Add members manually or with a CSV file
Add one member with a form, or many members at once by uploading a CSV file, and choose whether to send them a welcome email.
You can add members to RandomCoffee yourself, from “People” > “All members”:
- with a CSV file, to add many people at once;
- manually, to add one person, which only takes a minute.
Other methods (invite link, Slack, Microsoft Teams, HRIS, SCIM, API) are compared in Ways to add members.
Do you have open sessions running? The members you add join your programs right away: if they are part of a program’s audience, they are invited to its open session, and to its future sessions. Check your programs’ audiences before you add new people.
Add members with a CSV file
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Open the upload page.
In “People” > “All members”, click “Add new members”. The “Invite new members” page opens on the “Upload a member list” tab.
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Upload your CSV file.
Drag and drop your file in the upload area, or click it to choose the file. Then click “Continue”.
Your file must include at least three columns: first name, last name and email address. You can add as many other columns as you want with details about your members: they become categories. To start from a template, download “our example file” from the upload area.
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Map each column.
For each column of your file, choose one option:
- “Map to existing category”: select the matching category in the list (for example, your “City” column goes into your existing “City” category);
- “Create a new category”: choose its type (for example “Dropdown: list of options to choose from”) and its name. Each value found in the column is added to the list of options;
- “Ignore this field”: the column is not imported this time.
The column with the email addresses must be mapped before you can continue.
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Choose whether to send a welcome email.
Below the columns, turn on “Send a welcome email (optional)” if you want to, then click “Continue”. See The welcome email.
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Check the import.
Your list is scheduled for import.
Click “Go to my upload history” to follow it in “People” > “History”: its status is “Processing”, then “Processed”. You receive an email once your list is processed.
If your file contains accents or special characters, save it in CSV UTF-8 format. Otherwise, names with accents or special characters will not be uploaded correctly.
If the first name and last name columns are not mapped, RandomCoffee cannot create new members: it only updates the members who already exist. This is useful to update your members with a file.
Add one member manually
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Open the form.
In “People” > “All members”, click “Add new members”, then open the “Add a member manually” tab.
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Fill in the member’s details.
Enter their first name, last name and email address. Fill in the other fields (your categories, such as “City”) if you know them, or leave them blank.
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Choose whether to send a welcome email.
Turn on “Send a welcome email (optional)” if you want to. See The welcome email.
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Click “Continue”.
The member is added to your list.
The welcome email
With both methods, you choose whether to send a welcome email to your new members. This email:
- presents the RandomCoffee initiative to them;
- invites them to claim their account on their Member Portal, unless you turned off Member Portal access.
The option is off by default. It only applies to members who are new to your workspace: the members already in your list do not receive it.
We highly recommend sending the welcome email, together with the Member Portal, to engage your members from day one. They get all the information they need to understand RandomCoffee, can set their preferences, and can even create connections on their own. A good first experience leads to a better long-term return on your investment.