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Understanding Customers Import Or Export

Updated on June 14, 2019

The import functionality allows you to import your new contact details in bulk. It makes the initial setup and new customers updates efficient. The export functionality facilitates bulk updates and review of existing customer data. They provide for the:

  • import of contacts, payment and shipping details from a spreadsheet in one go
  • uploading of your list of new signups after events or festivals
  • update of existing customer data easily

Configuration details

Initial import with CSV template

To start importing your customer list from the Customers page, click the Import button and download the sample CSV template.

Open your CSV file in a spreadsheet

Open the file in your preferred spreadsheet application (Excel, Google Docs etc.). Here is how to open your CSV file in Google Sheet:

  1. Download the CSV file to your computer. If you click the link from a Google Chrome browser, you'll see the file appearing at the bottom of your browser, or if you go to your 'Download' area in Chrome. You may also prefer to save the file in your computer if you prefer.
  2. Open a blank new Google Sheet and click File > Import. Click the 'Upload' tab and select the CSV file (or drag and drop it from the bottom of your browser page).
  3. Select your preferred 'Import location' (don't change the rest of the default settings) and click 'Import data'.

And if you're using Excel, the method should be this one. From there, you can edit the columns information and re-import the document.

Add new customers in the spreadsheet

Open your file in a spreadsheet and add new customers following the example data already saved in the template. Please delete the example data before uploading the file back in Troly.

Ensure the relevant data is entered in the cells as errors occur if the data doesn't match the headings (e.g. suburb name entered in state field).

Note that if you've copied/pasted information from a web page or from a formatted word document, some other type of special characters may have been added into your spreadsheet (like html code such as <h4>, </div>, etc.). Just to be safe, in your spreadsheet, you may 'select all' and then click Format > Number > Plain Text to remove any html formatting before importing your list.

Once you are done, save your spreadsheet as a CSV file. Select File > Download as > Comma-separated values (CSV).

Import your CSV file in Troly

Go back to Troly and click the Import and Choose file buttons.

The software validates by default customers addresses with Google maps to avoid possible shipping issues. As such, a warning appears if the address provided doesn't match with Google maps and will prevent the import from completing.

Checking the 'Do Not Validate Addresses' box will only show all other errors that will prevent import (e.g. expired credit card, invalid email).

Once your file is uploaded, click the Import button.

When your list is successfully imported, the 'Best and worse' and 'Members segmentation' sections of the Customers page will be filled with your customers information.

You will be able to search for your customers by typing their first name, last name or email address in the 'Search for a customer...' field or Export and review/update your entire list when needed.

Tips and tricks to avoid Import errors

If there are any errors during the import, no data will be imported or updated. You need to resolve all errors in your spreadsheet before re-importing the file.

What to look for
Credit Cards
  • Must be valid for the import to be successful. Expired credit cards will generate errors.
  • Remove any credit card information that is not current before the import.
Addresses
  • If there are typos in the suburb name, state, or country, the address will be considered invalid.
  • Warnings will indicate the nature of the errors.
States, Suburbs & Countries
  • Are case-sensitive.
  • States should uppercase (e.g. NSW).
  • Countries and suburbs should be capitalised (e.g. Australia and Bondi Beach).
Wine Club
  • The Wine Club name needs to be formatted exactly like they are registered in Troly.

Bulk Updates

Updating existing customers and members using Export functionality

To review and update customers (or add some to your list), you can start from the list of customers who are already in Troly.

Click the Export button to download a CSV file with all your customers.

Once the export is complete, you should see a link to download the file. You can also find it in Operations →   Documents .

Opening your CSV file in a spreadsheet

Open the file in your preferred spreadsheet application (Excel, Google Docs etc.). Here is how to open your CSV file in Google Sheet:

  1. Download the CSV file to your computer. If you click the link from a Google Chrome browser, you'll see the file appearing at the bottom of your browser, or if you go to your 'Download' area in Chrome.
  2. Open a blank new Google Sheet and click File > Import. Click the 'Upload' tab and select the CSV file (or drag and drop it from the bottom of your browser page).
  3. Select your preferred 'Import location' (don't change the rest of the default settings) and click 'Import data'.

And if you're using Excel, the method should be this one. From there, you can edit the columns information and re-import the document.

No need to import the entire list back into Troly

Updating customers

If you are only updating 10 of your customers, you don't need to re-import the entire list into Troly. If you prefer to work on your spreadsheet viewing 10 customers only, you can import 10 rows, this will not affect or delete the other customers already saved in Troly.

Adding new customers

Try and keep the file you import short: if you are adding 200 customers, no need to re-upload the entire 1500 customers your have on record. Simply create a new spreadsheet for those 200 customers with the CSV template and import them separately. They will be added to your existing customers.

