📥Importing gymnasts
Complete guide to importing gymnasts via CSV file, including required fields, validation, and troubleshooting.
Import multiple gymnasts into your club roster using a CSV file or by pasting tabular data directly.
Accessing the Import Feature
Navigate to Participants > Gymnasts in your club dashboard
Click the Add button (➕) in the page header
Select Import Gymnasts 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
Gymnast's given name
Text (e.g., "Jane")
Required field - cannot be empty
Last name
Gymnast's surname
Text (e.g., "Doe")
Required field - cannot be empty
Discipline
Gymnastics discipline
WAG (Women's Artistic), MAG (Men's Artistic), or WAG+
Must match exact abbreviation, case-insensitive
Date of birth
Birth date
Date in selected format (e.g., "12-31-2010")
Must be valid date, cannot be in future
Club
Current club name
Text (e.g., "Springfield Gymnastics")
Required field - cannot be empty
Level
Competition level
Text (e.g., "Level 1", "JO Level 5")
Required field - cannot be empty, must match existing meet levels if importing for a specific meet
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 gymnast 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 gymnast 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.) including the header
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 gymnasts 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 Discipline
Discipline doesn't match WAG, MAG, or WAG+
Use exact abbreviations: WAG, MAG, or WAG+
Date Format Error
Date doesn't match selected format
Change date format in settings or fix date values
Future Date Error
Birth date is in the future
Enter a valid past date
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
Change date format: Use the date format dropdown if dates are misformatted
Refresh validation: Click Refresh to recalculate all validations
Search and Filter
Search bar: Find gymnasts by any field (name, club, level, etc.)
Level filter: Show only gymnasts from specific levels
Club filter: Filter by club name
Age filter: Filter by gymnast age ranges
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 gymnast 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 gymnasts will be added to your club roster
You'll be redirected back to the main Gymnasts page
Post-Import Actions
Verify import: Check that all gymnasts appear in your roster
Edit details: Use the Editing & Managing Gymnasts page to update any information
Add music: If meets require music, add music files from the Music page
Register for meets: Use the imported gymnasts for meet registrations
Troubleshooting Tips
Large files: For files with many gymnasts, the validation may take longer
Special characters: Ensure names and clubs don't contain problematic characters
Date consistency: Make sure all dates use the same format throughout your file
Last updated