Customer and registration imports: accounts, enrollments, custom fields, transactions, coupons and background checks

The imports listed under Customer on the Import Data page create family and adult accounts, enroll people in programs, fill in custom fields, and add transactions, assigned coupons or background checks to many accounts at once. Each import matches your file to existing records in its own way, so check what yours needs before you build the file.

Applies to: Admins whose role includes Import Data · All plans (Assigned Coupon Import: Enhanced, Elite and Enterprise; Background Check Import: PYS Background Check module; Team Manager Import (within Master): Master Team module) · Customer accounts and registration programs

Where: Administration > Import Data > Start Import > Customer

How to run a customer import

Set up what the import fills in: the program and its offerings for a registration import, the custom field (Administration > Configurations > Custom Fields) for a custom field import, or the assigned coupon for the Assigned Coupon Import.
Go to Administration > Import Data. Under Customer, download the import's sample file from the Sample File column, and open the Instructions column for its column rules.
Fill in the file, one row per person or record, and save it as CSV with no commas inside any value.
Click the import's name. On Step 1 of 3: Upload File, choose your file in File Name, leave Includes Headers checked if the first row holds column names, choose the options the import asks for (Program, Youth Program, or Custom Field and Overwrite Existing Data) and click Next Step.
On Step 2 of 3: Map the Fields, choose the matching column for each TeamSideline Field, or No Mapping, Leave Blank for an optional one, and click Next Step.
On Step 3 of 3: Review and Confirm, fix any errors in your file and start again. When there are none, click Queue Import.
When it finishes, open Status, expand the import and read its row messages.

What each import needs and does

Player Account Import

One row per player: Player First Name, Player Last Name, Player Birthday and Player Gender (M or B for male, F or G for female, in capital letters), and the first parent's PG 1 First Name, PG 1 Last Name, PG 1 Street Address, PG 1 City, PG 1 State, PG 1 Zip and PG 1 Phone 1. PG 1 Email is optional but helps match existing families. PG 2 columns add a second parent, and Player Organization Id stores your own player number.
Creates an account when no parent matches. When one does, the player (and the second parent, if new) is added to that account, and the parent's existing details aren't changed. A player already on the account with the same last name and a matching first name isn't added again.
Adds no enrollments. To enroll the players too, use the Enrollee Registration Import instead.

Adult Player Import

Required: First Name, Last Name, Street Address, City, State, Zip and Phone 1. Optional: Email, Phone 2, Phone 3 and Player Organization Id.
Creates an account for each new adult, with no orders or enrollments. When the adult already has an account and the row's email is the one on that adult, the import updates their address, phones and Player Organization Id.

Enrollee Registration Import and Volunteer Registration Import

Load registrations taken in another system into a TeamSideline program. Each row finds or creates the account and adds an accepted enrollment on a $0 order, so no balance is added. Create the program's offerings (and, for volunteers, its volunteer types) first; the Offering column must match an offering's name.
For the columns, matching rules and row messages, see How to import registrations from another system (Enrollee and Volunteer Registration Imports).

Player Custom Field Import and the Parent Custom Field Imports

Each run fills one custom field: create it first and choose it in Custom Field on Step 1. Check Overwrite Existing Data to replace values already saved; leave it unchecked to fill only empty ones.
Player Custom Field Import: Player Id - TeamSideline and Custom Field Value. Add the Player Id - TeamSideline column to the Enrollment Information or Account Information report (Reports > Report Exports) to get the ids. It fills values for existing players and never creates accounts.
Parent Custom Field Import (By Id): Customer or Customer 2 Id (the Customer Id or Customer 2 Id column of the Enrollment Information report) and Custom Field Value.
Parent Custom Field Import: Parent First Name, Parent Last Name and Custom Field Value. It matches the last name and the first three letters of the first name, and if more than one parent matches, that row isn't updated. Use the By Id import when names repeat.
Each value must suit the field: a drop-down value must match an option exactly, dates and times must be valid, and text must fit the field's length. Values that don't fit aren't saved, and only too-long text gets a row message. Check box, file and phone fields can't be filled this way.

