ChurchTrac Online Church Membership Software
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Importing Data from a Spreadsheet or CSV file

We don't believe that you should pay to get your initial data into ChurchTrac Online. We will import your first spreadsheet of basic People and Family data from an Excel or .CSV file, for free.

Please set up your spreadsheet using the following columns in the following order. You don't have to include every column below-- but if you do skip a column, insert a blank column in its place. If you use ChurchTrac 9 (the desktop edition), do not use these instructions. Instead, you'll want to go back and follow the instructions for importing your data from ChurchTrac 9. The following columns/fields can be included in your spreadsheet for import. Be sure that the data in your spreadsheet matches the items in this list:

  • COLUMN A: First Name (required; only one name per row is allowed)
  • COLUMN B: Last Name (required)
  • COLUMN C: Birthday (mm/dd/yyyy) --or-- Birth Year (optional; See Note 2 below)
  • COLUMN D: Birth Month (leave this column blank if Column C contains the full birthday; otherwise this column must be a number: 1-12)
  • COLUMN E: Birth Day (leave this column blank if Column C contains the full birthday; otherwise this column must be a number: 1-31)
  • COLUMN F: Email Address (only one email address per row)
  • COLUMN G: Envelope Number or Member Number
  • COLUMN H: Mobile Phone Number (only one phone number per row)
  • COLUMN I: Family Name (should be in the format: LASTNAME, FirstName and SpouseName; see Note 1 below)
  • COLUMN J: Formal Greeting (For Example: Mr. and Mrs. George Washington)
  • COLUMN K: Informal Greeting (For Example: George and Martha)
  • COLUMN L: Home Address (see Note 1 below)
  • COLUMN M: City --or-- City, State and Zip code
  • COLUMN N: State (leave this column blank if Column M contains City, State and Zip code)
  • COLUMN O: Zip Code (leave this column blank if Column M contains City, State and Zip code)
  • COLUMN P: Home Phone (only one phone number per row; see Note 1 below)
  • COLUMN Q: Member Status (Should be one word, like 'Member', 'Guest', 'Child', etc.)
  • COLUMN R: Active (Yes or No; See Note 3 below)
  • COLUMN S-Z: User Defined Fields (optional; See Note 4 and 5 below)

Important! If you don't know the value of a field, just leave it blank! Do not include a placeholder (like N/A, ? or Unknown). ALSO, if two people share the same name, add something to the First Name field to distinguish between the two individuals (duplicate names will be skipped). For example, you can add Jr., Sr., or a middle initial to the First Name field to avoid duplicate names. The import process will automatically attempt to determine family relationships and assign individuals to the correct family. If you include a Family Name (Column I), we'll automatically assign individuals with the same Family name to the same family. Otherwise, we'll attempt to guess which family an individual belongs to based on their Home Address (Column L) and/or Home Phone Number (Column P). If an existing family relationship cannot be determined, a new family will be created, and its Family Name will be generated based on the first individual in that family in your spreadsheet.

Additionally, other family fields, like Formal and Informal Greeting, will be created using the entries from the first family member in your spreadsheet. If you include a full birthday in Column C (for example, mm/dd/yyyy or yyyy-mm-dd), then leave Columns D and E blank. Otherwise, you can put the Birth Year in Column C, the Birth Month (1-12) in Column D and the Birth Day (1-31) in Column E. Optionally, you can leave the Birth Year blank (Column C) and only include the Birth Month and Day in Columns D and E. If you enter a value for Birth Month (Column D), make sure it is a number (1-12) and not a word (Jan - Dec). If you include a column for Active, each field should contain either the word 'Active', the number 1, or the word 'Yes', or the word 'Inactive', the number 0, or the word 'No'. If you don't include this column or leave it blank, the names will be imported as 'Active'. Data in Columns Q-Z can be imported into User-Defined fields that you have already set up in your online account. Be sure log in to your ChurchTrac Online account and create user-defined fields in the appropriate format to match the data in Columns S-Z.

One of your user-defined columns can contain an additional phone number, such as a work phone number. If so, we'll import this column as a phone number field and not as a user-defined field. For example, create date fields as Date, Boolean fields as Yes/No, option fields as Selection List, and so on. If you have more than 10 user-defined fields to import, please contact us. Once you have set up your spread sheet according to these instructions, create a support ticket and attach your the file. Be sure to include the Church name and phone number for you ChurchTrac Online account. We'll send you a response back once the import process is complete. Here is a sample Excel spreadsheet that you can download that gives you an idea of how to format your spreadsheet: Sample Excel Template