Coacha allows you to upload multiple members at once using the mass member upload feature. This is particularly useful when setting up your account or moving over from another system, as it saves time compared to adding each member individually.
Accessing the mass member upload
To get started, head to the Members section from the main menu and select Import/Export.
From here, you can download a CSV template, which is used to format your member data correctly before uploading
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”.
Preparing your upload file
Once you have downloaded the template, open it and begin entering your member information into the relevant columns. It is important that the structure of the file remains unchanged, as altering or removing columns can cause issues during upload.
Each member must have a unique email address, and all required fields should be completed using the format shown in the template. Taking a few moments to check your data at this stage can help avoid errors later.
When you have finished, save the file as a CSV.
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.
Uploading your members
Return to the upload screen and select your completed file. Coacha will begin validating the data and will flag any issues that need to be resolved before you can continue.
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.
If any errors are identified, you will be prompted to correct them in your file before re-uploading.
Choose the file from your documents and click ‘Open’.
The system will warn you if there are duplicate records/errors.
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, gathering all the information required to fully complete a member profile can take time. Coacha allows you to import partial member data so you can get started quickly, without needing every detail upfront.
This approach enables you to create all member profiles in one go, while allowing members (or parents and next of kin) to complete the remaining information themselves.
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)
After the import is complete, members or parents will be able to log in and finish setting up the profile themselves. This includes adding details such as address information, contact numbers, and any relevant medical information.
This reduces the administrative workload for your organisation while ensuring that the information provided is accurate and up to date.
GDPR and health and safety considerations
Using partial data import can also support your GDPR and health and safety processes.
When members or parents enter their own details, it helps ensure that the information held on file is current. Contact details and medical information can change over time, and this approach reduces the risk of outdated records.
By asking individuals to review and complete their own information, you can be more confident that your data is accurate and compliant.
Important information
If you already hold records of any medical conditions for your members, these must still be included in your import file, whether you are completing a partial or full upload.
It is also important to note that Coacha assumes you already have permission to store and use your members’ data, as they are existing members of your organisation. This includes using their information for administrative purposes and to provide your services.
Need help?
If you need any help with this process, please contact the support team at support@coacha.co.uk.
Thank you
Coacha Team
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