Step 7 of 7 · Setting up your associationDone in about 3 min(How long it takes to do this in Orchesi)
Import your members from Excel or CSV
Invite your whole association at once: upload a spreadsheet or paste a list of email addresses, check the preview and send up to 500 invitations.
Where do you use Orchesi?
boardFor board & managementadminboard-member
Moving from a spreadsheet to Orchesi? You don’t have to add everyone by hand. Upload your member list and Orchesi sends every member an invitation in one go. Each member then creates their own account, so names, phone numbers and instruments come from the members themselves and are always up to date.
Good to know: only admins can import members, and only in the web app at orchesi.app. Everyone you import joins as a regular member.
Import or invite? When you import, you can’t choose groups or sections (yet): you put people in them afterwards. If you invite your members by email, group by group, they’re in the right place as soon as they accept. See Invite members straight into the right groups. Importing is mainly handy for a long list where you don’t have the groups at hand.
You do this in the web app
Importing members from a file isn’t possible in the app, because that’s not where your Excel or CSV file is. In the app, under Members → +, you’ll see the tip Inviting all members at once?.
Open orchesi.app on your computer and sign in with the same account.
Choose Web app at the top of this article for the steps.
Want to invite one or a few people from your phone? That does work in the app: see Invite a new member.
Prepare your file
You need one thing per member: an email address. Orchesi accepts:
Excel (.xlsx or .xls) or CSV (.csv)
up to 500 rows per import
Give the column with email addresses the heading email (or e-mail or email address). If none of your columns has that heading, Orchesi uses the first column. Other columns, like names, are ignored, so you can upload your existing member list as it is.
Not sure about the format? In the import window, click Download CSV template for an example file.
Import your members
Go to Members in the menu and click Bulk invite at the top right.
Screenshotweb.members.list.bulk-invite-button
Drag your file into the upload area, or click it to choose a file. Only have a list of addresses, for example from an email? Choose Paste emails and paste them: one per line, or separated by commas or semicolons.
Screenshotweb.members.bulk-invite.upload
Check the preview. Orchesi shows each address with a status (see the table below). Remove any row you don’t want to invite with the cross at the end of the row, then click Continue.
Screenshotweb.members.bulk-invite.preview
Confirm with the send button, for example Send 42 invitations. Orchesi only sends to the addresses marked Valid; the other rows are skipped.
That’s it. Your members get an email with a link to join your association.
What the statuses in the preview mean
Status
What it means
What to do
Valid
A correct address that isn’t linked to your association yet.
Nothing: this person gets an invitation.
Invalid email
The address has a typo or is incomplete.
Fix it in your file and upload again, or remove the row.
Duplicate
The address appears more than once in your file.
Nothing: everyone gets one invitation.
Already a member
This person is already in your association.
Nothing: no new invitation is sent.
Pending invite
An earlier invitation to this address is still open.
Cancel the old one under Invitations if you want to send a new one.
After the import
Invited members appear in the Invitations tab on the Members page until they accept.
Once they’ve joined, put them in their groups via Groups & Sections: open a group or section and click Add Member. Then give board members and conductors their roles.
Someone didn’t get the email? Ask them to check their spam folder, or cancel the invitation and send a new one.