How to Import a Spreadsheet of Athlete Data

You can upload CSV, XLS, or XLSX spreadsheets.
You can specify which fields SportsWare will use to match athletes in the spreadsheet to athletes in your database.
SportsWare automatically updates matching athletes and add non-matching athletes.
SportsWare checks your spreadsheet for invalid data, e.g. a birthdate of 1/3/2312. (It happens).
SportsWare generate a report showing the status of each record imported from your spreadsheet.
And the best news is, SportsWare keeps a log of the imports so you can undo an import if you find there was a problem with your data. (Yes, that also happens).

Accessing the Excel Import

You will see two new options under the ADMIN menu, IMPORT ATHLETE and IMPORT HISTORY.

MENU	DESCRIPTOIN
IMPORT ATHLETES	Upload and import a spreadsheet of Athlete demographic data.
IMPORT HISTORY	The history of the athlete imports.

Importing a Spreadsheet

1. From the ADMIN menu, select IMPORT ATHLETE.

2. SportsWare displays the Import Athlete page.

Note: SportsWare displays the Import progress as you move through each step. You can click the progress buttons to return to a previous step.

Match Criteria

The Match Criteria tell SportsWare how to combine the imported data with your existing SportsWare database. There are three main areas to select:

CRITERIA	DESCRIPTION
MATCH FIELD	This is the primary field SportsWare will use to match your athletes. The options are Full Name or ID.
VERIFY FIELDS	Because you can have multiple athletes with the same name, e.g. Smith, John, SportsWare allows you to specify additional fields (FULL NAME, ID, GRAD CLASS, BIRTH DATE, GROUP) to match.
FORCE VERIFY	When FORCE VERIFY is checked your database must contain data in the VERIFY field. When FORCE VERIFY is unchecked your database may contain data in the VERIFY field or may be blank.

Here are some examples to help explain the matching.

Full Name Only

This option is typically used in the following situations:

1. Your spreadsheet does not contain any of the verify fields.

2. You are matching on ID which would be unique across your athletes.

Your SportsWare database contains the following records:

Lastname	Firstname	Birthdate	GradClass
Smith	John	12/20/2002
Smith	John	1/15/2001
Smith	John

You are importing a spreadsheet with the following records:

Lastname	Firstname	Birthdate	GradClass
Smith	John	12/20/2002

You specify to match on FULLNAME only.

In this case SportsWare will look for any records where the athlete’s full name is “Smith, John”. Since there will be two matches, SportsWare will report this and the record will be skipped because SportsWare cannot determine which Smith, John to update.

Full Name and BirthDate

This option is typically used in the following situation:

1. Your spreadsheet contains some of the verify fields.

Your SportsWare database contains the following records:

Lastname	Firstname	Birthdate	GradClass
Smith	John	12/20/2002
Smith	John	1/15/2001
Smith	John

You are importing a spreadsheet with the following records:

Lastname	Firstname	Birthdate	GradClass
Smith	John	12/20/2002

You specify to match on FULLNAME and verify on BirthDate.

In this case SportsWare will look for any records where the athlete’s full name is Smith, John and their birthdate is 12/20/2002 or blank. Since there will be two matches, SportsWare will report this and no update will be performed because SportsWare cannot determine which Smith, John to update.

Note: You can select multiple VERIFY criteria to narrow-down the matches.

Full Name, BirthDate, Force Verify

This option is typically used in the following situation:

1. Your spreadsheet contains some of the verify fields and your database contains data for the fields you are verifying.

Your SportsWare database contains the following records:

Lastname	Firstname	Birthdate	GradClass
Smith	John	12/20/2002
Smith	John	1/15/2001
Smith	John

You are importing a spreadsheet with the following records:

Lastname	Firstname	Birthdate	GradClass
Smith	John	12/20/2002

You specify to match on FULLNAME, verify on BirthDate and FORCE VERIFY.

In this case SportsWare will look for any records where the athlete’s full name is Smith, John and their

birthdate is 12/20/2002. Since there is only one match, SportsWare will update the matching record.

Why not select FORCE VERIFY every time?

