Import Customer Data｜Customer List

 

• Before you begin 
• Import step-by-step guide
• Instruction for filling in the report

1. Before you begin

• Remember to double-check the customer data before you import it. You will not be able to import membership data already saved in your store.
• After importing customer data, the system will send a password setup message to those for whom the "Already a member" field is set to "Y". 
• Before importing customer data, please confirm that you have completed the set-up of your store and is operating normally. In case a customer completes their password set-up but cannot complete an order at your shop, you might end up with some disgruntled customers.

 

2. Import step-by-step guide

Step 1. Download the template & file 

In SHOPLINE Admin, go to [Customer Management] > [Customers] then click on Import Report from the "Import Report" dropdown menu. Find the "1. Download template" section and then click on the my_customers_import.xlsx download link.  

 

Step 2. Enter member data 

Open my_customers_import.xlsx and go to the "Template" worksheet to enter the data. Please refer to the "Example" worksheet for filling instructions.

*Note: Each imported file can contain a maximum of 50,000 entries of member data. If you need to import more than 50,000, please import a separate file.

 

Step 3. Upload file and check 

After you finish inputting customer data into the spreadsheet template, return to SHOPLINE Admin, click on Upload .xlsx file and upload your file. 

 

 *Note: When uploading files, an error message may appear in the following situations. Please confirm and upload again.

• The file type is not in .xlsx format.
• Incorrect table fields.
• File upload timeout (file too large or system service issue).
• The number of data rows exceeds the limit.

 

You will see a preview after uploading the file. If there are any errors in the customer data, an error message will appear in the "Import customers" and "Preview" sections. Please correct the errors and upload the file again.

*Note: The system only supports preview and error messages for the first 3,000 rows of data. If you need to upload a large amount of data, please download the "Failure Report" to check for errors.

 

Step 4. Manually send notification email/message 

Clicking Import customers will bring up a window from where you can select what type of notification message you want to send to customers. Click Preview to preview the different types of notification messages.

*Note: If the SMS feature is enabled, SHOPLINE will charge you a monthly fee for sending SMS. In addition, the text limit for SMS is 160 half-width English characters or 70 characters when combining Chinese and English characters. If your message is longer than this, anything over the word limit will be sent in an additional message. 

• Member Account Import Notification 
  Send Email: If the Email field is filled in, you can send a message to the customer with instructions on how to set up a password. 
  Send SMS: If the SMS field is filled in, you can send an SMS to the customer with instructions on how to set up a password.

• Assign Store Credits Notification 
  Send Email: If the Email and Store Credits fields are filled in for a customer, a notification message will be sent to them.
  Send SMS: If the Mobile Number and Store Credits fields are filled in for a customer, a notification SMS will be sent to them. 
  
• Store Credits field is only visible after data import if you have enabled Store Credits.

 

• Assign Member Points Notification 
  Send Email: If the Email and Member Points fields are filled in for a customer, a notification email will be sent to them.
  Send SMS: If the Mobile Number and Member Points fields are filled in for a customer, a notification SMS will be sent to them.
• Member Points field is only visible after data import if you have enabled Member Points.

 

Message Preview

1. Email content preview

 

2. SMS content preview

 

Step 5. Check import progress 

After clicking OK and beginning the data import, you will be taken to the "Bulk Action Process" page. If there is a large amount of customer data within your uploaded file, it may take a few minutes to process. You can monitor the upload progress by going to [Report & Analytics] > [Bulk Action Process]. 

 

If the import fails, the "Download Failure Report" button will show under "Export Results." Click to download the failure report and check the reason for the error.

 

In the failure report, fields with errors will be highlighted in red, and the failure reason will be displayed in the rightmost column. Correct the errors and delete the "Failure Reason" column to re-upload the file.

*Note: If there are multiple errors, multiple reasons will be displayed.

 

3. Instruction for filling in the report

• A–G: Basic details
• H–N: Promotions & registration
• O-W: Membership Tier, Store Credits and Member Points
• X-AE: Recipient's information

 

A–G: Basic details 

A: Full name 

• Must be filled in 
• Example: Wullie McTavish 

 

B: Email address

• Fill in either the email address or the mobile number. You must enter the email address if you do not fill in the mobile number.
• Customers cannot have the same email address as another customer. You will not be able to import customer data for a customer if this is the case. 
• Example: 006@seanoconnery.scot 

 

C: International Calling Code

• If you have filled in "Column D: Mobile number", you must also fill in column C.
• Please fill in the calling count where the mobile number belongs to, no need to fill in +
• Example: 886

 

D: Mobile number 

• Fill in either the email address or the mobile number. You must enter the mobile number if you do not fill in the email address.
• Customers cannot have the same mobile number as another customer. You will not be able to import customer data for a customer if this is the case.
• A password setup SMS notification will be sent to this mobile number after the import is successful.
• Example: 0987654321
• The text limit for SMS is 160 half-width English characters or 70 characters when combining Chinese and English characters. Some SMS content will be displayed together with "store name" and "customer name". Anything over the word limit will be sent in an additional message. 

