20250612 191029 csv before you can upload, you will first want to organize your records into a csv file or excel sheet each bit of information (id, email, first name, last name, grade) will need to be in its own column each row will represent an individual record for more information about what bits of information are needed for an authentication record, check out this article suggested article what information is needed for an authentication record? docid 3yulsvja8irlynhnweolj to import authentication navigate to more > authentication 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 auth id to auth id) click import note see authentication docid\ q4e7sc530lxyyf rognia for more information, including how to enable authentication on your account import information is also provided in that resource patrons csv example https //archbee doc uploads s3 amazonaws com/ wjcg2 gpbfukvbzqamyv gm7p8gk1iwl3smgltz7yl 20241104 203527 csv to import patrons 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 note check out import patrons to ludus docid\ wurdmcx215pfiljfm5j8h for more detailed instructions/information students csv example https //archbee doc uploads s3 amazonaws com/ wjcg2 gpbfukvbzqamyv jluioilxc1wjlsi3xxhks 20250107 203059 csv to import students go to more (at the top of your account) > students select the more dropdown (on the students page) > select import note check out students docid\ djfcmsrvmqckfvb4jjvh1 for more detailed instructions and background information on the students feature volunteers csv example https //archbee doc uploads s3 amazonaws com/ wjcg2 gpbfukvbzqamyv 4pgzwyevdkuao3pdawqnl 20250612 191401 csv to import volunteers navigate to more (at the top of your account) > volunteers once there, navigate again to volunteers (located along the top bar) from here, select import volunteers note you can also import volunteer hours through ludus support scroll further down this page for that information imports that need to be done by ludus support access codes csv sample https //archbee doc uploads s3 amazonaws com/y ys svzwor q35q4f09j qxgd e9cyurt43csy1iyt 20240925 151158 csv 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 discount codes both flat rate discounts as well as percentage off discounts can be imported each type has its own csv template flat rate discount template https //archbee doc uploads s3 amazonaws com/y ys svzwor q35q4f09j 0iunifhfmmh1z7f7pvpr4 20240829 140712 csv 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 https //archbee doc uploads s3 amazonaws com/y ys svzwor q35q4f09j bzriiypsdej2sksvbqpqh 20240829 144748 csv 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) set the 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) it is important to know that not all settings for discount codes can be imported only settings listed above can imported at this time donations it is possible to import historical donations these will appear as comped donations donation import template https //archbee doc uploads s3 amazonaws com/y ys svzwor q35q4f09j zfrtvashcfzqmxskah8ux 20240829 143453 csv note patrons must be imported first, before importing historical donations note the format for the "submit date" column must be year month date (yyyy/mm/dd) if the year is the only date on the donation, import the donation in as 2025 01 01 it must have the formatting of a four digit year, a two digit month, and a two digit day to import correctly 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) the first and last names of the patron can be entered email (required) the email address creates the record of donation street address (optional) street 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 the donation that 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 flex passes 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 https //archbee doc uploads s3 amazonaws com/y ys svzwor q35q4f09j lrcnwj2xgryv2k09d c28 20240829 143804 csv 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) passholder's first name last name (optional) passholder's last name email (required) this assigns the pass to the patron's record address (optional ) patron address phone number (optional) patron's phone number note 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 patron properties see import properties docid\ yrbowvawv0qnxziwavuys for instructions and assistance (as well as the csv) prior gift card sales see import prior gift card sales docid\ moxldcuxkhxxgj ek6w4y for instructions and assistance (as well as the csv) prior ticket sales see import prior ticket sales docid\ jeuaumsyrbshodpry9ohb for instructions and assistance (as well as the csv) recurring memberships this is primarily done when 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 https //archbee doc uploads s3 amazonaws com/y ys svzwor q35q4f09j 2mrxymx rdrpidd7e00m7 20240829 143529 csv 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 patron's 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 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 https //archbee doc uploads s3 amazonaws com/y ys svzwor q35q4f09j wbvmv6krmcwatcczi0jfm 20240809 130841 csv 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) note 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 once filtered, the id number is in the url for the page