Remember, if there is no match, SportsWare adds a new record. When you select FORCE VERIFY if there is not a match, SportsWare will add a new record. So, if your SportsWare database only contains the following record:

Lastname	Firstname	Birthdate	GradClass
Smith	John

and you FORCE VERIFY on BirthDate SportsWare will add the imported Smith, John as a new athlete. We chose this because we want to error on the side of adding a duplicate record rather than updating the wrong athlete record.

Upload File

To upload your data file:

Click the BROWSE… button.
Windows will display the FILE UPLOAD dialog box.
Select your spreadsheet and click the OPEN button.
Enter a description, e.g. “2022 Athlete Data – Fall Season”. SportsWare keeps a history of your imports including the description which allows you to quickly refer to previous imports.
Click the UPLOAD button (located on the right side of the screen).

Parse File

SportsWare will upload your data file, parse it into columns, and look for duplicate athletes based on your MATCH AND VERIFY criteria. Notice in the following example, Goodson, Clara is in the spreadsheet twice. SportsWare reports this so you can go back and correct the spreadsheet.

Why This Typically Happens

As an example, some system list an athlete twice to store a primary and emergency secondary contact. SportsWare utilizes separate columns for the Primary and Secondary contacts. If your export file, has two lines per athlete, you should update the spreadsheet to use a single line and multiple columns.

Continuing with the Import

Duplicate records must be resolved before you can continue the upload. Click the << BACK TO UPLOAD button to upload a corrected spreadsheet.
After you have corrected the data, click the NEXT >> DATA VALIDITY CHECK button.

Data Validation Check

The next step in the import is a data validation check. In this step, SportsWare looks for invalid data. In the following screen, SportsWare highlighted a record where the birthdate was in the year 2973.

At this point you have two options:

Cancel the import, correct the spreadsheet and re-run the import. Note: If you click the download button SportsWare will download a spreadsheet of the invalid records which you can view.
Click the NEXT >> MATCH CHECK AGAINST EXISTING DATA button to continue the import and skip the record with the invalid birthdate.

Verify Against Existing Data

The next step in the import is to validate the imported data against your spreadsheet. SportsWare reviews your spreadsheet data against your SportsWare database and reports how many records will be Added as new athletes, how many will be updated as existing athletes and how many cannot be processed because of the following issues:

• There are two athletes in your SportsWare database which match one athlete in your spreadsheet.

• The e-mail/password combination matches a different athlete in your database.

In the following example, Harrison, Steve cannot be imported because we have two athletes with that name and neither of them has a Birthdate stored, so SportsWare can only check their Fullname.

At this point you have two options:

Cancel the import, correct the spreadsheet and re-run the import. Note: If you click the download button SportsWare will download a spreadsheet of the invalid records which you can view.
Click the NEXT >> IMPORT button to continue the import and skip the duplicate record.

Finish the Import

The final step is to import the spreadsheet data. At the end of the Import, SportsWare reports “Import Successful”.

You have three options:

1. RESTART IMPORT: If you have other spreadsheets you want to import, e.g. you are an outreach program covering multiple high schools.

2. VIEW IMPORT HISTORY: Review the results of your import.

3. DASHBOARD: Return to the Dashboard.

We recommend you review the Import History.

Common Spreadsheet Issues

Spreadsheet Errors

Below are some of the common issues we’ve found when importing users’ spreadsheets:

Using a single column for the Athlete Name, e.g. “Harris, Steve”, vs. separate columns for the First Name and the Last Name.
Using a single column for the Address, e.g. “101 Tosca Drive, Stoughton, MA 02072” vs. separate columns for the ADDRESS_1, ADDRESS_2, CITY, STATE and ZIPCODE data.
The parent name and possibly relationship is in one column, e.g. “Tom Potash – Father”.
Putting spaces in the column headings or not using the correct column headings, e.g. “First Name” or “ FirstName” vs. “FIRSTNAME”.
Data file is not aligned by column, e.g. The import file contains A1_Address1, A1_Address2, A1_City, A1_State, A1_ZipCode and on some records the A1_Address2 is in the A1_City, A1_City in A1_State, etc.
The Athlete Name spelled differently in SWOL, e.g. Rich Potash in SportsWare and Richard Potash in the import file.

Cleaning-up Spreadsheet Data

Note: Below are some of the Excel functions we’ve used to clean-up user spreadsheets. We are providing this as a benefit to our users. We cannot provide consulting on Excel functions.

