📥Importing coaches
Complete guide to importing coaches via CSV file, including required fields, validation, and troubleshooting.
Import multiple coaches into your club roster using a CSV file or by pasting tabular data directly.
Accessing the Import Feature
Navigate to Participants > Coaches in your club dashboard
Click the Add button (➕) in the page header
Select Import Coaches from the dropdown menu
Required CSV Fields
Your CSV file must include these exact column headers in the first row:
Core Required Fields
First name
Coach's given name
Text (e.g., "Jane")
Required field - cannot be empty
Last name
Coach's surname
Text (e.g., "Doe")
Required field - cannot be empty
Club
Current club name
Text (e.g., "Springfield Gymnastics")
Required field - cannot be empty
Level
Coach level
Text (e.g., "FIG", "Level 1", "Assistant Coach")
Required field - cannot be empty, must match existing coach levels if importing for a specific meet
Optional Fields
Coach's email address
Valid email format
Optional - leave blank if not available
Phone
Coach's phone number
Numeric string
Optional - leave blank if not available
Preparing Your CSV File
Download Template
Click Download Template to get a properly formatted CSV file
Open the file in Excel, Google Sheets, or any spreadsheet application
Fill in your coach data using the exact column headers
CSV File Requirements
Format: Comma-separated values (.csv)
Encoding: UTF-8 (recommended)
Headers: Must be in first row exactly as shown above
Data: One coach per row after headers
Upload Methods
Method 1: Drag and Drop
Locate the upload area on the import page
Drag your CSV file from your computer and drop it into the designated area
The file will be automatically processed and validated
Method 2: File Upload
Click the Upload button in the upload area
Browse to your CSV file and select it
Click Open to upload and process the file
Method 3: Paste Data
Click the Paste Data tab
Copy your tabular data (from Excel, Google Sheets, etc.)
Paste into the text field using:
Ctrl+V (Windows/Linux)
Cmd+V (Mac)
Right-click and select Paste
The data will be parsed and validated automatically
Import Settings (Advanced)
If you're having trouble with your CSV format or encountering validation errors, you can adjust the advanced import settings to match your specific file format.
For detailed information about date formats, delimiters, encoding, and troubleshooting, see: Advanced Import Settings
Validation Process
After uploading your data, you'll be taken to the validation page where you can:
Review Your Data
Data Table: View all imported coaches in a organized table
Validation Icons:
✅ Green checkmark: Row is valid and ready for import
❌ Red error icon: Row has validation errors that need fixing
Common Validation Errors
Required Field Error
First name, last name, club, or level is empty
Fill in the missing required information
Invalid Email Error
Email format is invalid
Enter a valid email address or leave blank
Invalid Level Error
Level name doesn't match existing coach levels
Check coach level names in your meet or leave blank for club import
Fix Validation Errors
Identify errors: Red error icons show which rows have issues
Hover for details: Hover over error icons to see specific error messages
Edit directly: Click in cells to edit values directly in the table
Refresh validation: Click Refresh to recalculate all validations
Search and Filter
Search bar: Find coaches by any field (name, club, level, etc.)
Level filter: Show only coaches from specific levels
Club filter: Filter by club name
Validation filter: Show only valid entries or only entries with errors
Final Import
Before Importing
Ensure all rows show green checkmarks (✅)
Fix any remaining red error icons (❌)
Verify the coach count and details
Import Process
Click Import in the bottom right corner
Wait for the import to complete (may take a few moments for large files)
All valid coaches will be added to your club roster
You'll be redirected back to the main Coaches page
Post-Import Actions
Verify import: Check that all coaches appear in your roster
Edit details: Use the Editing & Managing Coaches page to update any information
Assign levels: Ensure all coaches have appropriate coach levels assigned for organization and pricing
Register for meets: Use the imported coaches for meet registrations
Troubleshooting Tips
Large files: For files with many coaches, the validation may take longer
Special characters: Ensure names and contact information don't contain problematic characters
Level matching: If importing for a specific meet, ensure coach level names match exactly
Last updated