Importing a Team Roster

If a team’s registrations were collected somewhere else (for example, the league’s own system), you can import the roster as a CSV. Each imported family gets a team registration on the form you choose, and their volunteer-hour requirement updates as if they had registered in the portal.

Running the Import

1. Go to Admin → Data Import and choose the list type Team roster (external system)
2. Click Next: Pick team and select the team signup form. If the form has more than one price tier, choose the Pricing tier to record
3. Upload the CSV and map its columns to the portal’s fields (see below)
4. Review the plan, confirm any ambiguous matches, and apply

The import creates registrations marked paid with no payment record, so they appear on rosters and meet schedules straight away. Registrations already on the form are left untouched.

Columns You Can Map

Per player: Player First Name, Player Last Name, Date of Birth, Competition Category, T-Shirt Size.

Per family (repeat the values on each of the family’s rows): Guardian 1 — First Name / Last Name / Phone / Phone 2 / Email, the same for Guardian 2 (used only if the form allows a second guardian), Emergency Contact — First Name / Last Name / Phone, and Medical Conditions. Anything else can be mapped to Skip (ignore).

There is no league-age column: league age is calculated from the date of birth and the form’s age cutoff date, exactly as the signup wizard does.

The Review Step

• Players are matched to people already in family rosters by name, with date of birth as the tiebreaker. Confident matches are listed as auto-matched; the Confirm matches section shows the rest, with the spreadsheet row tagged From CSV and each candidate tagged DB so you can pick the right person
• Warnings (amber, not blocking) flag a missing Guardian 1 with no family contact to fall back on, a missing emergency contact on a form that requires one, phone numbers that don’t look like phone numbers, and dates of birth that can’t produce a league age
• Rows that break the form’s enforced min age or max age are errors and are skipped when you apply — the import never admits a player the wizard would refuse

When a guardian or emergency field is blank in the CSV, the import falls back to the family’s primary contact in the portal.

Tip

The importer’s coverage matches the on-site form, so an imported registration looks the same as a self-service one on the detail page, in exports, and in the Google Sheet.

Note

Because imported registrations have no Stripe payment, the Payment card on their detail page is empty. Record any money collected outside the portal in your own books.