Sync Member Profiles

Max. file size: 100 MB.

Instructions

As our current Beacon CRM plan does not allow for automations, we need to sync members with the website manually. This should be done regularly or as an when we have a number of new members joining.

The process is outlined in detail below. There are a number of steps but once you are confident, it should take no more than 10-15 minutes to complete.

1. Export New Profiles from Beacon

  1. Login to Beacon CRM
  2. Go to Memberships tab.
  3. In the dropdown filter select: New Members for Web Sync
  4. Select all the entries with the left-hand Checkmark
  5. Click on the 3 dots (next to “{X} selected” text)
  6. Click Export Memberships
  7. Select the “Export Member Profiles” template from the dropdown list.
  8. Click Export.

2. Add Image Link to Export File

Image files do not export from Beacon automatically. To add these to the export…

  1. Open your exported .csv file (in Excel, Apple Numbers or similar).
  2. Add a new column called ‘Image’ . Note – this MUST be the exact word Image otherwise the import may not run properly.
  3. Return to the New Members for Web Sync list in Beacon CRM.
  4. For item in the list, right-click on the first Profile Image and select “Copy Link” from you browser. Note: this step may vary depending on your browser/operating system, you simply need to find a shortcut to copy the URL of the image from beacon.
  5. Paste the link into the relevant row in the export Spreadsheet (i.e. against the appropriate member. You may need to check how your spreadsheet has sorted the entries, i.e. ascending or descending.)
  6. Repeat steps 4 and 5 for all entries.
  7. Save/Export your spreadsheet as a new .csv file.

3. Import to WordPress

  1. Go to the form above (or at: https://articulation.scot/sync-member-profiles)
  2. Upload your new .csv file.
  3. The import process will begin. This process can take from 2 to 15 minutes depending on the number of entries and the size of the image uploads.
  4. To check if the process has completed, visit the Members listing and check your new entries are now published.

4. Mark Profiles as Synced

In order to ensure that the synced profiles are imported only once, you must mark them as synced.

  1. Return to the New Members for Web Sync list in Beacon CRM
  2. Select all entries and click on the 3 dots again.
  3. Click ‘Update Field’
  4. Select the field ‘Added to Website?’
  5. Set the value to ‘Y’
  6. Confirm update all selected Entries.