Importing Data from SportsEngine

Rostered can import family rosters, schedules, and coaching staff from SportsEngine to help you transition between platforms. The import process uses standard SportsEngine export files.

What Can Be Imported

Family and Athlete Data

Member exports (TSV format):

• Athlete information - name, birthday, gender, phone, school
• Guardian contacts - up to 2 guardians per family with names, phones, emails
• Family addresses - primary address information
• Emergency contacts - secondary emergency contact details
• Membership details - join dates and member numbers

Schedule Information

Events exports (JSON format):

• Games and practices with dates, times, and locations
• Team assignments for each event
• Division classifications (automatically matched to existing divisions)
• Event types and competition levels

Coaching Staff

Staff exports:

• Coach information and contact details
• Team assignments and coaching roles
• Administrative permissions and access levels

Preparing for Import

Getting Your SportsEngine Data

1. Log into your SportsEngine admin account
2. Navigate to Reports or Export section
3. Export member data:
   • Choose "Member Export" or similar option
   • Select TSV format (tab-separated values)
   • Include all family and athlete fields
4. Export schedule data:
   • Choose "Events Export" or "Schedule Export"
   • Select JSON format if available
   • Include team and division information
5. Export coaching staff:
   • Export coach/staff information with team assignments

Data Requirements

Required fields for members:

• Member First Name
• Member Last Name
• At least one guardian with email address

Recommended fields:

• Birthday (for age-based division placement)
• Gender (for proper team assignments)
• Guardian contact information (phones, addresses)
• Emergency contact details

Import Process

Family Import

1. Go to Club Management → Import Data
2. Select "SportsEngine Member Import"
3. Upload your TSV file from SportsEngine
4. Preview imported families:
   • Review detected athletes and guardians
   • Check address and contact information
   • Verify emergency contacts
5. Select families to import (or import all)
6. Choose welcome email settings:
   • Send welcome emails to guardians
   • Customize welcome message if desired
7. Start import - process runs in background
8. Monitor import progress - check status periodically

Schedule Import

1. Upload your JSON events file from SportsEngine
2. Preview detected events:
   • Check dates, times, and locations
   • Review team assignments
   • Verify division matches
3. Map divisions - match SportsEngine divisions to your Rostered divisions
4. Select events to import
5. Start import and monitor progress

Post-Import Steps

After family import:

• Send invitation emails to guardian families
• Review family structures and make corrections if needed
• Assign athletes to teams and divisions as appropriate
• Check contact information for accuracy

After schedule import:

• Review imported events for accuracy
• Verify team assignments match your current structure
• Check locations and times for correctness
• Update any events that need modification

Managing Import Results

Family Management

Review imported families:

• Check athlete assignments to correct divisions
• Verify guardian information and contact details
• Update missing information like addresses or emergency contacts
• Handle duplicate families if any were created

Sending Welcome Emails

After importing families:

1. Review guardian invitations created during import
2. Select families to receive welcome emails
3. Customize welcome message if desired
4. Send invitations in batches
5. Track email delivery and follow up on bounced emails

Schedule Integration

After importing events:

• Check RSVP settings for imported events
• Update notification preferences for families
• Verify team rosters match imported assignments
• Add any missing event details like uniform requirements

Troubleshooting

File Format Issues

TSV file problems:

• Check column headers - must match SportsEngine export format exactly
• Verify encoding - files should be UTF-8 encoded
• Remove empty rows or invalid data before upload

JSON file problems:

• Validate JSON format - ensure file isn't corrupted
• Check date formats - should include timezone information
• Verify team names match your existing structure

Import Errors

Family import failures:

• Missing required fields - ensure first/last names are present
• Invalid email addresses - check guardian email formats
• Duplicate families - may need to merge manually after import

Schedule import issues:

• Division mapping problems - manually map SportsEngine divisions to Rostered divisions
• Date/time parsing errors - verify timezone settings match your club
• Team assignment failures - check that team names match existing teams

Post-Import Issues

Missing families or athletes:

• Check import logs for error messages
• Verify file completeness - ensure all data was in the export
• Re-run import for failed records if needed

Invitation email problems:

• Check email addresses for validity
• Look for bounced emails and update contacts
• Verify custom messages aren't triggering spam filters

Best Practices

Before Import

Prepare your data:

• Clean up SportsEngine data before exporting
• Remove inactive families to avoid importing old records
• Update contact information in SportsEngine first
• Back up your Rostered data before importing

During Import

Review carefully:

• Preview all data before confirming import
• Check for duplicates against existing families
• Verify division assignments make sense
• Test with small batches first if importing large amounts

After Import

Follow up promptly:

• Send welcome emails within a few days
• Contact families who don't respond to invitations
• Update any incorrect information found during review
• Train families on using Rostered if they're new to the platform

The SportsEngine import process helps streamline your transition to Rostered while preserving your existing family and schedule information.