Importing members

Importing your members from a spreadsheet

Have your whole roster in a spreadsheet? Upload it once and ClubMeister invites new people, fills in details for members you already have, and keeps any extra columns as custom fields — without creating duplicates.

What importing does

Instead of adding members one at a time, you can upload a spreadsheet of your whole roster and let ClubMeister do the work. New people receive a Join the Team email invitation, people who are already on your team get their missing profile details filled in (they're matched, not duplicated), and every extra column you include is saved to each member's profile. Columns ClubMeister doesn't recognise become new custom detail fields for your team, created automatically.

Prepare your spreadsheet

A little tidying up before you upload makes the whole process smoother. Your file should be a .csv, .xlsx or .xls file (up to about 10 MB), with:

• One member per row, and a header row at the top naming each column (for example First name, Last name, Email, Phone).
• An email column — this is the key ClubMeister uses to invite new people and to recognise members you already have, so it's the one column you really need.
• Any extra details you'd like on profiles, such as birthdate, address, or your own columns like shirt size or membership number. Anything ClubMeister doesn't map to a standard field becomes a custom field for your team.

Upload your file

Once your spreadsheet is ready:

1. In the web sidebar, open Data Import (under the Manage section).
2. On the Import & Sync User Data page, click the upload zone (Click to upload) and choose your .csv, .xlsx or .xls file.
3. The zone switches to Processing data… and ticks through your column headers while ClubMeister works out how each column should map. When it's done, you move on to the review step.

Review and match the columns

The Review Data Mapping screen shows one row per column from your file, so you can verify and correct the suggestions before anything is imported. Each row shows the source column, some sample data, the action, and the target field. For every column, pick one of:

• Map to Existing Field — line the column up with a standard profile field (like first name, phone or birthdate).
• New Custom Field — keep the column as a new team detail. The field name is pre-filled from your column header, and you can edit it.
• Ignore — skip this column entirely.

The column matched to email is marked as the unique identifier — the field used to invite and recognise people. A counter shows how many columns are active.

When the mapping looks right, press Confirm & Import. ClubMeister first does a quick check for clashes with details already stored. If there are none, the import runs straight away and you go to the summary.

Resolve conflicts

Sometimes the check finds fields where your file says one thing and ClubMeister already has something different on record. When that happens, the Resolve Conflicts screen appears with a card for each affected field.

1. Each card shows how many members are affected and an example — one member's email with the file value next to the stored value.
2. For each field, choose Use File Data (replace what's stored with your file) or Keep Database (leave the existing value). Use File Data is selected by default.
3. To decide everything at once, use Use File for All or Keep DB for All.
4. Press Confirm Resolutions & Import to run the import with your choices.

Confirm and finish

When the import finishes you land on the Import complete summary, which shows:

• Stat cards for New members invited and Updated members.
• A Schema updates panel listing any new custom fields that were created (or a note that none were).
• An Errors panel, if any rows couldn't be processed, so you can see what to fix.

From here, choose Import another file to upload more, or Done to head back to your home screen. New members will appear as soon as they accept their email invitation.