Using Coacha’s Mass Member Upload

Using Coacha’s Mass Member Upload

Whether you’re new to Coacha and need an easy way to get started, or have just recruited a new group of athletes and want to add them to your club; Coacha’s mass import feature can help you quickly upload and organise new members and avoid the manual set-up.

If you already have athletes saved to your Coacha account, that’s great too. Our mass import feature can also be used to update the details of your existing members. In this article, we’ll show you how. To mass upload new members, head to People > Import/Export in the navigation.

When the page loads, click the 1^st green button to download the import spreadsheet.

You may see a window like the one below. Choose to open the document in Excel (or Numbers if you are using Mac) and click “OK”.

Then simply start entering your information into the columns provided. If you already store this information in a similar format, you can copy and paste the data into the relevant columns.

Very important, please note: do not change, move or rename any of the columns on Coacha's import spreadsheet as this will result in errors when uploading to Coacha. Thank you.

Very important also please note: do not add any parent / NOK info in to the member's own profile (eg using a parent / NOK email address as the member's email address). Only add parent / NOK information in the designated columns as Coacha will automatically email parents / NOKs, where applicable, based on a member's age. 

Once you’ve completed the spreadsheet, save a copy to your computer. You may be asked if you want to keep its current format (CSV). Please click 'Yes'. Then, back in Coacha’s ‘Import Members’ screen, click ‘Upload your spreadsheet’

Choose the file from your documents and click ‘Open’.

The system will warn you if there are duplicate records/errors. To reduce duplicate records, Coacha’s mass uploader will try to match information from the spreadsheet against existing member profiles, first by email address, then by first and last name.

Important: If a match is found, Coacha will update the existing member profile using information from the spreadsheet. If you do not want the user’s information to be updated with what’s on the spreadsheet, you will need to remove them from it before uploading!

If no match is found, a new member record will be created.

Any new member groups not already present will also be created. If everything looks correct, click ‘Import’ to add the new information to your profile. New members will appear in your member list and you’ll receive the below notification.

Importing Partial Member Data

In some cases, it can be difficult to pull all the data together needed to fully populate a member’s profile. However, with Coacha you can import Partial Member Data. This will enable you to set up all of your members very quickly and also reduce your time needed to collate all of your members data.

To do this, you will need:

•             Member's first and last names

•             Member’s date of birth

•             Member’s email address if >18 y/o

•             NOK / Parent’s first and last name (for members <18 y/o)

•             NOK / Parent’s email address (for members <18 y/o)

And that’s it.

Then all you need to do is ask your members (or parents/NOK for members <18) to login and add the rest of their personal data themselves. They only things they will need to do is add in are their address, phone numbers, and any relevant medical information about the member.

GDPR & Health & Safety

When using the Partial Data Import process, by asking members / parents to add information themselves will also help with GDPR and Health and Safety Compliance.

Quite often people change their phone number or email address (or even move house!) without letting you know. Similarly, members may develop additional health related issues and also forget to inform you. By asking people to login to Coacha for the first time and add this information will mean that you have the most up to date information for all of your members.

So that’s some great ticks in both your GDPR & Health & Safety compliance!

VERY IMPORTANT - Please note: if you already have records about any medicals conditions that your members have, you will need to add them to the Import Spreadsheet, whether doing a partial or full import.

Also, as the people you are importing are already members of your organisation, Coacha automatically assumes that you have their permission to use their data for legal reasons associated with the running of your club and to provide them with your club's services.