We convert existing data from spreadsheets, other data feeds, or setup a new system for data entry and then walk you through the system.

The data allows us to deliver fully loaded systems that are ready to go.

In order to convert your organization’s data for use in the Membership Management System (aka. Chamber Organizer), there are a number of data elements that will be required.

To make to process as easy as possible you may download the data conversion guideline spreadsheet below.

General Member Data

• Business Name
• Category (Butcher, Baker, Candlestick Maker)
• Contact First Name
• Contact Last Name
• Phone
• Fax
• Address
• City
• State
• ZIP
• Website URL
• Email

* Any other fields that you would like to retain

Member Plans

The Chamber Organizer handles member billing by assigning each member to a member type (Standard Plan, General Member, Honorary, 1-30 employees, etc.). Each member plan is associated with a particular dues amount. We need to know what these plans are and how to convert from your existing data to map each member to their appropriate member plan.
Member Plan

Billing Data

During conversion, we set up an initial set of invoices and payments, such that the Chamber Organizer reflects the current payment status of your members. To do this the data you supply must include information that allows us to figure out-

1. Dates of their current term of membership
2. Payment status

To do this, we will need as much information as you can supply using data fields you may have such as:

• Anniversary date
• Expiration Date
• Date of last payment
• Current balance due
• Number of Employees
• Paid indicator (Y/N)

Once file is submitted to engineering this is how the data conversion works:

1. member data inspection - inspect initial file to verify it includes everything we need.

2. member data conversion- If engineering has problems at that point, we work with client to make changes to data or get improved data.

3. inspection of converted member data - client looks at data (inspect a few records) to see if anything seems missing or erroneous. this frequently catches errors- engineering errors or in the data that was sent to us. (if errors, back to 2)

4. client manual correction of member data - if there are items that we cannot convert/correct (bad data that would be easier to clean-up post conversion), this is done now.

5. creation of invoice/payment records

6. client inspects billing reports to verify that it matches their records. (if errors, back to 5)

7. client manual correction of billing data - if there are items that we cannot convert/correct, that is corrected now.