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Getting started with Digital Membership Cards (Old view)
Getting started with Digital Membership Cards (Old view)
Updated over a week ago

Congratulation! You're one step closing to rolling out digital membership cards to your members.
This guide will teach you how to use Cuseum's system to get up and running and manage your digital membership initiative.

1. Logging into the CMS

Log into the CMS by visiting using the email and password provided to you by Cuseum.

Upon successfully logging in, you'll arrive at your Cuseum Dashboard.


Screenshot of Cuseum Dashboard.

2. Managing your Member Data

There are two primary methods to get your membership data into our system.

Please select which method you'll be using and we'll jump ahead to the related section.

  • CRM (Customer Relationship Management) - this is your system of record for storing and managing your membership database.

  • CSV (Comma-Separated Values) - this a common structured database file that can be exported from various systems.

2a. Managing your Member Data: Fetching from your CRM

Many organizations leverage powerful CRMs in order to manage thru membership data. If you use one of these CRMs and want to take advantage of a more streamlined process and some automation, we can help you set-up an integration between your system and Cuseum. With an integration, you'll be able to automatically fetch member data with the simple click of a button!

First, we'll need to integrate with your CRM system.

In order to access your CRM and the integration process, we will need you to set-up an account on your CRM for our development team to use.

We will need the URL of your cloud-based CRM instance, as well as a username and password.

You will be able to provide this information thru the Onboarding / Project Management system which we will review together during our Kick-Off meeting.

If Cuseum is integrated with your CRM, your "Cards" section will look like this:


Screenshot of "Cards" section for account where your CRM has been integrated with our system.

Once your fetch is complete, please go to the last page to view your new members!

Depending on the type of CRM you are using and the amount of membership data being pulled in, it might take several minutes or hours for new membership data to be reflected on the system.

2b. Managing your Member Data: Uploading CSV Files

It is possible to export standardized data from your membership system and import it into our system in just a few easy steps.

First, we'll need to map your CSV data fields to our system.

In order to properly process your CSV data, we'll need to map your data fields to our system.

You will be able to upload your sample CSV thru the Onboarding / Project Management system which we will review together during our Kick-Off meeting.

By simply providing our team with a CSV file that you've exported from your system, we'll be able to take care of this process for you!

If you are using CSV files to upload new or updated member data, your "Cards" section will look like this:


Screenshot of "Cards" section for an account where CSV file uploads are used to import member data into our system.

To import new or updated member data, you can upload your CSV file by clicking the "choose file" button below the "CSV upload" area.

Once your upload is complete, please go to the last page to view your new members!

Depending on the amount of membership data being pulled in, it might take several minutes your for new membership data to be reflected on the system.

If you uploaded your member information on a CSV file and it is not processing, this is probably because of a formatting error. Here are some FAQs to help you overcome common formatting errors.

3. Working with Templates

The "Templates" section is where the pairing between membership levels and card templates takes place.

Cuseum's team will help you with the initial set-up and configuration, pairing your membership levels to the appropriate card template, but always recommend that you confirm the pairing and text match your expectation.

The "Templates" section looks like this:

Screenshot of "Templates" section.

Each tab on the top represents the card template and back of card text for a specific membership level (please note that the first tab is always for testing purposes). You can see in this example, the individual member level is checked off to match the individual tab above. This needs to be the case for every member level and its respective back of card text.

If you add, edit, or change your membership program or names of the various membership levels, please let us know. It is important to confirm that all membership levels and card templates are properly mapped.

4. Generating Membership Cards

After you have pulled in your new or updated member data, and have ensured that all templates match their member levels, it's time to generate cards!

Note: When you generate a card, this simply prepares the card to be sent, but doesn't send them automatically. This provides you with the ability to control how and when you send out your digital membership cards as card generation can take a few seconds per card.

When cards are ready to be generated, they will appear with an orange "Generate password" button on each member row.

You may click each individual "Generate passbook" button, or generate all new cards at once by clicking the green Generate button on the top left.


Screenshot of "Cards" section with bulk and individual generation functions highlighted.

You have now successfully generated your digital membership cards. In the following section, we'll provide you with details as to how to distribute the digital membership cards.

5. Sending your Digital Membership Cards

After you generate your cards, it's time to send them out to your members!

There are a few ways in which you can send out your digital membership cards:

  • Bulk (send to ALL members)

  • Specific membership levels

  • Individually (send one-by-one)

When the member row displays a "Send to email" button, this means your cards are ready to be sent out to your members!


Screenshot of member row with distribution button highlighted.

Note: If you use the bulk distribution function, make sure you check off the box next to "E-mail" before clicking the green "Send" button.


Screenshot of elements related to bulk distribution function highlighted.

Hooray! You've now successfully sent out your digital membership cards!



Checking Individual Member Records

Now that your digital membership cards are out in the wild, if you need to dive deeper into your member records to understand when their data was imported, card generated, and card sent, you can do this under their User Record.

Simply click on a member's name and their record will open:


Screenshot of individual User Record page with key elements highlighted.

When you open an individual member record you are able to view more detailed information.

  1. You can see their personal information (e.g. name, member number, email, expiration date, etc.).

  2. You can see the day their record was imported, generated, distributed, and/or installed.

  3. You can resend a member their download email by clicking the "Re-send" button.

  4. You can remove a member record by clicking the "Delete" button on the bottom left corner. This will be useful if you have uploaded a duplicate or incorrect record.

  5. You can regenerate a record's digital card if they're having technical issues (i.e the digital card is not updating its data, or in case the download URL is very old and stopped working for the user).


If you have any questions when using Cuseum's digital membership system you can email [email protected] or via our widget located at the bottom right side of the CMS screen:

Screenshot of our help widget.

That's it! You're done!

We hope this tutorial was helpful! Please feel free to reach out at [email protected] if you have any thoughts or suggestions on how to improve it! Thanks for your support!

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