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Import your members from another system

Bring your member list from Conventus, Klubmodul, Holdsport, ForeningLet, MinForening or a spreadsheet, check every column and row, and undo it within 24 hours if something's off.

On this page

You don't need to type your members in. Export the list from the system you use today, or save your spreadsheet, and Clubroom reads it. Nothing is saved until you've checked it. Moving the whole club over? Follow the plan in Switch from your existing system in an evening.

Before you start

  • The file. A CSV or Excel file (.xlsx) with a row of column names. Title rows above it, such as the club's name and the export date, are skipped, and the summary says how many. Most systems call it an export to Excel. An old .xls file from Excel itself needs saving as .xlsx or CSV first.
  • The systems we know. Clubroom recognises exports from Conventus, Klubmodul, Holdsport, ForeningLet and MinForening by their column names, and matches the columns for you. A file from anywhere else works too: you match the columns yourself.
  • Membership types. You don't have to make them first. The import matches a "Membership type" column to your types by name. A name you don't have yet shows under Membership types in the import: match it to one of yours, choose Create a new type with its price, or import those members without a type. A type you create during the import runs by the calendar year, or by your default fee periods if the club has them. You can change that before you import.
  • Email. Every member needs an email address. It's how Clubroom spots duplicates, and where their links go.

Import the file

  1. Go to Members, open More in the header and choose Import.
  2. Drag the file onto Drop your member list here, or click Choose file.
  3. Under Match your columns, check what each column became. If the file came from one of the systems above, it says so at the top. Set any column you don't want to Don't import.
  4. At the bottom of the same card, under Other columns in your file, choose where each of the rest goes ("Shirt size", "Boat licence"): into one of your fields, into a new field with Create a new field, or nowhere with Don't import. A new field is named after the column and its kind is guessed from the values; change either if it's off. A column named like one of your fields goes into it by itself.
  5. Under Check the rows, look through the tabs: New, Duplicates (already in Clubroom, so skipped) and Can't import (each row says why, often a missing email). Members who left the club have a tab of their own, Left. They aren't imported unless you turn on Import them too.
  6. Above the button, If you email a welcome counts what a welcome would do: who's asked to pay, who's left out, and anything to check first.
  7. Click the import button. It counts them for you: Import 120 members. No welcome or reminders go out to them yet.
  8. Press Email a welcome to … when you want them to hear from the club, now or later. Long-standing members are often better left until the club has announced the change. Each member gets one welcome, ever.

What comes along

  • Name, email and phone. A name written "Hansen, Jens" becomes "Jens Hansen", and Danish phone numbers are tidied to +45.
  • Birth date and gender, for your yearly count to DIF (see Report your member numbers to CFR).
  • Joined and Paid through. Paid through gives each member their current paid period, so their status is right from day one. That period never starts before they joined, so someone who joined in November counts from November. A column such as "Betalt" with Ja and Nej, x or 1 and 0 works too: choose the date a yes is paid through. It's filled in with the end of your current year or season. Nej or an empty cell means not paid.
  • Department. In a club with departments, a column such as "Department", "Sport" or "Afdeling" is matched to your departments by name or link key, and the membership type is then matched within it. A department you don't have makes the row Can't import: add it in Settings › Departments, or fix the spelling. If a type name is in more than one department, the file needs this column to say which.
  • Groups. A column such as "Groups" or "Hold", or "Afdeling" in a club without departments, becomes tags, one per name, split by commas. That's the quickest way to bring your teams along (see How to run a team).
  • One member per person. Some exports list a person once per team. Rows with the same email and the same name become one member, with all their groups and the latest paid-through date. The summary says how many rows were merged. The same email with a different name, such as a parent's email on two children, stays separate rows: only the first is imported, the rest show as duplicates.
  • Who left. A column such as "Udmeldt", "Left on", "Medlem" (Ja or Nej) or "Status" (Udmeldt, Inaktiv) says who isn't a member any more. A leaving date still ahead counts as still a member.
  • Your own fields. Each answer is read the field's way: "Ja", "x" or "1" for yes or no, numbers with a comma or a point, dates as the other date columns. A value that doesn't fit, such as "XXL" in a single choice without that option, makes the row Can't import, with the reason. A single-choice answer also puts on the tag the option has.

Undo an import

Something wrong? Click Undo import on the screen after the import, or Undo on the Last import bar at the top of Members, then Undo import. It takes the imported members back out. You can undo the latest import for 24 hours; after that, delete members one by one from their own page.

Membership types and fields the import created go too, unless someone still has the type or you've filled the field in for someone since. Tags the import made stay behind, empty. Delete them in Settings › Members if you don't need them.

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