Importing Subscribers

This guide provides detailed instructions for importing subscribers into ClubMail from CSV files or GryphLife.

CSV Import

Preparing Your CSV File

Your CSV file should have the following structure:

Required Column:

  • email - Subscriber’s email address (required)

Optional Columns:

  • name - Subscriber’s full name
  • Any other columns become custom fields

Example CSV:

email,name,membershipType,graduationYear,program
john@example.com,John Doe,Premium,2025,Computer Science
jane@example.com,Jane Smith,Standard,2024,Engineering
bob@example.com,Bob Johnson,Basic,2026,Business

CSV Format Requirements

  • First Row: Must contain column headers
  • Encoding: UTF-8 recommended
  • Separator: Comma (,)
  • Quotes: Use quotes for values containing commas
  • Email Format: Must be valid email addresses

Importing from CSV

  1. Navigate to your club’s Subscribers page
  2. Select the target email list from the dropdown
  3. Click “Import CSV” button
  4. You have two options:
    • Paste CSV: Copy and paste your CSV content into the text area
    • Upload File: Click to upload a CSV file (if supported)
  5. Review the parsed data preview
  6. Verify:
    • Correct number of subscribers detected
    • Column headers are recognized
    • Data looks correct
  7. Select the target email list (if not already selected)
  8. Click “Import” to complete

Import Results

After importing, you’ll see a summary:

  • Created - New subscribers added
  • Updated - Existing subscribers updated
  • Skipped - Subscribers that couldn’t be imported (with reasons)
  • Errors - Any errors encountered

Handling Duplicates

  • If an email already exists for the club, the subscriber is updated (not duplicated)
  • Existing custom fields are merged with new data
  • List memberships are added (not replaced)

GryphLife Import

Preparing GryphLife Data

  1. Export your data from GryphLife
  2. Copy the exported data
  3. Ensure the data includes email addresses

Importing from GryphLife

  1. Navigate to your club’s Subscribers page
  2. Select the target email list from the dropdown
  3. Click “Import from GryphLife” button
  4. Paste the GryphLife export data into the text area
  5. Review the parsed subscriber information
  6. Verify:
    • Correct subscribers detected
    • Email addresses are valid
    • Names are correct (if included)
  7. Select the target email list (if not already selected)
  8. Click “Import” to complete

GryphLife Data Format

The system automatically parses GryphLife’s export format. Supported fields:

  • Email addresses
  • Names (if available)
  • Other subscriber information (if available)

Custom Fields

Automatic Custom Fields

Any columns in your CSV (besides email and name) automatically become custom fields:

CSV:

email,name,membershipType,graduationYear
john@example.com,John Doe,Premium,2025

Result:

  • Subscriber with email john@example.com
  • Name: John Doe
  • Custom fields:
    • membershipType: "Premium"
    • graduationYear: "2025"

Using Custom Fields

After import, custom fields can be used in email placeholders:

{{.CustomFields.membershipType}}
{{.CustomFields.graduationYear}}

See Variable Placeholders for complete documentation.

Nested Custom Fields

For complex data, you can structure custom fields as JSON in your CSV (advanced):

Note: This requires manual JSON formatting in your CSV file.

Best Practices

Data Preparation

  • Clean Your Data: Remove invalid email addresses before importing
  • Standardize Format: Use consistent formatting for names and fields
  • Test First: Import a small sample first to verify format
  • Backup: Keep a copy of your original data

Email List Selection

  • Choose Target List: Select the appropriate list before importing
  • Create Lists First: Set up email lists before importing
  • Default List: Consider using the default list for general imports

Import Strategy

  • Small Batches: Import in manageable chunks (100-500 at a time)
  • Verify Results: Check import summary after each batch
  • Handle Errors: Review skipped/error items and fix data
  • Update Existing: Understand that duplicates update existing subscribers

Data Quality

  • Valid Emails: Ensure all email addresses are valid
  • No Duplicates: System handles duplicates, but clean data is better
  • Consistent Fields: Use consistent values for custom fields
  • Required Fields: Only email is required; other fields are optional

Troubleshooting

Import Fails

Check:

  • CSV format is correct
  • First row contains headers
  • Email addresses are valid
  • File encoding is UTF-8
  • No special characters causing issues

Wrong Data Parsed

Solutions:

  • Verify column headers match expected format
  • Check for extra commas or quotes in data
  • Ensure CSV separator is comma
  • Review data preview before importing

Duplicate Subscribers

Understanding:

  • System updates existing subscribers (doesn’t create duplicates)
  • This is expected behavior
  • Existing custom fields are merged
  • List memberships are added

If You Want New Subscribers:

  • Ensure emails don’t already exist in the club
  • Or create a new club for separate data

Custom Fields Not Appearing

Check:

  • Column headers are correct
  • Data is in the CSV file
  • Import completed successfully
  • View subscriber details to see custom fields

GryphLife Import Issues

Solutions:

  • Verify GryphLife export format
  • Check that data includes email addresses
  • Try exporting again from GryphLife
  • Contact support if format has changed

After Import

Verify Import

  1. Check subscriber count matches expected
  2. Review a few subscribers to verify data
  3. Check custom fields are populated
  4. Verify list memberships are correct

Next Steps