How to Import Members to Your Pickleball Club

Importing your membership list directly into your club database saves time and keeps records accurate. The process supports names, emails, phone numbers, membership plans, start and end dates, and other key fields. Below is a clear, organized guide to prepare your file, map membership plans, upload a CSV, and resolve common issues so members appear correctly in your club system.

Before you begin

Gather the following information and tools before starting the import:

• - A computer with Google Sheets or Microsoft Excel
• - Your club administrator login
• - The membership list you want to import, with columns for name, email, phone, and any membership plan assignments
• - An export or template saved in CSV format for uploading
  
  

Overview of the import workflow

The import process follows three main phases: prepare the template, upload the CSV, and confirm/process the import. Each phase includes checks to make sure members are matched with existing accounts or added as new users with pending invites.

Step-by-step import process

1. Access the club management area

   Log into your account, go to your club, and open the management menu. From there, navigate to the member upload section and choose to upload a new file.

   
2.  
3. Download and inspect the template

   Use the provided template link and open it in Google Sheets or Excel. Review the template requirements carefully to see which fields are required and which are optional. Required fields typically include name and email. Optional fields allow you to import plan assignments, member IDs, and dates.

   
4.  
5. Populate the template

   Copy and paste your membership data into the template. Keep these tips in mind:

   • - Use the membership number ID if you want to retain IDs from previous software.
   • - Use the start date to mark when the membership began.
   • - Leave the end date blank for memberships that auto renew, or enter an explicit expiration date.
     
     

   Make sure email addresses are accurate. Duplicate or incorrect emails are the most common source of import errors.

6. Map membership plans (optional)

   If your club uses membership plans, assign each plan a simple import mapping ID and enter that code into the spreadsheet for each member. To find or set a mapping ID:

   1. - Open the membership plans area in your club management.
   2. - Click the three dots next to a plan and select plan info.
   3. - Choose a mapping ID to use as the code in your spreadsheet (for example, 1, 2, 3, 4).
      
      

   Repeat this mapping for each plan so members import to the correct plan. If no plans are used, skip this step and add assignments later as needed.

   
7.  
8. Export as CSV and upload

   When the spreadsheet is ready, download it as a CSV. Return to the club import page, click continue to move to the upload step, and select your CSV file. After the upload completes, proceed by clicking continue and then process to start the import.

9. Confirm and review results

   Before finalizing, the system prompts a confirmation. After confirming, the import summary displays:

   • - The file name that was imported
   • - How many new members were added
   • - How many new user accounts were created in the system
   • - Timestamp of when the import processed
   •  
   

What happens to imported members

Imported entries fall into one of three categories:

• 1. Members whose email already exists in the system are linked to their existing account and listed as current club members.
• 2. New accounts are created and placed in an unconfirmed list with a pending invite. Those users receive an email to set their password and a separate invitation to join the club.
• 3. Entries that fail validation appear in an error report so you can fix them and retry the upload.
•  

Handling errors and conflicts

If an error occurs, the system highlights the problematic row and explains the issue. Common errors include:

• - Duplicate email addresses already in use elsewhere
• - Missing required fields such as name or email
• - Incorrect date formats
•  

To resolve errors, correct the spreadsheet and re-upload only the corrected file. The import can be retried after errors are reconciled.

Post-import management

After the import, you can edit memberships directly from the members list. Click the three dots next to a member's name to change plan assignments, update contact details, or resend invitations for unconfirmed users.

Resending invitations is helpful for new users who missed the initial email or did not complete account setup. The system also sends a welcome email to new accounts so they know their profile was created on the platform.

Best practices and troubleshooting tips

• - Validate emails before import to reduce conflicts and errors.
• - Use simple mapping IDs for membership plans to avoid mismatches during import.
• - Keep backups of your original membership list in case you need to cross check records after import.
• - Test with a small file first when doing a large migration to confirm mapping and formatting.
• - Document the start and end dates for each member so expiration and renewal behavior is clear in the system.
•  

Quick checklist before uploading

1. 1. Confirm required fields are populated
2. 2. Assign mapping IDs for membership plans, if used
3. 3. Save the spreadsheet as CSV
4. 4. Upload, confirm, and review the import summary
5. 5. Fix any errors and re-upload if necessary
6.  

Need additional help?

For a complete step-by-step walkthrough, view the full tutorial at:

With a little preparation, bulk importing members becomes a fast and reliable way to keep your club roster current and organized.