Bring your community into Cobot in one smooth, organized step. If you already have a list of members in another tool, all you need to do is copy and paste their details into our import template.
Follow the steps below and our support team will help make the process as easy as possible.
Step 1: Request the Data Import Template
Send us a message at support@cobot.me and request the member data import template.
This spreadsheet is the base for your import and makes sure everything lands in the right place inside Cobot.
Step 2: Fill Out the Template
Add your members to the template, making sure everything is accurate and complete by reading the info below. A few extra minutes here saves a whole lot of headaches later!
Each member will have the fields listed below. The ones marked with a (*) are must-haves — no skipping allowed.
*Name
Add your members name to the import how you would like it to appear in Cobot.
Company
If you include company names, use the same spelling and format every time. Avoid abbreviations or variations.
Consistent names make sure your import recognizes them as one company instead of several different ones.
Address
This can be their mailing address or billing address. This will be added to their invoices.
Use the email address associated with their membership. This will be the email the connect request, invoices and all Cobot related correspondence will be sent to.
*Plan Name
In the 'Plan Name' column, enter the name of the plan that the member should be connected to in Cobot, so make sure you have your Membership Plans set up in Cobot before getting started.
The plan names in the import must match your existing plan names in Cobot exactly.
For example: if you list the plan name in the template as 'Premium Office Plan', but it is called 'Premium Plan' in Cobot, the import will not work.
You can review them under Setup » Plan Templates in your Cobot account.
*Start Date
This is the date you want their membership to start.
If they already have an active membership in another system, you can add a date in the past.
If they have not started yet, or will start in the future, add that date.
*Next Invoice Date
This is the date you want their next invoice to be generated. It can match their start date or be completely different — it’s up to you.
For example: Imagine today is August 1, 2025. Your member originally began their membership on December 1, 2022, so that’s what you’ll enter as their 'Start Date.' The next invoice you want Cobot to create for them is on September 1, 2025 — so that’s the date you’ll enter as their 'Next Invoice Date.'
Paid For By
If you use the Paid For By column, make sure the listed person or company is also included as a member in the sheet.
If they are not already in the sheet, add them as a member.
The spelling of their name must match the member profile exactly.
This ensures that billing relationships are correctly connected during the import.
Click here to learn more about this feature and what it is for.
Custom Fields
Need to bring in extra details such as license plate numbers or other personal data?
You can add this type of information using custom fields.
Simply add a new column for each custom field you want to include, and fill it in for the relevant members.
IMPORTANT NOTES
Some types of information cannot be imported into Cobot. This includes:
Past invoices
Payment methods
Booking histories
Step 3: Send Us Your Completed Template
When your template is ready and all information looks good, save it as a CSV or XLSX file. Email the file to support@cobot.me.
Our team will review the data and import your members for you.
Step 4: Send Members Invitations to Connect
Once your members have been imported, you will see them listed in your member overview. Your new members will not receive any emails or invitations from Cobot once they have been added.
Send them an invitation so they can connect to Cobot. Check out this guide to learn more.
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