If families registered in another system, load them into a TeamSideline registration program with the Enrollee Registration Import (players and adult enrollees) or the Volunteer Registration Import (coaches and other volunteers). Each row finds or creates the family's account and adds an accepted enrollment on a $0 order, so you can build rosters, schedule games and publish team sites in TeamSideline.
Applies to: Org admins with the Registration Import permission · All plans (older packages need a registration module) · Youth Registration, Adult Registration and Youth & Adult Registration programs
Where: Administration > Import Data > Start Import (Enrollee Registration Import, Volunteer Registration Import); results on Administration > Import Data > Status
Set up the program
- Go to Programs > Manage Programs, click Add Program, choose the Registration Type (Youth Registration, Adult Registration or Youth & Adult Registration) and click Next.
- On 1 Setup, enter the Program Name, Program Season, Program Description and Program Duration, and click Save.
- On 2 Configuration, click Add Offering for every offering name in your file. The fee doesn't matter, because imported enrollments are always $0. In a Youth & Adult program, youth rows need a Player/Youth offering and adult rows a General/Adult offering.
- Under Enrollment Fields, add any fields you want to import, such as a T-shirt size or practice night you'll use when building teams.
- For volunteers, under Volunteers, click Add Volunteer and add each Volunteer Type in your file. A blank or unmatched Volunteer Type is imported as Coach, so add Coach as well.
Prepare the file
On Administration > Import Data, the icon in the Sample File column downloads a template and the icon in the Instructions column opens a PDF that describes every column. Start from the template and use one row per enrollment.
| Enrollee Registration Import column | What to enter |
|---|---|
| Enrollee First Name, Enrollee Last Name | Required. The player, or the adult enrollee. |
| Enrollee Birthday | Required. MM/DD/YYYY. |
| Enrollee Gender | Required. M, F, B, G, N or O, or Male, Female, Non_Binary or Other. |
| Offering | Required. The offering's name exactly as it is on the program; capital letters don't matter. |
| Enrollment Type | Y for a youth player (the default when blank) or A for an adult enrollee. Any value other than A or a is also imported as a youth player, so every row for an adult offering needs A. |
| Primary Adult First Name, Last Name, Email, Phone 1, Phone 2 | The parent or guardian (If importing Adult Players, this will be the adult enrollee). The email and phones are how the import recognizes existing families. |
| Primary Adult Street Address, City, State, Zip | The family's address. State is the 2-letter abbreviation. |
| Additional Adult First Name, Last Name, Email, Phone 1, Phone 2 | A second parent or guardian. They're added to the account if they aren't on it yet. |
| Enrollment Field 1 to Enrollment Field 6 | Values for the program's enrollment fields, up to 50 characters each. |
| Associated Organization | Optional. The short name of one of your associated organizations. The Assoc Organization must already be set up via Administration > Associated Orgs |
The Volunteer Registration Import has Volunteer First Name and Volunteer Last Name (required), Offering (required), Volunteer Type, Email, Phone 1, Phone 2, Street Address, City, State, Zip, Volunteer Birthday, Enrollment Field 1 to 6 and Associated Organization.
- Fill in the adult's first name, email and full address on every row. A blank Primary Adult First Name creates an account named "unk" that later imports can't match.
- Remove every comma from your data, for example by replacing it with a space. The file check counts columns by commas.
- Save the file as CSV. It can be up to 10 MB.
Run the import
- Go to Administration > Import Data and click Enrollee Registration Import (or Volunteer Registration Import).
- On Step 1 of 3: Upload File, click Select next to File Name and choose your CSV file. Leave Includes Headers checked if the first row has column names.
- Choose the Program. If you're importing enrollment fields, choose the field that Enrollment Field 1 to Enrollment Field 6 should fill. Click Next Step.
- On Step 2 of 3: Map the Fields, choose the column from your file for each TeamSideline Field, or No Mapping, Leave Blank for a column you don't have. Click Next Step.
- On Step 3 of 3: Review and Confirm, read the messages. Errors are listed by Row and Field, and Queue Import doesn't appear until there are none, so fix the file and start again. When you see "No errors were found. File is ready for upload. Click on Queue Import button to complete import process.", click Queue Import.
