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How to Import and Export User Points

Importing and exporting large amounts of data reduces the amount of effort required for manual processing. If you don’t have the ability to import and export, it will be difficult to transfer customer point balances between different systems as well as back them up for security and compliance purposes.

Import/Export tools through our WooCommerce Rewards plugin provide a robust CSV (Comma Separated Values) format that is simple and easy to work with across multiple platforms.

Why Is It Important to Import and Export Customer Points Data? #

The primary advantage of the ability to import and export is:

  • Migrate points between legacy systems or competitive loyalty systems.
  • Creation of backups of customer point balances, thus providing added security and accountability.
  • Updating bulk amounts of customer points due to promotional campaign activity or seasonal changes.
  • Transferring customer point data between different WooCommerce instances or between test environments.
  • Link to third-party reporting and analytical software.
  • Manage multi-store or multi-site loyalty programs from one interface.
  • Data preparation for customer communication campaigns.
  • Archiving of past point activities.

What is a CSV File Format and Why Use It for Import/Export? #

Every CSV file consists of a list of rows and columns; each line (row) represents a single customer record, while each column represents a data field separated by commas. Companies use a CSV file format because:

  • Compatible with all spreadsheet applications (e.g., Excel, Google Sheets, etc.).
  • CSV files can also be easily edited if necessary using any standard text editor.
  • CSV files support large amounts of data and provide batch processing capabilities.
  • Simple format reduces potential compatibility issues.
  • This format is familiar to the average business user.

Exports of User Points #

You may export all or filtered user point data via the CSV export function for analysis, archiving, or migration.

How to Use the Export Feature #

  1. Go to the WordPress Admin → DevDiggers Plugins → LoyaltyX → Users.
  2. Select the “Export” button (located in the top menu bar).
  3. You will see an Export Options Configuration window open.

Step 1: Export Options Configuration

Export User Points Screenshot
Use the export page to export user points in the CSV file

Export Options:

  • “Include Column Headers” (default = Yes) – Adds field headers in your CSV (first row), which will help you identify each column when you open the file.
  • “Export Users with Zero Points” (default = Yes) – Exports users with zero points, as well as active users; you may uncheck this box to export only active users.

Select Fields for Download: Select each individual customer field that you wish to include in the CSV export. The following are selection options:

  • ID (enabled) – Unique identifier for a particular user (usually needed for most imports)
  • Username (enabled) – The name that a customer uses to log into the system
  • Email (enabled) – The email address of the customer
  • Display name (enabled) – Customer’s “display” name
  • First name (disabled) – Customer’s first name
  • Last name (disabled) – Customer’s last name
  • Total Available Points (enabled) – How many points currently can be redeemed by the customer (or equivalent to the equivalent amount for a different purchase). This field is usually included in most exports
  • Total Earned Points (enabled) – The total number of points a customer has earned over time
  • Description of Last Transaction (disabled) – An explanation of the customer’s most recent transaction in relation to points earned through the redeem-system, any special offer as a result of redeeming an offer or coupons
  • Registration Date (disabled) – The date the customer registered in your app/system

Check each field to show/hide any data needed in a given export. For most downloads, the previously mentioned enabled fields with default values provide sufficient data.

Step 2: Export Progress

When you click on the “Start Export” button, the system will begin processing your export. In this section, two important processes occur:

  1. The progress indicator will show you where your export is in the completion stage.
  2. If your export contains a large amount of data, the system will break your exports into batches and process them for maximum speed and efficiency, meaning less waiting time.
  3. There are no limitations on the size of CSV files that the system can process—no timeouts.

Step 3: Download Export

Export Points Done Screenshot
  • As soon as your export process is complete, a download button will appear.
  • You can then save this CSV file to your computer and it will be available for importing into another system, archiving or analyzing.

Importing User Points #

In LoyaltyX, you can import User Points via a CSV file. Importing allows you to migrate User Point information from other systems or perform bulk column updates and serve as a way to restore from backup.

Accessing the Import Function #

  1. Navigate to WordPress Admin → DevDiggers Plugins → LoyaltyX → Users.
  2. Click “Import” (from the top toolbar) to launch the Import Workflow.

Step 1: Select File

Import Using a CSV Page Screenshot
Use a CSV file to import user points in the plugin

Upload Requirements:

  • You may only upload files of type CSV (.csv).
  • The following columns must be included: (User ID, Username or Email), Points and Description data.
  • A file must have at least one header row and one record row.
  • There is no limit on the number of users you may upload; therefore, very large files may be imported.