• Typically, names are entered with the first letter capitalized. If your spreadsheet contains different capitalizations, e.g. Potash, SMITH, Harris, you can correct this with Excel’s PROPER command.

• If the spreadsheet contains Fullnames in one column, e.g. Potash, Rich you can split the data into separate columns with the Excel DATA, TEXT TO COLUMNS command.

• If the data contains spaces at the beginning or end of your data, e. g. “ Potash”, you can remove them with the TRIM() command.

Sample Spreadsheet Data

LASTNAME	FIRSTNAME	ID	GROUPFIELD	BIRTHDATE	GRADCLASS	A1_ADDRESS1	A1_CITY
Anderson	Fred	123-46	SportsWare College	8/23/1963	2012	10 Alabama Street	Flemington
Smith	Peter	123-47	SportsWare College	2/2/1990	2012	5 Alaska Street	Flemington
Johnson	Nancy	123-48	Humac High School	7/6/1990	2012	12 Main Street	Waltham
Goodson	Clara	1212	Humac High School	9/12/1990	2010	9 Nebraska Street	Flemington
Hill	Carson	123-50	Humac High School	4/5/1990	2011	10 Texas Street	Flemington
Potash	Robert	1958	SportsWare College	11/17/1992	2014	10 Molly Bee Road	Flemington

SportsWareOnLine Database Fields

Notes on Field Definitions

Fields	Notes
Required Fields	All data fields are optional.
Blank Fields	If a field is blank, the data in the live database will be sent to blanks. You should only import fields you want to set.
Boolean Fields	For True, use True, Yes, Y or 1 (case in-sensitive). Otherwise the field will be set to False on import.
Immunization Dates	If used, confirm the dates align with the Immunization picklists.
Paperwork Dates	If used, confirm the dates align with the Paperwork picklists.
Passwords	For security these are converted and stored as salted values.

Fields Which Can Be Imported

Fieldname	Data type	Max Len	Description
A1_Address1	String	40	Athlete Primary Address 1
A1_Address2	String	40	Athlete Primary Address 2
A1_Beeper	String	27	Athlete Primary Beeper
A1_CellPhone	String	27	Athlete Primary Cell Phone
A1_City	String	28	Athlete Primary City
A1_Country	String	20	Athlete Primary Country
A1_eMail	String	50	Athlete Primary E-Mail to Login to SportsWare.
A1_Phone	String	27	Athlete Primary Phone
A1_State	String	20	Athlete Primary State
A1_ZipCode	String	20	Athlete Primary Zip
A2_Address1	String	40	Athlete Secondary Address1
A2_Address2	String	40	Athlete Secondary Address2
A2_Beeper	String	27	Athlete Secondary Beeper
A2_CellPhone	String	27	Athlete Secondary Cell Phone
A2_City	String	28	Athlete Secondary City

A2_Country	String	20	Athlete Secondary Country
A2_eMail	String	50	Athlete Secondary E-Mail
A2_Phone	String	27	Athlete Secondary Phone
A2_State	String	20	Athlete Secondary State
A2_ZipCode	String	20	Athlete Secondary Zip
Active	Boolean	1	Active Athlete
Alert1	String	20	Alert1
Alert2	String	20	Alert2
Alert3	String	20	Alert3
Alert4	String	20	Alert4
Alert5	String	20	Alert5
Alert6	String	20	Alert6
BirthDate	Date/Time	8	Birthdate
C1_Address1	String	40	Emerg Contact Primary Address1
C1_Address2	String	40	Emerg Contact Primary Address2
C1_Beeper	String	27	Emerg Contact Primary Beeper
C1_CellPhone	String	27	Emerg Contact Cell Phone
C1_City	String	28	Emerg Contact Primary City
C1_Country	String	20	Emerg Contact Primary Country
C1_eMail	String	50	Emerg Contact Primary E-Mail
C1_FirstName	String	20	Emerg Contact Primary First Name
C1_HomePhone	String	27	Emerg Contact Primary Home Phone
C1_LastName	String	20	Emerg Contact Primary Last Name
C1_Relationship	String	20	Emerg Contact Primary Relationship
C1_SignatureOnFile	Boolean	1	Emerg Contact Primary Signature On File
C1_State	String	20	Emerg Contact Primary State
C1_WorkPhone	String	27	Emerg Contact Primary Work Phone
C1_ZipCode	String	20	Emerg Contact Primary Zip
C2_Address1	String	40	Emerg Contact Secondary Address1
C2_Address2	String	40	Emerg Contact Secondary Address2
C2_Beeper	String	27	Emerg Contact Secondary Beeper
C2_CellPhone	String	27	Emerg Contact Secondary Cell Phone
C2_City	String	28	Emerg Contact Secondary City
C2_Country	String	20	Emerg Contact Secondary Country
C2_eMail	String	50	Emerg Contact Secondary E-Mail
C2_FirstName	String	20	Emerg Contact Secondary First Name
C2_HomePhone	String	27	Emerg Contact Secondary Home Phone
C2_LastName	String	20	Emerg Contact Secondary Last Name
C2_Relationship	String	20	Emerg Contact Secondary Relationship