 

E:  Gender 

• "M" for male, "F" for Female, or "U" for Undisclosed.
• Example: U

 

F: Birthday 

• In order to import birthday information for customers, you need to first go to [Settings] > [Customer Settings] > "Preset Fields" and check the relevant boxes. 
• Please fill in the date with YYYY/MM/DD in the "Plain Text" format.
• You can set an age limit for customer registration, but this must be more than 13 due to international data privacy regulations. For more information on setting age limits, please see: Birthday Settings & Notice 
• Example: 1980/02/01

 

G: Language 

• This is the language that notification and password setup messages will be sent to the customer. Select either Chinese or English. 
• If this field is left blank, your store's default language will be used. 
• Example: English 

 

H-N: Promotions & registration 

H: Is a Member

• Type "Y" for a member and type "N" for a guest.

• If this field is left blank, the system will register the customer as a guest by default 

• Example: Y
• Notes:
  • If you have marked the "Is a Member" for a customer as (Y) in the uploaded spreadsheet file, this will appear as a green (V) in [Customer Management] > [Customers]. In this section, the "Password Setup" field for a customer will be marked with a red (X). This will be revised to a green (V) once a customer has set up a password via the link in the notification message. 
  • If the imported customer is marked as an existing member (Y) they will not receive any Welcome Credits that you have set up. This is because these customers are not considered newly registered members. 
  • If the imported customer is marked as a non-member (N) they will not automatically receive a message asking them to set a password. These customers will need to go to your store's site themselves and use their email to log in/register before receiving a system-generated message asking them to set a password.

 

I: Accepts Marketing 

• Enter "Y" for customers that want to receive marketing and "N" for those that don't. 
• Customers that are marked as "Accepts Marketing" and meet the filtering requirements will receive messages sent via Broadcast Center. 
• If this field is left blank the customer will be marked as "Accepts Marketing" by default. 
• Example: Y 

 

J: Tags 

• The Customer Tags & Note feature must be enabled to import this data. For more information, please see: Customer Tags & Note 
• Each tag should be 3–40 characters
• Tags cannot include spaces
• Tags should be separated by a halfwidth comma
• Maximum of 60 tags per customer 
• Example: VIP, frequent-shopper

 

K: Note 

• The Customer Tags & Note feature must be enabled to import this data. For more information, please see: Customer Tags & Note 
• This data can only be seen and searched by merchants and store managers in SHOPLINE Admin. The customer will not be able to see anything that you write in this field.
• Example: VIP member, remember to include a VIP gift when shipping.

 

L: Register From 

• This field indicates where the customer has been registered. The 4 possible sources include Admin (SHOPLINE Admin), Shop (storefront checkout page), POS, or Smart OMO. 
• If this field is left blank it will be registered as Admin by default 
• Please note: If the source of a customer registration is POS or Smart OMO then you must fill out column M (Register Store ID).
• Example: Admin 

 

M: Register Store ID

• You can neglect this column if the register source is Admin or Shop.
• You must be a POS or Smart OMO user in order to import this data field. For more information, please see here (POS) and here (Smart OMO).
• You can find a store's ID by clicking on the "View Store ID" button on the Import Customers page.

 

N: Register Date 

• Please fill in the register time and date with (YYYY/MM/DD) in the "Plain Text" format.
• If you only fill in the date, the system will use the time 00:00:00 by default.
• If this field is left blank, the system will use the default time as the current date & time.
• Example: 2020/07/23 11:40:00

 

O–V: Membership Tier, Store Credits and Member Points

O: Total Spend 

• Import the total amount spent by the customer 
• Please fill in the number that is greater than 0    
• Example: 1000

 

P: Order is Accumulation 

• Merchants are required to use the CRM - Membership module to import this data field. For more information, please see: Add-on Modules
• If merchants wish to include the accumulated purchase, please enter "Y"; if not, please enter "N".
• If you leave this field blank, the system will default to NOT including the accumulated purchase amount in the membership upgrade condition.
• The upgrade will take place in the early hours of the next day, assuming the accumulated purchase has reached the upgrade condition.
• Example: Y

 

Q: Membership Tier 

• You must have the CRM - Membership module to import this data field. For more information, please see: Add-on Modules
• You need to set up membership tiers in SHOPLINE Admin in order to be able to fill in the Membership ID field. 
• This will only be able to import membership tier data for customers that are marked as members in column H.
• If you leave this field blank, then the customer's membership will be marked as a basic.
• Example: 59e1abcdefghie123456