How to Upload:

  1. Click on the upload area or drag a CSV file into the upload box.
  2. Locate your CSV file from your computer’s hard drive.
  3. The system will check to see if the file is a properly formatted CSV.
  4. Click the Continue button to proceed with mapping your CSV file.

Sample CSV File: Refer to the link on this import page to download a sample template file that contains an example of how your data should be formatted. Use the example provided on the sample CSV file as a guideline when creating your import file.

Step 2: Field Mapping

Import CSV Fields Mapping Screenshot

Match CSV Columns to LoyaltyX Data Fields

  • User Identifier: Determine if matching by User ID or Email
  • Points Column: Identify which column contains Points Data
  • Data Type: Choose whether to set (replace) or add (increase) points
  • Date Fields: Map Any To Proposed Transaction Date if CSV Contains This Information
  • Metadata: Connect Any Additional Columns to Available Metadata Fields

While the system will automatically recognize the CSV header records and generate recommended field mappings, you have the option of updating each mapping to meet your business’s requirements.

Step 3: Data Import

Import User Points Done Screenshot
  • The System Will Validate All Data Before Import Begins.
  • The System Will Display a Preview of Records Prior To Importing.
  • The System Will Batch Process All Data (The System Will Automatically Manage Performance).
  • The System Will Display The Import Process Periodically.
  • The System Will Show You Your Completed Import With The Number of Successful Imports.

Import Scenarios #

LoyaltyX allows you to easily import customer loyalty information from another plugin or other means:

  • Scenario 1 – If you are migrating from another loyalty plugin, you will likely have already exported the necessary data from that plugin. You will receive a CSV file with User IDs, Email addresses and Point Balances. This file can then be imported into LoyaltyX by mapping the fields in the CSV to the respective fields in the LoyaltyX system. Use the REPLACE function on import to set exact point balances for your customers.
  • Scenario 2 – If you have promoted your website and you now wish to provide your existing customers with bonus points, you will first export the current points balance of all customers. You can then edit your CSV file to include the bonus amounts for your customers. Once this is completed, you can import the CSV file back into the LoyaltyX system and ADD the bonus amounts to your customers’ points balance.
  • Scenario 3 – In the event that you need to restore a previous customer points balance, you would import a previous month’s CSV backup into the LoyaltyX system.
  • Scenario 4 – When you test point rules in a test environment using test customers, you can export the results of your tests and import the results into the production site, if all of the results are verified as correct.
  • Scenario 5 – If you have multiple WooCommerce stores and they are all using different loyalty programs, you can export the points associated with each store, merge them (with unique identifiers), and import them into a consolidated loyalty program.

CSV File Format Reference #

Required File Structure:

ID,Username,Email,Points,Description
1,john_doe,customer1@example.com,1000,Imported via CSV
2,jane_smith,customer2@example.com,200,Imported via CSV
3,bob_jones,customer3@example.com,1250,Imported via CSV

Column Names: Column names (first row) will contain the names of each field (ID, Email, Username, etc.). The column names must match the field names used by LoyaltyX exactly.

Data Format:

  • Each row will represent a single customer.
  • Each field within the row should be separated by a comma.
  • Text fields are not needed in quotes (except if they contain a comma).
  • Numeric fields should be entered as numbers only (do not use a dollar sign, etc. for currency).
  • If the date field is included, it must be entered in the format of YYYY-MM-DD.

Things to Do Next #

Once you have learned how to import and export the system, you should

  • Set up a Regular Backup Process: You should export customer data on a scheduled basis as a way to back up the customer database, prevent loss of data in the case of unforeseen events and ensure that you always have access to customer information.
  • Prepare the Migration Data: If you are using a loyalty system that was created by a different company, you will need to prepare and test your migration CSV file.
  • Execute Large Volume Point Updates: You will be able to execute large volume point adjustments to a number of customers simultaneously using the Import functionality
  • Analyse Data: You will be able to export your points data to Excel and analyse how your customers are interacting with your points system using analytic tools
  • Review TUTORIAL: HOW TO CREATE LEVELS & BADGES: After you have established your points system, it will also allow you to create customer tiers and create achievement badges.

Import & Export are very powerful options for managing mass customer point processes. By adhering to the proper CSV structure and best practices listed here, you will be able to run successful point migrations, back up your data and run large-scale point management campaigns accurately.