TABLE OF CONTENTS


Additional areas of the Membership Import process are documented in the following guides:

ACME/Salesforce Membership Import Process

Membership Import: New Memberships and Other Lifecycle Actions

Membership Import: Merging and Deleting Records


Direct Membership Edits in Salesforce

Edits to existing membership records can be made directly to the Salesforce record, or can be imported with a file upload. File uploads are particularly useful if a large volume of records are getting created or edited. Please reference the Salesforce Data Manipulation Tools & Techniques for ACME Integration for tips.


Users may opt to directly edit a single membership in Salesforce instead of uploading a file in the event of:

  • Data entry mistake (e.g. misspelled name)  

  • Membership was not initially processed as a gift membership

  • To extend to membership expiration date (member recovery/customer service reason)*

  • To add an additional cardholder name to the membership


Inputs

If edits are made to any of the following fields, the record's “IsBulk” checkbox must be set to TRUE and the Membership and Membership Card(s) status fields must be set to “Pending” so the automated sync process will send the updates to ACME. Use the Update in ACME button after making edits to the below fields to automatically mark records to be picked up in the next batch.

  • Join Date on Membership

  • Standing on Membership

  • Start Date on Membership

  • Level ID and Offering ID on Membership

  • Start Date on Membership Card

  • Type on Membership Card

  • Standing on Membership Card

  • Barcode on Membership Card


Outputs

When these fields are edited and saved, the scheduled sync will send the changed data to ACME.


Exceptions

Edits can only be made to the most recent version in ACME.


*If a membership has a status of “Dropped", its expiration dates cannot be edited. The membership must be rejoined before any edits can be made.


The following fields can be edited by a user in Salesforce, and will sync automatically. They do not need to use the Membership Import sync process:

  • IsGift on Membership

  • Gifter on Membership

  • End Date of Membership

  • End Date of Card

  • Name on Card

  • Adding a Contact to an existing Membership Card that did not previously have one


Controls

  • It is not recommended to unlock editing capability for other membership fields, since these changes will not be included in the sync to ACME.

  • Updated data will only be sent to ACME if the status of the Membership and the Membership Card(s) is “Pending” and the “IsBulk” checkbox is marked.


Verification Process

  • Field edits are visible on the Membership and/or Membership Card in Salesforce and ACME.

  • Edited records update to a “Synced to ACME” status.


Editing Memberships and Membership Cards

Use this process to upload the following:

  • Membership Cancellation*

  • Simple Edits: select edits other than Lifecycle Action, Level, or Offering changes

  • Swapping primary and secondary cardholders

  • Adding a Contact to a card that did not previously have one

  • Expiring a card before the membership term ends

*Membership cancellations are performed by updating existing Membership records and Cards, rather than creating new records. Make sure you are updating the current Active Membership, and not an older record.


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Task

1

Edit a membership record either directly in Salesforce or by uploading a memberships file

2

Edit a membership card record either directly in Salesforce or by uploading a membership cards file

3

Verify edits in Salesforce

4

Use the Membership Import process to send to ACME

5

Verify Status has changed to “Synced to ACME”


Membership Required Fields

Use in Step 1

File Header name

Requirement

Required field for the following actions:

ID

Salesforce ID for the membership you are editing

All Edits

IsBulk

Must be TRUE

All Edits

Status

Can be “Preparing" or “Pending”. ACME recommends setting it to “Preparing" until all uploads have completed and spot checked, and then updating to “Pending".

All Edits

Variable

Include any fields you are editing. Level ID and Offering ID, ACME External ID, External Import ID, Primary Member, and Opportunity cannot be edited in ACME.

All Edits


Membership Card Required Fields

Use in Step 2

File Header name

Requirement

Required field for the following actions:

ID

Salesforce ID for the membership card you are editing

All Edits

IsBulk

Must be TRUE

All Edits

Status

Can be “Preparing" or “Pending". ACME recommends setting it to “Preparing" until all uploads have completed and spot checked, and then updating to “Pending".

All Edits

Variable

Include any fields you are editing. External Barcode, External Import ID, and an already-populated Contact field cannot be edited in ACME.

All Edits


Inputs

  • Edited Membership records in Salesforce

  • Edited Membership card records in Salesforce


Outputs

  • Edited values appear in Salesforce


Exceptions

  • If the user is only making edits to the Membership, a new membership card file is not needed and the only required edit to the Membership Cards is to set Status to “Pending” and marked “IsBulk”.

