Create accounts by invitation

Invite members who do not yet have a Ledenbeheer account to create one.
You can invite them individually or import your contact list.
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Invite users

You can invite members individually to create a Ledenbeheer account.
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Click “Invite user” at the top and complete the required fields:

1. surname

2. first name

3. email address
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The member then receives an email asking them to create an account. The account is linked to your club automatically. Once they accept, you can find them in Contacts.
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When should you import members?

Importing adds members to your contact list and creates accounts for them.

Ledenbeheer is a registration platform designed to keep your member list accurate and up to date.
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Accurate information

A common mistake is importing outdated information, which leaves inaccurate entries in your contact list.

Import only when you are sure all information is accurate.
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GDPR rules

Under the GDPR, take care with the information you collect about members. You must have a reason for collecting and retaining each item. Import only data you know is accurate and will need in the future.
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Processing children’s data

Take care when working with children. Do not import children’s data without parental consent.
You also cannot create Ledenbeheer accounts for children. Accounts must be in a parent’s name.

You therefore need the surname, first name, date of birth and phone number of a parent before importing children.
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Tell members before importing

Importing contacts automatically creates member accounts and notifies members by email.
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Members can complete their profiles from that email.
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If members do not know about the import beforehand, they may mark the emails as spam.

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How to import

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Download the Excel template

Paste the data from your file into Ledenbeheer and click Next. Then match the columns to fields.
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For example, column 1 = first name and column 2 = surname.

Required fields

1. participant’s first name

2. participant’s surname

3. participant’s date of birth

4. phone number

5. email address (also the member’s sign-in)

6. child account? Enter “yes” for a child under 16.
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Child accounts are linked to a parent or guardian through a family account using the email address. Enter the same address for the child and parent. If no matching parent email address is found for a child under 16, the import produces an error. In other words, you cannot import children under 16 without their parents’ details, in line with privacy law.

Additional fields

To import more data than the standard fields, add columns to the Excel template.
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Create a matching field in Ledenbeheer under “Contact details”.
Then match those columns to the correct Ledenbeheer fields during import.
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Import members with a session pass

This requires the Session passes add-on in Ledenbeheer.

If members still have credit on paper session passes, you can import it with this Excel file.
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The remaining credit is added to their account automatically.
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If this applies, complete these columns:

1. Session pass remaining balance

2. Session pass valid until
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Correct errors
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After upload, Ledenbeheer checks for errors automatically.
​If there are errors, correct them and import again.

Invitation message

Importing can optionally email members and ask them to create a password. At this step, write a message to include in the email sent to imported members.
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Match additional fields

Match custom columns in the Excel template to Ledenbeheer fields by selecting the correct question for each column on the right. Repeat this for every additional column. Then click “Import user data” and confirm the member import.

Match additional fields

Import members into activities

During import, you can assign members to the correct groups and price categories, provided you created those groups and categories first.

You can also notify members automatically.

Important: importing registers members, but no membership fees are charged and no discounts are calculated.

The import function is solely for building accurate administrative lists.

Confirm

After confirmation, we automatically invite all imported users. They are asked to choose a password and check their details. They can then register for your offerings.