 

R: Store Credits

• You must have the CRM Credits module in order to import this field. For more information, please see: Add-on Modules
• Please fill in the amount of store credit assigned to customers. Please enter an amount greater than 0 or a notification of assigning zero store credit will be generated. Leave the field blank if store credit is not set up. 
• If you have set up store credits, then the system will send a notification to customers. The delivery method depends on the information (email and SMS) that the customer has. If you fill in column B (email address) and column C (country calling code) and column D (mobile number), both emails and text messages will be sent to notify customers of the reward; if only the email address or mobile number is filled in, only email/SNS will be sent.
• If this field is left blank, the system will not assign store credit(s) to customers.
• Example: 100

 

S: Reason for adding credits 

• You must have the CRM Credits module in order to import this field. For more information, please see: Add-on Modules
• Please enter the reason for adding credits in 50 characters or less. This message will be viewable in the Customer Center. 
• If you want to send a message to a customer with the reason for adding credits, you must also fill out field R for that customer.
• If this field is left blank, the system will mark the reason as "Manually added by shop" by default. 
• Example: member gift 

 

T: Expiry Date of Credits

• You must have the CRM Credits module in order to import this field. For more information, please see: Add-on Modules
• Please fill in the date with "YYYY/MM/DD" or "YYYY-MM-DD" in the "Plain Text" format.
• If you want to send a message to a customer with the reason for adding credits to a customer, you must also fill out column R for that customer.
• If this field is left blank the credits will be marked as never expiring. 
• Example: 2020/07/23 or 2020-07-23

 

U: Member points

• You must have the CRM Credits module in order to import this field. For more information, please see: Add-on Modules
• Please set up Points Earning Rules before importing customer data. For more information, please see: Member Points 
• Please enter a number greater than 0.
• Example: 100 

 

V: Reason for adding points

• You must have the CRM Credits module in order to import this field. For more information, please see: Add-on Modules
• Please enter the reason for adding points in 50 characters or less. This message will be viewable in the Customer Center. 
• If this field is left blank, the system will mark the reason as "Manually added by shop" by default.

 

W: Contact Phone

• Data must be in a valid format or it will result in import failure. You can input + or - symbols.
• Example: 0987654321, +886987654321, 0987-654-321, 0223456789, 02-2345-6789 or +886-2-23456789.

 

X-AF: Recipient's information

• Columns X-AF are optional. Please leave them blank if there is no recipient's information. If there is a recipient, columns X-AB and AD must be filled to import. 
• Each user can import a maximum of 5 recipient addresses. Please start a new line to fill in multiple address entries. Only columns X-AE are compulsory to be filled in, you could skip the previous columns. Please refer to the Example worksheet to fill in the Excel file. The user's data will not be imported if the address is invalid.

 

X: Address - Recipient Name

• If the customer has a recipient address, this field is mandatory. You must also enter the recipient's name.
• Please also fill in columns X, Y, Z, AA, AB, AD and AE.
• Example: Wullie McTavish 

 

Y: Address - Recipient Phone Number

• If the customer has a recipient address, this field is mandatory.
• Data must be in a valid format or it will result in import failure. You can input + or - symbols.
• Example: 0987654321, +886987654321, 0987-654-321, 0223456789, 02-2345-6789 or +886-2-23456789.

 

Z: Address - 1

• If the customer has a recipient address, this field is mandatory. You must fill in Address - 1 to make it valid.
• Example: 3rd Floor, No. 23, Open Street

 

AA: Address - 2

• Optional. Please fill in the administrative divisions of Taiwan here.
• Example: Songshan District

 

AB: Address - City

• Must be filled in for a valid address
• Example: Taipei City

 

AC: Address - District/State/Province

• Optional. This field is for international addresses.
• Please fill in "Address - 2" for the administrative divisions of Taiwan.

 

AD: Address - Postcode

• Optional.
• Please fill in the postcode according to the customer's delivery address. Please enter a 3-digit code for TW addresses.
• For example: Songshan District, Taipei City - 105 

 

AE: Address - Country

• Must be filled in for a valid address
• Please refer to the list of country codes in the "Instruction" worksheet in the Excel file.
• Example: Taiwan - TW; Hong Kong - HK; United States - US.

Input example: Amanda Kat 0213456789 4th Floor, No. 13 Happy Street, Songshan District, Taipei City, Taiwan.

• X: Amanda Kat
• Y: 0213456789
• Z: 4th Floor, No. 13 Happy Street
• AA: Songshan District
• AB: Taipei City
• AC: (Blank)
• AD: 104
• AE: TW

 

AF: External member ID

• Optional.
• If you are integrating with other third-party services, you can use this field to import the customer's external membership ID.