Knowledgebase: Clubs
Importing athletes in bulk with the Club Importer tool
Posted by Marney Shepherd on 29 August 2017 02:22 PM

Quick Links: Instructions Error Messages & How to Resolve 

Club Importer Instructions

Step Instructions Notes
Step 1 Log into Club Admin Home Need help?  Refer to this quick reference guide.
Step 2 Go the Administration tab  
Step 3 Click on the Club Import button Under the  Bulk Create & Update Athlete Registrations header
Step 4 A new tab will open in your browser Go to this tab
Step 5 Click on the select button   
Step 6 Locate the Import File you created using the New Club Importer Template

Need more information on the New Club Importer Template?  Have a look at the Getting Started with New Club Importer Template page

Important: Please ensure that you only import athletes who need to be renewed for the current year.

Step 7 Click on the Open button  
Step 8 Click on the Upload Data button  
Step 9 You will see the importer start processing

This will take a long time if you have a number of records to upload.  

We recommend you batch your uploads if you only have a short period of time available.

Step 10 If the import has been successful you will see a results summary.  
Step 11 Download a copy of the results summary by clicking on the excel icon located to the right of the Results summary header We strongly recommend all clubs review and keep a download of their club import result summary.
Step 12 Remember to submit Athlete Requests and Multi Club requests when specified on the Club Import as this is not an automated process.

Athlete Transfers - Club Admin Home> Administration> Add/ Transfer an Athlete

Multi-Club Athlete Requests - Club Admin Home> Administration> Form is under Bulk Create & Update Athlete Registrations header

Policies for athlete transfers and multi-club registrations can be found here.

Step 13 Please use Club Admin Portal reports to confirm your athletes have been uploaded successfully.

Please refer to the following pages:

 

 

Club Importer Error Messages & How to Resolve

Important: Please lodge a support ticket with your import file and a screenshot of the error message as an attachments if you cannot use the Club Importer Tool.

You will not get most of these error messages or have data quality issues if you use the New Club Importer Template to generate your club's import file.

Error Message How to fix it Example Error Message
Missing required field Look at your import file at the corresponding row and field (column) and add the missing data.  Row: 1 Name: Brown Missing required field: FirstName
Invalid in field Look at your import file at the corresponding row and field (column) and fix the cell Row: 1 Name: Sally Brown Value WQ is invalid in field: StateAssociation
Longer than maximum length Look at your import file at the corresponding row and field (column) and make the information in the cell a shorter length Row: 1 Name: Sally Brown Data longer than maximum length of 1 in field: Gender
Cannot find spreadsheet column A column header in your club import file has been changed or deleted.  Please send your import file as an attachment to support@gymnastics.org.au so we can assist you. Cannot Find Spreadsheet column: LastName
No error message (blank) Please send your import file as an attachment to support@gymnastics.org.au so we can assist you.
AN ERROR HAS OCCURRED

The following error has occurred while processing your request. Please send your Club Import file to support@gymnastics.org.au as an attachment so we can help you.

Error Source: https://www.gymnastics.org.au/clubimporter/Default.aspx
Error Message:

 

Please send your Club Import file to support@gymnastics.org.au as an attachment so we can help you.

Error updating member type for record 2822153: Failed updating iBO contact with contactstruct. Error converting contact: CContactBasic.Email : Business rule violation. 'garry7gmail.com'is an invalid email address: The specified string is not in the form required for an e-mail address.

An existing user does not have a valid email address.

Review the email addresses in your club import list.

AN ERROR HAS OCCURRED

The following error has occurred while processing your request. Please send your Club Import file to support@gymnastics.org.au as an attachment so we can help you.

Error Source: https://www.gymnastics.org.au/clubimporter/Default.aspx?RadUrid=62061f99-ff48-4d2f-98b6-13527dae06dd
Error Message:

Error updating member type for record 2822153: Failed updating iBO contact with contactstruct. Error converting contact: CContactBasic.Email : Business rule violation. 'garry7gmail.com'is an invalid email address: The specified string is not in the form required for an e-mail address.

Please send your Club Import file to support@gymnastics.org.au as an attachment so we can help you.

 Error creating record in database: CContactBasic.Email : Business rule violation. 'garry7gmail.com' is an invalid email address: The specified string is not in the form required for an e-mail address.

A new user does not have a valid email address.  

Review the email addresses in your club import list.

 
AN ERROR HAS OCCURRED

The following error has occurred while processing your request. Please send your Club Import file to support@gymnastics.org.au as an attachment so we can help you.

Error Source: https://www.gymnastics.org.au/clubimporter/Default.aspx?RadUrid=62061f99-ff48-4d2f-98b6-13527dae06dd
Error Message: Error creating record in database: CContactBasic.Email : Business rule violation. 'garry7gmail.com' is an invalid email address: The specified string is not in the form required for an e-mail address.

Please send your Club Import file to support@gymnastics.org.au as an attachment so we can help you.

 

Go back to Getting Started with New Club Importer Template page.

Need more help?  Please raise a support ticket.

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