Fieldname	Data type	Max Len	Description
C2_SignatureOnFile	Boolean	1	Emerg Contact Secondary Signature On File
C2_State	String	20	Emerg Contact Secondary State
C2_WorkPhone	String	27	Emerg Contact Secondary Work Phone
C2_ZipCode	String	20	Emerg Contact Secondary Zip
CoordHealth_ID	String	8	Coordinated Health Athlete ID
CurrentSport	Integer	2	Current Sport
Dr_FullName	String	42	Doctor Full Name
Dr_Notes	Long String		Doctor Notes
Dr_Phone	String	27	Doctor Phone
DrugsTaken	String	200	Drugs Taken
EditRecord	Boolean	1	Athlete can edit their record
EditRecord_Parent	Boolean	1	Parent can edit athlete record
FirstName	String	20	First name
Gender	String	20	Gender
GradClass	String	20	Graduating Class
GroupField	String	20	Group
I1_Address1	String	40	Insurance Primary Address1
I1_Address2	String	40	Insurance Primary Address2
I1_City	String	28	Insurance Primary City
I1_Company	String	40	Insurance Primary Company
I1_DOB	Date/Time	8	Insurance Primary Date of Birth
I1_Employee	String	20	Insurance Primary Employee
I1_Group	String	27	Insurance Primary Group
I1_InsuredID	String	20	Insurance Primary Insured ID
I1_Phone	String	27	Insurance Primary Phone
I1_Plan	String	20	Insurance Primary Plan
I1_Policy	String	20	Insurance Primary Policy
I1_PolicyHolder_Address1	String	40	Insurance Primary Policy Holder Address1
I1_PolicyHolder_Address2	String	40	Insurance Primary Policy Holder Address2
I1_PolicyHolder_City	String	28	Insurance Primary Policy Holder City
I1_PolicyHolder_First	String	20	Insurance Primary Policy Holder First
I1_PolicyHolder_Last	String	20	Insurance Primary Policy Holder Last
I1_PolicyHolder_MI	String	1	Insurance Primary Policy Holder Middle Initial
I1_PolicyHolder_Phone	String	27	Insurance Primary Policy Holder Phone
I1_PolicyHolder_State	String	20	Insurance Primary Policy Holder State
I1_PolicyHolder_ZipCode	String	20	Insurance Primary Policy Holder Zip Code
I1_SeeFirst	String	20	Insurance Primary See First
I1_SeeFirstPhone	String	27	Insurance Primary See First Phone
I1_State	String	20	Insurance Primary State

