Importing roster profiles

This article covers roster imports and how to perform them at every level in TeamSnap.

Don't feel like creating each of your roster member's profiles and entering their profile information one by one manually? That's strange because it sounds like a fun time. Type typey type! Luckily there is an option for you to import your roster by uploading a CSV file, so wipe that anxiety-induced bead of sweat from your brow and let's get started!

Attention: Planning to use registration? All right stop! Collaborate and listen....your members will be added via the registration process so you don't need to import them beforehand. Skip on over to our registration articles to get started!

Importing a division or full organization roster from a spreadsheet

If you are an administrator for an account using TeamSnap for Clubs and Leagues, then we recommend downloading the organization roster import template and plugging in your information for best results.

Download org roster import template

*This template will not work for team-level imports.

Tip: You can add columns to import information for custom fields you require, provided you create the custom fields in TeamSnap beforehand. Before importing, make sure you have a custom field created in your organization's Settings tab that does not match the name of any other existing roster columns, default or custom profile fields. If there are two fields with the same name, it will create an error. Insert the column for your custom field into your import spreadsheet after the Non-Player column and before the Email column, and make sure the column heading matches the custom field title that you set up in TeamSnap.

Import file key:

P1 = Parent one
P2 = Parent Two
Non-Player = Enter Y mark the roster member as a non-player (i.e. coach/manager), Enter N or leave blank for the roster member to be created as a player.

When there is data in the P1 and P2 columns and the Parent 1 and Parent 2 first names are entered on the import file, the import will automatically create additional contacts in the player profile.

Formatting requirements:

The first row of your file will be read by the system as column headings for mapping the imported information to the correct fields. If you prefer to use your own custom file, just ensure that your column headings match the fields in the template in order to correctly import roster information.

• Birthdates for the United States: MM/DD/YYYY 
• Birthdates for organizations using international date format: DD/MM/YYYY 
• Remove any blank rows, columns, and extra blank spaces before or after any of the data in each cell of your import file
• Ensure all teams and divisions are set up as desired in TeamSnap.  Any division or team names included for team assignments must match exactly to how they are entered in TeamSnap

To import your players directly to a team, enter the team name in the “Team” column.  If you have divisions set up, you will also need to include the division name in the "Division" column.  

Note: The email address in the player email column is the first email to receive a roster invite. This address will need to accept the invite before the P1 and P2 emails can be sent invitations. If the player is unlikely to accept this invitation promptly or does not have a TeamSnap account, you may want to list a parent email in the player email column, and have the child's email listed as a secondary contact.

Import the division or org roster file

1. Access your organization.
   1. Steps for v1:
      1. Log into your account at go.teamsnap.com.
      2. Click the organization name under the My Organizations section of your TeamSnap dashboard.
      3. Click the Members tab.
   2. Steps for v2: 
      1. Log into your account at organization.teamsnap.com.
      2. Click Programs.
      3. Click the destination program.
      4. Click the destination season.
      5. Click the Participants tab.
2. Click the Import Members or Import Participants button.
3. Click the Upload Import File button.
4. Click the Choose File button.
5. Select your import file and click Open.
6. Click Continue.
7. Click the Inspect button.
   • Review a few imported records to ensure that the information is accurate and populating in the correct fields.
   • Once satisfied, click Back to Roster Import.
   • If the data is incorrect, click Import Later, make corrections to your import file and return to step 5.
8. Click Create All Rosters to finish the import process.

If you did not include data in the team column of the import file for team assigments, you can assign members to their teams after the import by following the steps in the Assigning Members help article.

Getting stuck? Check out Troubleshooting Roster Imports.

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Importing a team roster from a spreadsheet

Need to import your roster directly to a specific team? If you are an independent team owner or manager, or an organization administrator needing to import rosters team-by-team, you can use our team roster import template below, or create your own CSV file to import. If you are an organization administrator importing at the team level there must be at least one member on the Roster in order for the Import from a File button to populate.  Up to 100 roster entries can be imported at once. For rosters over 100, please divide your roster into separate files for importing.

Download team roster import template

*This template will not work for division or organization-level imports.

Formatting requirements:

The first row of your file will be read by the system as column headings for mapping the imported information to the correct fields. If using your own custom CSV file, the columns in your file should match the fields in the roster profile in order to correctly import roster information. 

How to import the team roster file

1. Log into TeamSnap.
2. Click your roster name below the team you will be importing to, to enter the team site from the dashboard.
3. Click the Roster tab.
4. Click the Add button.
5. Click Import from file.
   
6. Click Choose File.
7. Choose and open the file to import (.XLS, .XLSX or .CSV).
8. Double check that all your fields are correctly mapped.
   
   1. For each column of data, select the corresponding TeamSnap column name from the drop-downs. If you don’t want to import a column, or there is no match, select “No Match.” We’ll import only the data that has a matching column name. We promise!
   2. If any field mapping errors are displayed, correct the issues before attempting to proceed by clicking the field and correcting the information. The system will not import fields with a mapping error.
9. Click Save Roster.  

When you're ready, you just need to invite your roster members to join the team!

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Importing members from another team

Starting a new team with some familiar faces? You can invite current or former team members directly to your new roster using the import from another team tool. Commissioners for sports organizations are not assigned to teams and will not see the option to import from another team. 

Note: The team-to-team roster import is only available to team admins (managers or owners) with a manager profile on the both teams.

1. Log into TeamSnap.
2. Click your roster name below the team you will be transferring to, to enter the team site from the dashboard.
3. Click the Roster tab.
4. Click the Add button.
5. Click Import from another team.
   
6. Select the team to import from.
7. Select the names of the players that you want to import.
8. Select/Deselect the checkbox to send invitations to join as desired.
9. Click Import [#] Players.
   

All done! Your imported players will be displayed under the  Roster tab as soon as the import has finished processing.

Note: Information that is hidden from teams or marked 'private' on roster profiles will not be copied over.

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Common questions