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How to Import Members in Bulk On Revela

The Member Directory Import lets you add multiple members to Revela at once using a standardized import spreadsheet. The process only requires a few essential fields related to the member and their chapter, making it a quick and streamlined way to maintain your Member Directory.

This is especially helpful when onboarding a new group of members, updating your roster at the beginning of a semester, or adding new members after Bid Day. Importing members in bulk gets them into Revela promptly so you can move on to important next steps, such as member billing, assigning onboarding forms, and managing membership information, without adding each member individually.

Step 1: Download the Import Template

Navigate to the Member Directory Import page for your organization and download the sample import template:

https://[your_domain].revela.co/organization/data_imports/member_directories

Using the provided template is recommended to ensure your spreadsheet is formatted correctly for the import.

Step 2: Complete the Required Fields

Open the template and enter the information for each member you'd like to import. Fields shown in bold on the template are required:

  • First Name
  • Last Name
  • Email
  • Entity
  • Property

The Email field serves as a unique identifier for each user in Revela. If the email address included in your import is already associated with an existing account, the import may fail due to the existing record.

Note: Revela identifies users by their email address rather than by first and last name. This means that if two records share the same first and last name but different email addresses, Revela treats them as separate users and creates a new record for each.

Make sure the Entity and Property values exactly match the names already configured within your Revela instance. These fields are space- and case-sensitive.

Adding Optional Member Information

If you have additional information for your members, such as phone number, date of birth, Student ID number, or parent/guarantor information, you're welcome to include it in the import. Make sure all information follows the formatting provided in the sample import template, since using a different format or changing the column structure may result in import errors.

Adding Parent Information

If you include parent or guarantor information, Revela checks whether an account already exists for that individual. If the parent or guarantor doesn't already have an account, Revela creates a new guarantor record and links it to the member's Membership Agreement.

Note: If the parent or guarantor included in the spreadsheet already has an existing account in Revela, the import may fail due to the duplicate account.

If this happens, remove the existing parent or guarantor's information from the import spreadsheet and re-upload the file. Once the member has been successfully imported, you can link the existing parent or guarantor to the member manually through the user interface. Alternatively, the member can add and link their existing parent or guarantor account when completing their onboarding form.

Step 3: Add the Membership Start Date

The Membership Start Date isn't required for the import, but we recommend including it for each member. Adding a Membership Start Date makes it easier to sort and identify members later, especially if you need to find or tag a specific group of members through Member Management > Membership Agreements.

Step 4: Review Your Spreadsheet

Before uploading the file, review your spreadsheet to confirm:

  • All required fields are completed.
  • Member names and information are accurate.
  • The correct Entity and Property are assigned.
  • The spreadsheet follows the format of the provided import template.

Step 5: Upload the Completed File

Once your spreadsheet is complete, save the file and return to the Member Directory Import page. Upload the completed spreadsheet to begin the import.

Note: Check Send Welcome Email if you'd like to send the account activation email to your new members instantly.


Step 6: Verify the Imported Members

After the import is complete, navigate to Member Management > Membership Agreements and confirm that the newly imported members appear in the Member Directory. From there, you can manage, sort, or tag the imported members as needed to move forward with billing or assigning them to an onboarding form.


Tips & Best Practices

  • Double check that your Entity and Property values exactly match what's already configured in Revela before uploading. A mismatch, even in spacing or capitalization, can cause the import to fail.
  • Add a Membership Start Date for each member during import rather than after, since it makes finding and tagging that group later much easier.
  • If a parent or guarantor import fails due to a duplicate account, don't try to re-add them in the spreadsheet. Remove their information, import the member first, then link the existing parent or guarantor account manually or let the member do it through their own onboarding form.