  • If the user is only making edits to the Membership Card(s), a new membership file is not needed and the only required edit to the Membership is to set Status to “Pending” and marked “IsBulk”.


Controls

  • ACME recommends setting Memberships and Cards to “Preparing" status until all uploads have completed and been spot checked. Using this status allows the user to start data entry and then pause until they are ready to finish the process.


Verification Process

  • Field edits are visible on the Membership and/or Membership Card in Salesforce and ACME.

  • Edited records update to a “Synced to ACME” status.


User Guide for Making Edits

Changing info such as start date or standing

  1. Edit the Membership or Membership card field values in question.

  2. Use the "Update in ACME" button to mark the records to be picked up by the integration. When the Status changes to Synced to ACME, the process is complete.


Notes: Once a contact has been assigned to a card in Salesforce and synced to ACME, the card cannot be reassigned to a new contact. If a different person needs a card, then a new card needs to be created and synced with ACME.


Changing a Membership Level

  1. Navigate to the record and edit the values for both “Membership Level ACME External ID" and “Membership Level Offer ACME External ID"

  2. Use the "Update in ACME" button to mark the records to be picked up by the integration. When the Status changes to Synced to ACME, the process is complete.

  3. In ACME, the Level and Offering on the membership will change without creating a new version.


Membership Cancel

  1. DO NOT create a new Membership record.

  2. Edit the Membership you wish to cancel by setting the End Date to today (or a date in the past) and the Standing to Dropped.

  3. Edit the Membership Card(s) by setting the End Date to today (or a date in the past) and the Standing to Dropped.

  4. Use the "Update in ACME" button to mark the records to be picked up by the integration. When the Status changes to Synced to ACME, the process is complete.

Notes:

  • No refund can be issued through the Membership Import process. 

    • Check and cash refunds must be processed manually

    • Credit card refunds, for memberships originally sold in ACME, must be processed through PoS or Visualforce

  • For Corporate Memberships, it is required that the Organization Record has an External Organization Import ID and that ID value must be used as the External Organization Import ID on the membership.

  • For Corporate Memberships, we recommend that you do not associate a contact on the card in Salesforce since ACME does not link customers to Corporate Membership cards like it does for Individual/Family Membership cards.


Changing a barcode on an existing card

  1. Navigate to the Membership Card record and update the value for "Barcode".

  2. Use the "Update in ACME" button to mark the records to be picked up by the integration. When the Status changes to Synced to ACME, the process is complete.

  3. In ACME, the value for "External Barcode" will be updated and no new version will be created. 


Swapping primary and secondary cardholders

This can be done with a new record created for a Lifecycle Action, or as an edit separate from a Lifecycle Action

  1. Edit the primary Membership Card to change the Type to Secondary.

  2. Edit the secondary Membership Card to change the Type to Primary, or create a new card set as Primary.

  3. Use the "Update in ACME" button to mark the records to be picked up by the integration. When the Status changes to Synced to ACME, the process is complete.


Note: On the Membership record in Salesforce, there is an edit arrow next to the Primary Member's name. However, it is not possible to edit that field and switch the contact associated as the primary member from this screen. Editing that field will cause the membership to get stuck in Completed; to switch the primary member, the edit must be made on the card(s) as outlined above before sending it through the integration.


Adding a new secondary cardholder outside of a Lifecycle Action

  1. Create a new Card with all required fields and set both the Import ID and External Barcode to SFDC_REPLACE.

  2. Leave the Acme External ID field blank.

  3. Use the "Update in ACME" button to mark the records to be picked up by the integration. When the Status changes to Synced to ACME, the process is complete.


Adding a Contact to a card that did not previously have one

  1. Ensure that the Contact contains a value in the ACME External Customer ID field.

  2. Edit the Membership Card to search for and select add a value in the Contact field.

  3. Save the update. It will automatically sync to ACME without any further action.


Notes:

  • If the Contact does not have a Customer ID, check the Contact to make sure that it contains at least one of phone, email, or address.

    • If it is missing that minimum level of data, a Customer will not be created in ACME. Editing the Contact to add data to meet that minimum threshold will trigger Customer creation.

    • If it does meet that minimum data threshold, perform a touch on the Contact by clicking edit, then save.

    • In a few seconds, ACME will send back the Customer ID, which will be visible when the page is reloaded.