Skip to main content
← Back to all guides
Membership

Import or export members

This guide covers how to download your memberships as a spreadsheet, and how to start a membership import from the Member List. The import steps themselves are in "Import supporters, gifts, memberships and payments from a spreadsheet".

Who can do this: Owner, Administrator, Finance and Fundraiser. Other roles don't see the "Import" or "Export" buttons on the Member List.

Quick steps: Export: Membership › "Member List" › "Export" › choose format, dates and fields › "Start Export" › "Download". Import: Membership › "Member List" › "Import" › upload the file › follow the import steps.

Before you start

  • You need one of the roles above.
  • For an import: the people in your file should already be in Clerestory as supporters, and the membership levels must already exist. A supporter is anyone in your records who has given, joined or registered. A level is one kind of membership you sell, for example "Family". See "Set up membership levels: add, edit, duplicate, stop offering and delete".
  • For an import: have your file ready as CSV, Excel or JSON, up to 10MB.

Export your memberships

Page: /dashboard/membership/members

  1. In the left-hand menu, click "Membership". The group opens.
  2. Click "Member List". The page is headed "Membership List".
  3. At the top right of the page, click "Export". It has a download arrow icon.
  4. A box opens called "Export Memberships".
  5. Click the "Export Format" list and choose "CSV - Best for spreadsheets", "JSON - Best for programmatic access" or "Excel - Best for manual editing". CSV is already selected.
  6. Under "Date Range (Optional)", pick dates to limit the export, or leave it empty to export everything. The range filters by the date each record was created.
  7. Under "Fields to Export", every column is already checked. Uncheck any you don't want. Use "Select All" or "Clear All" to change them all at once.
  8. Click "Start Export" at the bottom right.
  9. A bar shows "Exporting..." while the file is made. Large exports can take a few minutes.
  10. You'll see "Export ready!". That means it worked.
  11. Click "Download" to save the file.
  12. Click "Close".
Member List buttons
Export box
Export ready

The download link works for 7 days.

Import memberships

Page: /dashboard/membership/members

  1. Follow steps 1 and 2 of "Export your memberships".
  2. At the top right of the page, click "Import". It has an upload arrow icon.
  3. A box opens called "Upload File". It says "Importing: Memberships".
  4. Drag your file onto the dashed box, or click "Choose file" and pick it from your computer. The file's name appears under "Choose file".
  5. Click "Continue", the wide button at the bottom of the box.
  6. The box changes to "Map Fields" and says "Field mapping detected. Review and adjust if needed." Click "Continue", next to "Back".
  7. The box changes to "Review Import". Under "Import Preview" you'll see "Total Rows". The box is narrow: scroll it sideways to see "Valid Rows" and "Errors".
  8. Under "Data Preview", check each row of your file.
Upload File box

Important: Clicking "Continue to Import" starts the import. It can't be undone in the screens, so check your file first.

  1. Click "Continue to Import", next to "Back".
  2. The box closes and you'll see "Successfully imported" with the number of rows, for example "Successfully imported 3 rows". That means it worked. The Member List refreshes.
  3. Check that the number matches the rows in your file. If it says fewer, some rows were not imported (see "Special cases").

A membership file needs supporter_first_name, supporter_last_name, supporter_email, payment_amount, start_date, expiration_date and membership_tier_name. Put amounts in dollars, for example 75.00, and dates as 2026-01-15.

Special cases

  • The export ignores the Member List filters. Searching or filtering the list doesn't narrow the export. Use "Date Range (Optional)" in the export box instead.
  • "Download link has expired. Please create a new export.": click "Start Export" again.
  • "Export failed. Please try again.": close the box and start again. If it repeats, contact Clerestory support.
  • "Import completed with errors": some rows didn't import. See "If you make a mistake" in the import guide.
  • A row for someone who already has an active membership at the same level may not be imported. The message can still say "Successfully imported 0 rows", without saying why. Check the person's membership on the Member List.
  • The "Import Tips" box says amounts can be in cents. Don't use cents. Put amounts in dollars, for example 75.00.

If you make a mistake

  • Exported the wrong columns or dates: open "Export" again and make a new export. Nothing in Clerestory changes when you export.
  • Imported the wrong file: this can't be undone in the screens. There's no button that reverses an import. Contact Clerestory support with the date and time you imported it.