Updating members from Nexxchange

If you keep your members in Nexxchange, you don't have to update them in 4planning by hand. You download the member list from Nexxchange and upload it here. 4planning compares the file with the app and shows what changes: new members, changed details, a different membership and members who have left. Nothing happens until you approve it.

Before you start

• We switch this import on for your club. If you still see the regular Excel template when importing, please contact us.
• Create your fee plans first, for example one per membership. See Creating a membership fee plan.
• Export only your active members. Anyone who is not in the file is proposed as having left.

The file must contain at least these columns: the NGF number (GSN), first name, last name, email address and the type of membership. Person code, name prefix, phone number and member since may be included. The order of the columns doesn't matter.

Step 1: Upload your member list

1. Go to Organisation in the menu and click Members.
2. Click Create user in the top right and choose Import users.
3. Drag the file from Nexxchange into the box, or tap it to choose one. Excel (.xls, .xlsx) and CSV both work.

Step 2: Columns

The first time, you indicate which column in your file belongs to which field. 4planning usually recognises them itself; check and adjust where needed. Next to each field you see an example from your file.

The app remembers your choice. If the next export looks the same, you skip this step.

Step 3: Memberships

For each type of membership from Nexxchange (for example GL, BL and JL) you choose:

• Fee plan: which plan these members pay. Choose No membership fee if that membership pays nothing.
• Group (optional): also put the members in a group.
• Youth: turn this on for youth memberships. You need it for families that share one email address, see below.

The app remembers this too. If a new type of membership appears in the file later, it only asks about that new type.

Step 4: The overview

You see all changes per group:

• New members: in the file, not yet in the app.
• Link to existing member: already in the app. They get their NGF number so we recognise them from now on. You mainly see this on the first upload.
• Details changed: name, email address or phone number is different.
• Different membership: the fee changes.
• Member again: had left and are back in the file. They keep their own details.
• Left: no longer in the file. They become member: no and their fee stops.
• Check: here we can't be sure, for example because an NGF number appears twice in the file. These lines are not applied. Fix it in Nexxchange; they will show up again on the next upload.

Every line has a checkbox. Whatever you untick is not applied, and we won't propose it again next time unless something changes in Nexxchange.

With Send new members an invitation to the app you decide whether new members get an invitation straight away. At the bottom you see exactly who will receive a message: an invitation to the app or a request to authorise the direct debit.

Click Apply changes and confirm. You then see what happened.

Members who have left

A member who has left is not deleted. They are set to member: no, their fee stops and any outstanding amount lapses; you see that amount in the overview beforehand. If they come back later, we recognise them by their NGF number and they get their own details and history back.

If suddenly many more members than usual are missing from the file, the app first asks whether it really is the complete list. If the file looks clearly incomplete, members who have left are not processed at all that time.

Families with one email address

In 4planning an email address belongs to one account. If a parent and a child share the same address in Nexxchange, the child becomes a child account under the parent: no login of their own, and the parent handles things in the app. A direct debit request for the child goes to the parent.

For this, the child's membership must be set to Youth and the Family accounts feature must be switched on. If two adults share an address, the second one ends up under Check: give that person their own email address in Nexxchange.

When does a member pay?

New members get a subscription to the plan of their membership. If that plan has a fixed payment date, for example 1 February:

• a new member pays when joining and then every year on that date;
• an existing member who gets a subscription for the first time when linked pays on the next fixed date.

The overview shows for each line when someone pays for the first time. If your club uses direct debit, a member without an authorisation gets a request to give one.

Frequently asked questions

• What if a person code changes in Nexxchange? We recognise members by their NGF number, not by the person code. A new person code is simply updated.
• Can I upload the same export twice? Yes. Whatever is already correct appears under Unchanged and nothing happens to it.
• Does changing an email address also change the login? Yes, the email address is the login. If someone uses the same account at another club too, the change goes to Check and we don't apply it automatically.
• Are members without an NGF number stopped? No. The import leaves anyone without an NGF number in the app alone, for example a board member who isn't in Nexxchange.