What you'll see: "Your import has been successfully uploaded and will be processed shortly." and the Status page. The import runs in the background. When it's done, expand it to see "Processed N records: X imported, Y skipped." and a message for each row that needs attention.
Import players before volunteers, so parents who also coach are matched to their family's account.
How the import finds existing accounts
- Email first. If the adult's email is on an active account with the same last name, that account is used. If the first name differs, for example a second parent who shares the email, that person is added to the account as another adult. An email that's on more than 10 accounts isn't used for matching.
- Then name. An account with the same last name and a first name that starts with the same three letters (Ken and Kenneth match) is used if a phone number or the email also matches.
- Then the child (Enrollee Registration Import only). If the same child, by name and birthday, is on an account at the same house number and ZIP code, the adult is added to that account.
- Otherwise, a new account is created, with a sign-in for the adult's email if that email doesn't have one yet.
A matched account keeps its address and email. If more than one account matches by name, the Enrollee Registration Import uses the newest; the Volunteer Registration Import skips the row.
What the import creates
- An accepted enrollment in the offering, on a $0 order with the note "Order processed in external system." No balance is added, whatever the offering costs.
- The player on the account, if they aren't there yet. An A row's enrollee must already be one of the account's adults, so use the same person in the Primary Adult and Enrollee columns.
- For volunteers, an enrollment with the row's Volunteer Type.
- No emails. Families don't get a welcome or confirmation email. Adults whose sign-in the import created set their password with Forgot your password? on the sign-in page.
After the import
- Read the row messages on the Status page, fix the skipped rows, and import just those rows in a new file.
- On the program's 4 Rosters page, click Leagues & Divisions to set up divisions and teams. The Team Import on the Import Data page can load teams.
- Click Assign To Roster to put players and volunteers on teams.
- Create the schedules, then publish team sites on 5 Team Sites.
If it doesn't work
Row messages appear when you expand the import on the Status page. A skipped row creates no enrollment.
- "No Enrollment Created: Cannot find offering (name)." The Offering doesn't match an offering on the program. Fix the spelling or spacing, or add the offering, and import the row again.
- "No Enrollment Created: Enrollment Type does not match the Offering." A youth row points to a General/Adult offering, or an A row to a Player/Youth offering.
- "No Enrollment Created: Adult enrollee (name) not found." An A row's enrollee isn't one of the account's adults. Put the same person in the Primary Adult columns.
- "No Enrollment Created: Already exists - (name)" That person already has an enrollment in this offering, including a canceled or waitlisted one, so nothing was added.
- "No Enrollment Created: Associated Organization "(name)" is invalid." Use the exact name or short name shown on Administration > Associated Organizations.
- "No Update: More than one account for (name) found." (Volunteer Registration Import) Several accounts match this volunteer. Merge the duplicates with Merge Accounts, then import the row again.
- "Enrollee (name) matches more than one account (...). New account created; these accounts may need merging." The child is already on several accounts. Merge them.
- "Enrollee birthday is invalid. Please update on their account." The enrollment was created without a birthday. Add it on the account.
- "The file you have chosen to upload does not contain the same number of columns in every line (failed on line: N)." Usually a comma inside a value on that line. Remove it and upload again.
- "The file type you have chosen is not allowed. You must select a CSV file." Save the file as CSV.
- A new account's first name is "unk", or its city shows a state abbreviation or a ZIP code. The row's Primary Adult First Name, State or Zip was blank. Edit the adult on the account.
Messages such as "(name) added as an additional adult on existing account (number)" are for your information.
Good to know
- Only TeamSideline Support can undo an import. Reverting voids the enrollments it created and hides their $0 orders, but the accounts it created stay, so merge or update those yourself. Include the import's name and Queued Date from the Status page when you contact support.
- The import never changes an existing enrollment. To change an offering or a field value later, edit the enrollment.
- The download icon on the Status page gets back the file you uploaded.
- The same steps load past players into a new registration program so you can assign them to teams. There's no way to copy registrations from one program to another, so to add players who stay in their own program to a second one, such as an All-Star program, import them into the second program or add each one with Place Order on the customer's account.