Skip to main content

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
  • Athlete RSVP status (attending, not attending, maybe) carried over from SportsEngine
  • Division classifications (automatically matched to existing divisions)
  • Event types and competition levels
important

The events importer assigns each event to a division, not to a team. Team rosters and team-level scheduling still need to be set up in Rostered after import.

Coaching Staff​

Staff exports:

  • Coach information and contact details
  • Division assignments and coaching type - head coach, assistant coach, specialty coach, or volunteer coach

Coaches imported this way are given the Coach role in Rostered. The importer does not grant Club Admin or other administrative roles.

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. Navigate to Club Settings and open the Import Data tab
  2. Select Members from SportsEngine
  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​

Events from SportsEngine are a separate import from the family import above, reached from the same Import Data tab in Club Settings.

  1. Navigate to Club Settings and open the Import Data tab
  2. Select Events from SportsEngine
  3. Upload your JSON events file from SportsEngine
  4. Preview detected events:
    • Check dates, times, and locations
    • Verify division matches
  5. Map divisions - match SportsEngine divisions to your Rostered divisions
  6. Select events to import
  7. 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 division assignments match your current structure
  • Set up team rosters for imported events - the import assigns events to divisions only, not teams
  • 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
  • Build out team rosters for imported events, since importing does not assign athletes to teams
  • 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 division 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
  • Missing team rosters - the import does not create team assignments, so imported events need teams added manually afterward

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