Transaction Import

Adds a Misc - Credit or Misc - Debit to each account: Account Id, Transaction Type (Credit or Debit), Amount and an optional Description. Use the Account Id from the Account Information report, not the Customer Id column of the Enrollment Information report. Credits can be entered as positive amounts.
The optional Associated Org column (debits only) sends the payment for that debit to the associated organization's payment gateway; the row is skipped if the name doesn't match exactly one associated organization with its own gateway. The optional GL Account column records a GL account on a credit.
For the full steps and messages, see How to add credits and debits to many accounts at once (Transaction Import).

Assigned Coupon Import

Gives each account an assigned coupon you've already created: Account Id and Coupon Name, both required. Coupon Name must match the coupon's name; capital letters don't matter.

Background Check Import

Records background checks that volunteers completed outside TeamSideline. Required: First Name, Last Name, Email and Expiration Date; Street Address, City, State, Zip, Phone 1 and Phone 2 are optional. Choose the Youth Program on Step 1; it needs at least one offering.
Each row finds or creates the volunteer's account, adds a volunteer enrollment (volunteer type Other) on a $0 order in the program's first offering, and records a completed, passed Protect Youth Sports check that expires on the row's date. A new account gets placeholder values, such as unk, for a blank address or phone.

Team Manager Import (within Master)

For organizations with master teams: each row finds a team in the Master Program (narrowed by Master Offering or Enrollee Last Name when several teams share the name) and registers its team manager in the Program and Offering you name, which must be a program within that master program.
Unlike the other imports, the order uses the offering's regular fee, so it shows as a balance owed on the manager's account.

Roster Import is listed under Customer too. It loads rosters for teams on a division's 2 Teams page, so it's explained in Schedule imports: upload games, practices, location availability, teams, rosters, coaches, officials and conflicts.

How the account imports find existing accounts

The Player Account, Adult Player and Background Check Imports look for an existing adult before they create an account:

Email: an active account whose adult has the row's email, the same last name and a first name starting with the same three letters. An email that's on more than 10 accounts isn't used.
Name: an adult with the same last name and a first name starting with the same three letters, so Ken matches Kenneth. The Background Check Import also needs a phone or the email to match. The Player Account and Adult Player Imports don't, so a row can match another family with a similar name.
If more than one account matches, the row is skipped with "No update: more than one account for … found." (Player Account Import) or "No Update: More than one account for … found." Merge the duplicates, then import that row again.
If nothing matches, a new account is created, with a sign-in for the email if it doesn't have one yet.

What you'll see

On Status, the expanded import shows "Processed … records: … imported, … skipped." and a message for each row that needs attention. New accounts are in Customers > Account Management, enrollments on the program's rosters, and transactions and coupons on each account.

If it doesn't work

"Record not loaded due to invalid Account Id: …" (Transaction or Assigned Coupon Import): that number isn't one of your accounts. Use the Account Id column of the Account Information report.
"Record not loaded due to invalid Coupon Name: …": no assigned coupon has that name.
"Record not loaded due to invalid Transaction Type: …": enter Credit or Debit.
"No update: … not found." or "No update: ParentId - … not found." (Parent Custom Field Imports): no parent has that name or id. Check the name, or use the id from a report.
"No Enrollment Created: Selected program does not have an offering." (Background Check Import): add an offering to the program.
"No Update: Team not found within Master Program." (Team Manager Import): check the team name and the master program.
For upload, mapping and review messages, see Import error messages and how to fix them.

Good to know

These imports send no emails. Adults whose sign-in an import created set a password with "Forgot your password?" on the sign-in page.
Apart from the Adult Player Import's email match, no import changes the address on an existing account. Edit addresses in Customers > Account Management > Search.
Only TeamSideline Support can revert an import, and only the Enrollee and Volunteer Registration Imports. Fix other imports on each account, for example with an offsetting transaction.

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