Keeping the file short reduces the number of errors and makes it easier for you to fix them.

Bulk update and import examples

Assigning memberships to customers in bulk

In the 'm.membership_name' column of your .CSV file, copy the membership name that you want to enter in the blank cells (e.g. 'Mailing List' or 'Premium Wine Club') and paste them where needed.

The system is case sensitive, therefore ensure that you copy/paste the information rather than typing it in the cells. A typo, capital letter or extra space would create a brand new membership.

To add membership variations: simply type the name of the membership your member should be assigned to under the 'membership_name' column and add the variation name next to it (ie. Platinum Club (Whites)).

Changing your customers sign up date in bulk

  • Go to the Customers page and click "Export" and open the CSV file in a spreadsheet.
  • In the spreadsheet, look for the "cc.since_date" column, this is the "customer since date" (this is not related to the Membership starting date) and modify the dates (the format is YYYY-MM-DD).
  • Save your spreadsheet as a CSV file. Go to the Customers page and click "Import". Locate the file with "Choose file" and press "Import".

Changing customers preferred carrier in bulk

If you need to bulk update some of your customers preferred shipping carrier, you can do so by going one by one under the Addresses and Payment tab in each customer profile in Troly, or you can use the bulk update options (see below bullet points for instructions).

If you wish to change the preferred carrier for all of your customers, change your company's default shipping carrier in your Business settings page instead. Exceptions can be made on a per customer basis if a different carrier is set up under the Addresses and Payment tab as mentioned above.

Customer reports

Generate a list of customers or on-hold members

Visit your Customers page and export your customers information as indicated above. Open the CSV file as a spreadsheet and filter your Members out using the 'm.membership_name' column.

For a list of customers (not assigned to a membership): filter your customers by selecting blank cells only under the 'm.membership_name' column.

For a list of on-hold members: filter your customers by selecting blank cells only under the 'm.membership_name' column. Then, filter the 'cc.membership_num' column to view all rows appart from the blank cells. That way, you'll end up with a list of customers who used to be Members but are currently not assigned to a Membership.

Information included in the customer report

Customer Export File Content
c.id
Customer Troly reference
c.salutation
Customer salutation
c.fname
Customer first name
c.lname
Customer last name
c.email
Customer email address
c.phone
c.phone2
Customer phone numbers
c.mobile
Customer mobile phone number
c.fax
Customer fax number
c.company_name
Customer company name
c.delivery_address
Customer delivery address
c.delivery_state
Customer delivery suburb (e.g. Kensington, Sydney)
c.delivery_postcode
Customer delivery postcode
c.delivery_country
Customer delivery country
c.delivery_instructions
Customer delivery instructions as recorded under the 'Addresses and Payment' tab, 'Delivery Notes and Instructions' field. This information is displayed on the shipment order labels.
c.same_billing
TRUE: your customer shipping and billing address are the same

FALSE: your customer shipping and billing address are different

c.billing_address
Customer billing address
c.billing_suburb
Customer billing suburb (e.g. Kensington, Sydney)
c.billing_state
Customer billing state
c.billing_postcode
Customer billing postcode
c.billing_country
Customer billing country
c.cc_name
Name on the credit card
c.cc_number
Credit card encrypted numbers. You can only see the last 4 digits (#### #### #### 2632)
c.cc_exp_month
Credit card expiry month
c.cc_exp_year
Credit card expiry year
m.membership_name
Membership assigned to the customer (this information is also displayed in the Commitment report) + (variation name). Example: Platinum Club (Whites)
m.last_delivery_date
Customer's last order date
m.next_delivery_date
Customer's next scheduled membership order date (this information is also displayed in the Commitment report)
cc.membership_num
Member reference as recorded under the 'Membership' tab, in section 'Membership Details'
cc.ship_carrier_pref
Customer shipping preferred carrier as recorded in the 'Preferred delivery method' under the 'Addresses and Payment' tab
cc.reward_points
Membership rewards accumulated points as recorded under the 'Membership' tab
cc.membership_notes
Membership notes as entered under the Membership tab
cc.payment_notes
Payment notes as entered under the Membership tab
cc.upcoming_shipment_
instructions
Custom Shipment Instructions as entered under the Membership tab
cc.notes
Notes included in the left side panel of any customer's page
cc.staff
Staff name who registered the customer
cc.source
Where the customer first registered as a customer (e.g. cellar door, wine fair 2018)
cc.since_date
When the customer was registered as a customer in Troly for the first time. This is different from the Membership starting date included in the Commitment report

Helpful?

Unsure about fixing a customer issue? Check out our Troubleshooting customer details article.

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