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Import Members

You can import member information from a spreadsheet file rather than entering it all by hand.  To do this, you'll need to create a spreadsheet file containing a row for each member and columns across for each piece of information you wish to import.  The file you create must be saved as a comma separated value (.CSV) file or as a tab delimited text file (.TXT).  Files of these types can be generated in Excel using the Save As dialog box.

You can also use a file that has been downloaded from your site using the "Download Data" Report Type on the Members Search form.  These files can be directly re-imported after downloading.  In this way, the downloaded data can become a backup for your site's member data that can later be restored by simply re-importing it should something be added incorrectly.  You can also use the downloaded data to make changes en masse and then re-import the changes.

The information you can include in the import file is specified below.  Note: All columns are optional except for the First and Last name columns.  The first line of the file must contain the names of the columns as specified below.  The order they are encountered in the first line specifies the column order for all subsequent data in the file.  Columns can be in any order.

Click here for the LeagueAthletics.com Import Template with column headings already specified



Column Heading

Max Characters
Description
Record ID NA Internal database record ID from the LeagueAthletics.com member database.  These numbers should only come from downloaded member data from the website and are used to identify each member's existing data record.  If these numbers are not present, the software will attempt to match existing member data based on name, address and email address instead.  If no match is found, a new record will be created.
Serial No 16 Member's club or organization identification number.  Can contain any characters but must be numeric if your site uses auto generated numbers for new members, and should be left blank in this case for new records. This is also used for US Lacrosse Membership numbers and USA Hockey Confirmation numbers.
Expiration Date N/A (MM/DD/YYYY) US LACROSSE CLUBS ONLY
First Name 15 Required
MI 1 Middle Initial
Last Name 20 Required
Address 1 32  
Address 2 32  
Show Address - Public, Roster, Private *
City 24  
State 2  
Zip 10 #####-####, or Canadian Postal Codes can be used.
Home Phone 14 Any format commonly used for phone numbers such as "(###) ###-####," "###-###-####," or "###-####".  Extensions can also be included by adding "x###" to the end of the phone number.  All phone numbers will be reformatted to the form "###-###-####" with area codes added if omitted and can be determined from other numbers within a given area code.
Work Phone     14 "
Cell Phone 14 "
Show Phone - Public, Roster, Private *
Show Work - Public, Roster, Private *
Show Cell - Public, Roster, Private *
Email 255 Any valid email address can be included.
Show Email - Public, Roster, Private *
Type 6 This column can contain one of the following: "Parent", "Player" or "N/A"
Gender 1 ("M" or "F")
Date_Birth N/A (MM/DD/YYYY)
BirthCrt 3 "Yes" - Indicates if a Birth Certificate (or appropriate ID form) is on file. Leave Blank if not on file.
Grade     N/A Must be numeric.  Use 0 for kindergarten, -1 for pre-k.
Weight 3 Must be numeric.  Enter the weight of the player, only numeric characters. DO NOT USE "lbs." or "pounds".
Guardian1 ID N/A Internal database record identifier for the first guardian.  This number should only come from downloaded member data and will be used to match an existing record for this guardian.  If omitted, the guardian's name, will be used to match existing data instead or used to add a new record based on the player's information.
Guardian1 First 15  
Guardian1 Last 20 Optional and if omitted or blank, the player's last name will be assumed.
Guardian1 Email 255 Optional.  If omitted or blank, child's email will be used instead.
Guardian 1 Any A single column can be used to specify the guardian's name rather than the two above if need be.  Names can be in the form "First Last" or "Last, First" or just first name and last name will be assumed.
Guardian1 Home 14 Optional - if not entered, this field will default to the information provided for the Member. Any format commonly used for phone numbers such as "(###) ###-####" or "###-###-####" or even "###-####".  Extensions can also be included by adding "x###" to the end of the phone number.  All phone numbers will be reformatted to the form "###-###-####" with area codes added if omitted and can be determined from other numbers within a given area code.
Guardian1 Work  14 "
Guardian1 Cell 14 "
Guardian2 ID N/A Internal database record identifier for the second guardian.  Same rules apply as for the first guardian above.
Guardian2 First 15  
Guardian2 Last 20 Optional and if omitted or blank, the player's last name will be assumed.
Guardian2 Email 255 Optional.  If omitted or blank, child's email will be used instead.
Guardian 2 Any A single column can be used to specify the guardian's name rather than the two above if need be.  Names can be in the form "First Last" or "Last, First" or just first name and last name will be assumed.
Guardian2 Home 14 Optional - if not entered, this field will default to the information provided for the Member. Any format commonly used for phone numbers such as "(###) ###-####" or "###-###-####" or even "###-####".  Extensions can also be included by adding "x###" to the end of the phone number.  All phone numbers will be reformatted to the form "###-###-####" with area codes added if omitted and can be determined from other numbers within a given area code.
Guardian2 Work  14 "
Guardian2 Cell 14 "
Notes 512 This column can contain any information you'd like to include for the member.
Team N/A This column can be used to import team assignment for your members. The team's name should be in the form of the team's alias or the hierarchal format (i.e. >League>Division>Team). If a member has multiple team assignments, you can enter up to 6 team columns.
Position 64 Used to describe the position of the member such as manager, referee, player, goalie, etc.
No 3 This is the players uniform or jersey number. This field can also be used to order your Board members on the "Contacts" page. For example, if the Board President should be the first name on the Contacts page, they should be assigned a number of "1". If no number is used to order Board members, the "Contacts" page will be sorted alphabetically.
Delete 6 If the word "DELETE" is included in this column for any particular row, that record will be permanently deleted from the database.  To delete records, you must also include the member's actual record ID to ensure a correct match.  Record ID and the Delete column with the word DELETE contained within are all that's required and used to delete member records.

Note:  The first row of data must be contain the names of the columns as specified above.   Any columns except first and last names can contain blank data. 

Separate records will be created for each guardian listed and linked to their children. If they happen to be a coach or other official, there is no need to list them on their own. If on the other hand, you have personnel that don't happen to also be parents, then you'll want to list them separately in the import file.  If a parent is listed on their own line, the data encountered there will overwrite any previously inserted data created by a Guardian reference and visa versa.

For a spreadsheet template with common column headings already specified, click here.

*Public indicates specified contact information will be available to the Public where available - Generally used only for Coaches, Managers, Board Member Contacts.
 Roster (default) indicates specified contact information will only be available to those with access to the Roster, generally only Admins, Team Management and logged in team members.
 Private indicates specified contact information will only be available to authorized Admins.


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