Segments let you collect custom profile information from every member in your program. If you need to set or update those answers for many members at once, the CSV import saves you from editing each profile individually. You download a file, fill in the answers, and upload it back.
For an overview of how segments work, see Segments: Custom Profile Fields.
When to use bulk CSV import
CSV import is useful when you want to:
- Pre-fill segment answers for a group of members before they log in
- Correct or update answers for multiple members at once
- Migrate profile data from another system
Step 1: Download the template
- Go to your program dashboard and open the Members section.
- Click Import then Download template.
The file you receive has one column for each segment your program has configured, plus the standard member columns (email, full name, and role). Every existing member appears as a row, with their current segment answers already filled in.
Always start from a downloaded template rather than building a file from scratch. The column names must match exactly, and the downloaded file gives you the correct names automatically.
Step 2: Fill in the answers
Open the file in your spreadsheet application of choice. For each member row, enter or update the value in each segment column.
A few things to keep in mind:
- Select-type segments (single-select and multi-select fields) only accept values that match one of the defined options for that segment. Spelling, spacing, and capitalization must match exactly.
- Multi-select segments accept multiple values. Separate each value with a comma.
- Leave a cell blank if you do not want to change that member's current answer. Blank cells are treated as no change, not as a deletion.
If you are unsure what the valid options are for a segment, check the segment configuration on your Segments page, or look at the values already in the downloaded template for existing members.
Step 3: Upload the file
- Go back to Members and click Import.
- Select your filled-in file and click Upload.
Mentorly checks every row before saving anything. If all rows pass, the answers are updated immediately.
Understanding validation errors
If a value in your file does not match a valid option for a select-type segment, Mentorly stops the import and shows you an error message. No changes are saved until the whole file is valid.
The error message tells you exactly what went wrong:
- The row number where the problem is
- The column (segment name) where the bad value appears
- The value you entered
- The full list of accepted options for that segment
Example:
Row 5, Column "Role": the value "Manager" is not valid. Valid options: Educator, Key Leader, Assistant Store Manager, Store Manager, Regional Manager, Area Director.
Fix the value in your spreadsheet and upload the file again. You can repeat this as many times as needed until the file is clean.
Tips for a smooth import
- Always download a fresh template before each import. If you or a colleague have added or renamed segments since your last download, an old file may have columns that no longer match.
- Copy values from existing rows in the template when you are unsure of the exact spelling. This avoids typos that would fail validation.
- Coordinate with your translation setup. If your program uses translated segment labels, the column names in the CSV use the default language. Make sure you are entering option values in the same language. For more on translations, see Translating Your Segments.
- Segment options are case-sensitive. "educator" and "Educator" are treated as different values. Use exactly the spelling shown in your segment configuration.