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Importing Family Profiles

Importing people in their existing family structures is important when you need to handle payments for an entire family with a single payment account.  A good example of this is in martial arts.  You will typically have a parent who signs up one or more of their children for different programs.  The parent is the head of the family and has the payment account info on their profile.  The children are added as family members to the parent's profile so the saved payment account can be used to pay for memberships or other expenses for both children.  The parent can see a family financial statement that includes the bills for all the children on it, and a single payment for the family's bills can be submitted through your payment gateway which can reduce transaction fees for you.

Please note:  If you choose to import your people using their family profiles, you will not need to perform a separate people import

Please send us your import documents when you are ready and we will review and import your information for you. 

Phone:  866-541-3570, Monday-Friday (7a-7p mountain time)

Email:  help@zenplanner.com or jonna.bunten@zenplanner.com 

Let's Get Started!

Families should be imported in two steps:  first, import the family heads; second, import the other family members.  Attached to this article you will find the Family Head Import Template and the Family Member Import Template.  Click on the files to download and save them to your desktop.  Both files can be opened in Excel and they contain sample data to help you understand how to enter your member's information. 

Add your member's data to the appropriate file and check that everything is formatted correctly.  You can use the sample data records in the files to double check.

Please note,  if you have more than 250 people in one file, you will need to create multiple files to perform your import.
Overly large files can cause the system to timeout in the middle of performing the import, preventing some of your records from being created.

After you finish formatting your files you can prep the files for import.  You will need to save your files in a format that Zen Planner can use.  With the import file open in Excel, click on File> Save As...   In the next popup menu click on the Format field and choose Tab Delimited Text (.txt) from the drop down then click Save.  This new .txt file is the one you will need to use to perform the import.

 

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After your files are ready, you are going to move on to performing the import.

 

Importing Your Files

Login to your database and navigate to Setup> Database Tools> Data Import.  Once you are there, you are going to click on People in the submenu.

 

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On the next screen, click on the Continue button.  This will take you to the file import screen.  From here click on the Choose File button to select your Family Head Import File.

Please Note:  You have to import your Family Head Import File first.

 

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You do not need to adjust any of the other settings.  Click on the Upload and Preview button and the system will process your file and show you the first few records in a preview pane.  Take a close look at your previewed data to see if anything looks missing or wrong.  

If you see errors, abandon the import by clicking the Back button.  Delete the .txt file you created earlier and go back to your original file and fix any errors or issues. Save your updated file following the directions in the Let's Get Started! section above. 

If your data looks good, then you can click the Import Data Now button beneath the data preview pane to process the import.

 

WARNING:  

Depending on the size of your file, the import may take several minutes to complete.

Please allow the process to complete and DO NOT press the back button in your browser. 

 

 Tips & Tricks

  • Please keep in mind that you are limited to importing the data types that you find in the template file.  If you can't import certain data during this import, take a look at the other import types that we support and you may find that those data types are available in one of the other import functions.  
  • Everyone who is in the same family should have the same name listed in the FamilyTag column on the import file.
  • The person who owns the payment account should be used as the Family Head.
  • If a family tag field is left blank, the person will be automatically created as the head of their own family
  • If you are importing all of your people using family profiles, you will not need to perform a separate people import. 

  • If you have more than 250 people in one file, you will need to create multiple files to perform your import.
    Overly large files can cause the system to timeout in the middle of performing the import preventing some of your records from being created.

 

Help!

If you run into any issues or have questions while you are working on your import, please don't hesitate to reach out to the customer advocates for help.  

Phone:  866-541-3570
Email:  help@zenplanner.com

If you are a new customer, and are still attending onboarding sessions, you can reach out to your onboarding coach for assistance.

 

 

 

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