Fieldname	Data type	Max Len	Description
I1_Type	String	20	Insurance Primary Type
I1_ZipCode	String	20	Insurance Primary Zip
I2_Address1	String	40	Insurance Secondary Address1
I2_Address2	String	40	Insurance Secondary Address2
I2_City	String	28	Insurance Secondary City
I2_Company	String	40	Insurance Secondary Company
I2_DOB	Date/Time	8	Insurance Secondary Date of Birth
I2_Employee	String	20	Insurance Secondary Employee
I2_Group	String	27	Insurance Secondary Group
I2_InsuredID	String	20	Insurance Secondary Insured ID
I2_Phone	String	27	Insurance Secondary Phone
I2_Plan	String	20	Insurance Secondary Plan
I2_Policy	String	20	Insurance Secondary Policy
I2_PolicyHolder_Address1	String	40	Insurance Secondary Policy Holder Address1
I2_PolicyHolder_Address2	String	40	Insurance Secondary Policy Holder Address2
I2_PolicyHolder_City	String	28	Insurance Secondary Policy Holder City
I2_PolicyHolder_First	String	20	Insurance Secondary Policy Holder First
I2_PolicyHolder_Last	String	20	Insurance Secondary Policy Holder Last
I2_PolicyHolder_MI	String	1	Insurance Secondary Policy Holder Middle Initial
I2_PolicyHolder_Phone	String	27	Insurance Secondary Policy Holder Phone
I2_PolicyHolder_State	String	20	Insurance Secondary Policy Holder State
I2_PolicyHolder_ZipCode	String	20	Insurance Secondary Policy Holder Zip Code
I2_SeeFirst	String	20	Insurance Secondary See First
I2_SeeFirstPhone	String	27	Insurance Secondary See First Phone
I2_State	String	20	Insurance Secondary State
I2_Type	String	20	Insurance Secondary Type
I2_ZipCode	String	20	Insurance Secondary Zip
ID	String	20	ID
Immunization1	Date/Time	8	Immunization1 Date
Immunization10	Date/Time	8	Immunization10 Date
Immunization2	Date/Time	8	Immunization2 Date
Immunization3	Date/Time	8	Immunization3 Date
Immunization4	Date/Time	8	Immunization4 Date
Immunization5	Date/Time	8	Immunization5 Date
Immunization6	Date/Time	8	Immunization6 Date
Immunization7	Date/Time	8	Immunization7 Date
Immunization8	Date/Time	8	Immunization8 Date
Immunization9	Date/Time	8	Immunization9 Date
IsAthleteMinor	Boolean	1	Athlete is a minor

Fieldname	Data type	Max Len	Description
LastName	String	20	Last Name
Notes	Long String	16	General notes
PaperWork1	Date/Time	8	PaperWork1 Expiration Date
PaperWork10	Date/Time	8	PaperWork10 Expiration Date
PaperWork11	Date/Time	8	PaperWork11 Expiration Date
PaperWork12	Date/Time	8	PaperWork12 Expiration Date
PaperWork2	Date/Time	8	PaperWork2 Expiration Date
PaperWork3	Date/Time	8	PaperWork3 Expiration Date
PaperWork4	Date/Time	8	PaperWork4 Expiration Date
PaperWork5	Date/Time	8	PaperWork5 Expiration Date
PaperWork6	Date/Time	8	PaperWork6 Expiration Date
PaperWork7	Date/Time	8	PaperWork7 Expiration Date
PaperWork8	Date/Time	8	PaperWork8 Expiration Date
PaperWork9	Date/Time	8	PaperWork9 Expiration Date
Parent_eMail	String	50	Parent e-Mail
Parent_Pwd	String	50	Parent password
Pwd	String	50	Athlete Password to login to SportsWare.
ReleaseDate	Date/Time	8	Release Expiration Date
ReturnGame	Date/Time	8	Expected Return Games
ReturnPractice	Date/Time	8	Expected Return Practice
Sport1	String	50	Sport1
Sport2	String	50	Sport2
Sport3	String	50	Sport3
SSN	String	11	Social Security Number
StatusCleared	Boolean	1	Status Cleared
StatusGame	String	20	Status Game
StatusNotes	Long String		Status Notes
StatusPractice	String	20	Status Practice
ViewRecord	Boolean	1	Athlete can view record
ViewRecord_Parent	Boolean	1	Parent can view record
Watch	Boolean	1	Athlete is on watch list
WatchNotes	String	510	Watch notes

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How to Import a Spreadsheet of Athlete Data

How to Import a Spreadsheet of Athlete Data

Accessing the Excel Import

Importing a Spreadsheet

Match Criteria

Full Name Only

Full Name and BirthDate

Full Name, BirthDate, Force Verify

Upload File

Parse File

Continuing with the Import

Data Validation Check

Verify Against Existing Data

Finish the Import

Common Spreadsheet Issues

Spreadsheet Errors

Cleaning-up Spreadsheet Data

Sample Spreadsheet Data

SportsWareOnLine Database Fields

Notes on Field Definitions

Fields Which Can Be Imported

Related Articles

Methods to Add Athletes to the System

How to Sign Up for an Athlete Account

Athlete Database

Athlete Login Instructions

How to Upload Insurance Cards