Import Customer Data|Customer List

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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 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.  

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Step 2. Enter member data 

Open my_customers_import.xlsx and go to the Template worksheet to enter the data. Please refer to Example worksheet for filling instructions. The format will be different depending on whether or not you have enabled the "mobile sign-up" feature. 

Please note: Each imported file can contain a maximum of 3000 entries of member data. If you need to import more than 3000, please import a separate file.

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Step 3. Upload file and check 

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

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You will see a preview after uploading the file. If there are fields with missing inputs, an error message will appear in the "3. Import customers" section. Please complete the fields and re-upload the file.

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Step 4. Manually send notification email/message 

Clicking Import customers will bring up a window from where you can choose what type of notification message you want to send to customers. You can preview the different types of notification messages by clicking on Preview.

Please 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.
  • Phone Number field is only visible after data import if you have enabled the mobile sign-up feature.

 

  • 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 Phone Number and Store Credits fields are filled in for a customer, a notification SMS will be sent to them. 
  • Phone Number field is only visible after data import if you have enabled the mobile sign-up feature.
  • 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 Phone Number and Member Points fields are filled in for a customer, a notification SMS will be sent to them.
  • Phone Number field is only visible after data import if you have enabled the mobile sign-up feature.
  • Member Points field is only visible after data import if you have enabled Member Points.

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Message Preview

1. Email content preview

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2. SMS content preview

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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]

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Note: If you have marked the "Is a Member" for a customer as "Y" in the uploaded spreadsheet file, this will appear as a green tick 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 tick once a customer has set up a password via the link in the notification message.

 

3. Instruction for merchants without the feature "mobile sign-up" enabled

A–E: Basic details

F–L: Promotions & registration

M–U: Membership Tier, Store Credits and Member Points

V-AC: Recipient's information

 

A–E: Basic details 

A: Name 

  • Must be filled in 
  • Example: Wullie McTavish 

B: Email address

  • Must be filled in 
  • 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. 
  • If the customer is a Non-member (i.e. you have written N in the "Is a Member" field) then an email address must be provided for this customer 
  • Example: 006@seanoconnery.scot 

 

C:  Gender 

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

 

D: 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. 
  • 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

 

E: Language 

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

 

F–L: Promotions & registration 

F: 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
  • Please note:
    • 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.

 

G: 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 

 

H: 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

 

I: 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.

 

J: 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 K (Register Store ID).
  • Example: Admin 

 

K: Register Store ID

  • If you have entered POS or Smart OMO for column J, then this field is mandatory. 
  • 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.

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L: Register Date 

  • Please fill in the register time and date with the following format (YYYY/MM/DD HH:MM:SS).
  • 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

 

M–U: Membership Tier, Store Credits and Member Points

M: Total Spend 

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

 

N: 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 terms.
  • Example: Y

 

O: 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 field F. 
  • If you leave this field blank, then the customer's membership will be marked as a standard membership
  • Example: 59e1abcdefghie123456

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P: 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 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 an email notification to customers.
  • If this field is left blank, the system will not assign store credit(s) to customers.
  • Example: 100

 

Q: 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 P 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 

 

R: 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 the following format "YYYY/MM/DD" or "YYYY-MM-DD".
  • If you want to send a message to a customer with the reason for adding credits to a customer, you must also fill out field P 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

 

S: 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 

 

T: 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.

 

U: Phone numbers 

  • 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, 02-2345-6789 or +886-2-23456789.

 

V-AC: Recipient's information

  • Columns V-AC are optional. Please leave them blank if there is no recipient's information. If there is a recipient, columns V-AA and AC 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 V-AC are compulsory to be filled in, you could skip the previous columns. Please refer to the Example worksheet to fill in the Excel file. User's data will not be imported if the address is invalid.

 

V: Address - Recipient Name

  • Must be filled in
  • Please also fill in columns V, W, X, Y, Z, AB and AC.
  • Example: Wullie McTavish 

 

W: Address - Recipient Phone Number

  • 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, 02-2345-6789 or +886-2-23456789.

 

X: Address - 1

  • Must be filled in for a valid address
  • Example: 3rd Floor, No. 23, Open Street

 

Y: Address - 2

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

 

Z: Address - City

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

 

AA: Address - District/State/Province

  • Optional. 

 

AB: Address - Postcode

  • Optional. Please fill in the postcode according to the customer's delivery address. 

 

AC: 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.

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

 

4. Instruction for merchants with the feature "mobile sign-up" enabled

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: Name 

  • Must be filled in 
  • Example: Wullie McTavish 

 

B: Email address

  • Customers may pick between “Email address” and “Mobile number”. Email address is mandatory if the phone number is not filled.
  • 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. 
  • If the customer is a Non-member (i.e. you have written N or left blank in the "Is a Member" field) then an email address must be provided for this customer 
  • Example: 006@seanoconnery.scot 

 

C. Country/Region Calling Code

  • This is mandatory if "D. mobile number" is filled in.
  • Country/Region calling code of mobile number. Omit "+". 
  • Example: 886

 

D. Mobile Number 

  • This is mandatory if the email is not filled.
  • 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. 
  • Customer must be a member (i.e. Y in "Is a Member" field) before importing the phone number.
  • Verification SMS will be sent to this number after the member is imported successfully.
  • Example: 0987654321
  • The character limit for a single English SMS message is 160 characters. The character limit for a Chinese/English SMS message is 70 characters. Some SMS messages would show the names of the shop and the customer. If the names are long, the message will exceed the character limit and be split up into more than one SMS. Please refer to the SMS Report for the exact number of sent SMS. 

 

E. Gender

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

 

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 the following format "YYYY/MM/DD".
  • 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. Choose 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
  • Please note:
    • 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 subscribe to marketing messages and "N" for those that do not. 
  • 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 pack VIP gift when packing.

 

L: Register From 

  • This field indicates where the customer has been registered. Please enter 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 K (Register Store ID).
  • Example: Admin

 

M: Register Store ID

  • If you have entered POS or Smart OMO for column J, then this field is mandatory. 
  • 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.

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N: Register Date 

  • Please fill in the Register Time & Date with the following format (YYYY/MM/DD HH:MM:SS)
  • 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–W: Membership Tier, Store Credits and Member Points

O. Total Spend 

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

 

P. Order is Accumulation

  • Merchants are required to have 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" in field O; 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 terms.
  • 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 field H. 
  • If you leave this field blank, then the customer's membership will be marked as a standard membership
  • 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 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 an email notification or an SMS  to customers depending on the data received. Customers who entered both email and phone number will receive notifications from both ways. 
  • 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 the following format "YYYY/MM/DD" or "YYYY-MM-DD".
  • If you want to send a message to a customer with the reason for adding credits to a customer, you must also fill out field 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: Phone numbers 

  • 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, 02-2345-6789 or +886-2-23456789.

  

X-AE: Recipient's information

  • Columns X-AE 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. User's data will not be imported if the address is invalid.

 

X: Address - Recipient Name

  • Must be filled in if there is a recipient address
  • Please also fill in columns X, Y, Z, AA, AB, AD and AE.
  • Example: Wullie McTavish

 

Y: Address - Recipient Phone Number

  • Must be filled in if there is a recipient address
  • 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, 02-2345-6789 or +886-2-23456789.

 

Z: Address - 1

  • Must be filled in for a valid address
  • 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. 

 

AD: Address - Postcode

  • Optional. Please fill in the postcode according to the customer's delivery address. 

 

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

 

 

 

 

 

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