You import club members on the Customers screen, using + Import Customers CSV. The Club Members screen doesn't have its own import. Each row in your CSV file is one customer and their membership of one club, matched by email address. If the customer isn't in WithWine yet, the import adds them.
Check and clean your data before you import. Club member imports have more rules than any other import, and some mistakes import without a warning. Start with a test file of 5 to 10 members, check them on the Club Members screen, then import the rest. See What should I check in my data before importing it into WithWine?
Subscription clubs: import members at least 10 days before their next order date. WithWine charges Subscription club members automatically on their Next Order Date for Club. About 8 to 9 days before each charge, WithWine emails the member an upcoming order reminder so they can change their selection. If you import a member whose next order date is only a few days away, they miss that reminder and are charged with little warning.
Before you start
Set up each club first in Settings > Clubs. The Club Name in your file must match one of the club names listed in the import pop-up.
Check each club's options in Settings > Clubs: preferences, how often members are charged, bottle quantities, month schedules and, for Subscription clubs, the products members can pick. Your file must use the same options.
If members pick up their club orders, set up the pickup venue first in Settings > Venues.
If you're importing authority to leave, tick Provide "authority to leave" option in Settings > Shipping.
Make sure each customer appears only once per club in your file.
Never put card numbers in your file. You can include the last 4 digits of each member's card instead (see below).
Steps
Go to Customers.
Click + Import Customers CSV.
If you don't have a file yet, click Download template CSV file. The template has every column, including the club columns. Fill it in, then save it as a CSV file.
Under CSV file, click Choose File and select your file. Leave File has a header row ticked if your first row has the column names.
Scroll to the Club Membership section. Check that each field shows the right column from your file. Choose None for fields you aren't importing.
Check the Preview (first 1000 rows) table at the bottom of the pop-up.
Click Import.
Read the Import Complete pop-up. It shows how many customers were imported and lists any rows that failed, with the reason. Click Close.
What to put in each club column
Always fill in these columns for every club member:
Email: the customer's email address.
Club Name: one of your clubs, as listed in the import pop-up.
Club Delivery Method: Pickup or Delivery. This is required whenever Club Name is filled in. When updating existing members, use DoNotUpdate to keep their current pickup or delivery details.
Club Member Status: Active, Paused or Cancelled.
Club Member Since: the date they joined, for example 2023-03-01.
Dates depend on the status:
Active: fill in Next Order Date for Club. Leave the paused and cancelled dates empty.
Paused: fill in Club Member Paused On (required) and, if you know it, Club Member Paused Until Date. Leave Next Order Date for Club empty.
Cancelled: fill in Club Member Cancelled On. Leave Next Order Date for Club empty.
These columns must match an option set up for the club. Leave them empty if the club doesn't offer that choice:
Club Preference: for example Red Wine or White Wine.
Club Charge Interval (Months): the number of months between charges. 3 means 4 times a year, 4 means 3 times a year, 6 means twice a year and 12 means once a year.
Club Bottle Quantity: for example 6 or 12.
Club Schedule: the months the member is charged, separated by commas, for example January,April,July,October. It must match a month schedule set up for the club and charge interval. If you edit the file in a text editor rather than a spreadsheet program, put the months in double quotes.
Pickup and delivery columns:
WithWine Venue Name for Club Pickup: the venue the member picks up from, as named in WithWine, for example Saltbush Cellar Door. You can use WithWine Venue ID for Club Pickup instead. One of these is required when Club Delivery Method is Pickup.
Authority to Leave: YES/NO, TRUE/FALSE or 1/0.
Other club columns:
Last 4 digits of Club Credit Card (for manual input validation): exactly 4 digits. See the next section.
Club Membership Processed By Email: the email address of the staff member who signed the member up. It must belong to someone with access to WithWine. If you leave it empty, the membership shows the person who ran the import. Remove Club Membership Processed By (YES/NO, TRUE/FALSE or 1/0) clears it when updating.
Why you import the last 4 digits of the card
Card numbers must never be put in a CSV file, so club members' cards can't be imported. After the import, each member's card is entered by hand, one at a time. If you imported the last 4 digits, WithWine warns you when the card you enter has different last 4 digits.
The check is there to catch mistakes when you're entering hundreds or thousands of cards, such as putting the same card on two customers or losing track of which member you're up to.
How to import Subscription club product selections
Use the Club Product Selections column for members of a Subscription club. Write each product as the product ID, SKU or name, then a colon, then the quantity. Separate products with commas.
For example, 3 bottles of product 13705 and 3 bottles of product 13706:
13705:3,13706:3
Quantities are always bottles. The quantities must add up to the member's Club Bottle Quantity. This includes mixed packs: for a 12-bottle member who gets two 6-bottle mixed packs, write the mix's ID or SKU then :12, not :2. If the quantities don't add up, the import still succeeds but the member is left waiting for a selection.
Only products the club offers. Each product must be one of the products members can pick for that club. Other products are rejected.
Use product IDs or SKUs, not names. A name must match exactly. If two products share a SKU, use the product ID.
Different selections for each charge: if the club has Allow different selections for each charge interval turned on, you can import a different set of products for each charge, separating the sets with a pipe character (|). For example,
13705:6|13706:6for a member charged twice a year. If the club doesn't allow different selections, only the first set is imported.
What happens next
The members appear on the Club Members screen with their club, how often they're charged, bottle quantity, member since date, preference and estimated next run. Paused and cancelled members show a PAUSED or CANCELLED badge.
Each member's activity shows Joined and the club name.
WithWine doesn't email the members about the import.
Members don't have a saved card yet. Their cards need to be entered before they can be charged.
Active members with a Next Order Date for Club are included in the next club run. For clubs where the winery chooses the wines, or where members choose each club run, you can process a club run for these members whatever their next order date. For Subscription clubs, WithWine charges the member on their next order date.
Troubleshooting
"Club Delivery Method is required if Club Name is provided": add a Club Delivery Method column with Pickup, Delivery or DoNotUpdate.
"Club Pickup Destination Id or Name is required when Club Delivery Method is Pickup": add the pickup venue in WithWine Venue Name for Club Pickup.
"Club Name must match one of the following clubs": the club name in your file doesn't match. Copy the name from the error message.
"Next Order Date for Club must be empty if Club Member Status is not Active": clear the next order date for paused and cancelled members.
"Club Member Paused On is required if Club Member Status is Paused": add the date the membership was paused.
"No products in club options matched for product": the product isn't one members can pick for that club. Check the club's products in Settings > Clubs.
An error says a preference, charge interval, bottle quantity or schedule must match: check the club's options in Settings > Clubs and use the same values. Leave the column empty if the club doesn't offer that choice.
A member shows the wrong status: check your file for the same customer twice in the same club. WithWine uses the last row.
A Subscription member is waiting for a selection: their product quantities don't add up to their bottle quantity. Remember mixed packs are counted in bottles.
Some rows failed: the other rows still imported. Click Download Errors in the Import Complete pop-up, fix the failed rows and import just those rows again.