How do I update, add, and remove members from a CTSO / Club in bulk?

Use the Member Import tool to add, update, or remove CTSO / Club members from a CSV file instead of editing them one at a time. This article explains how to prepare your file, run an import, and understand the results.

Last updated About 1 month ago

Who can use this feature?

Users who can manage members for a CTSO / Club (for example, the club advisor, school administrators, or users with CTSO / Club Full Access) can run a member import from that club’s Members list.

Building your CSV

  • Export or build your data in CSV format (comma-separated). Excel files must be saved as .csv before uploading.

  • Each student must already exist in Jobready360. The importer matches rows to student records; it does not create new student accounts.

  • The first row of your file must contain column headers. Data rows start on row 2.

  • Column header names are not case-sensitive (email, Email, and EMAIL are treated the same).

CSV column reference

Required: at least one student identifier

You must include at least one of these columns so each row can be matched to a student:

Column header

Description

Email

Student’s email address on file (not case-sensitive when matching)

SIS Student Number

Student’s SIS ID

State Student Number

Student’s state student ID

You may include more than one identifier column. The system tries Email first, then SIS Student Number, then State Student Number, until a match is found.

Optional columns

Column header

Description

Start On

Membership start date. Required when adding new members who are not already on the roster.

End On

Membership end date. Leave blank in the column header row if you are not using this field. If the column is present, each row must have a valid date or the row will fail.

Role

Officer or member role. Must match an allowed role name exactly (see Valid roles below). If omitted or invalid, the role defaults to Member (existing members keep their current role when Role is omitted).

Participating

Whether the member is participating. Any non-empty value = participating; empty = non-participating.

Example file (updates only)

In this example, existing members are updated. Start On is not required because no new members are being added.

SIS Student Number

Participating

12345

1

67890

23456

Yes

How to use the importer

  1. Navigate to the CTSO / Club you want to update and click its Action Button (…)

  2. Open the Members list.

  3. Click Import.

  4. In the Member Import window, choose your CSV file.

  5. Optionally check Delete members not found in the import (see Removing members in bulk below).

  6. Click Import.

What the import does for each row

Situation

Result

Student is found and is not already a current member

A new membership is created

Student is found and is already a current member

The existing membership is updated

Student cannot be matched

Row fails

Row has invalid or missing required data

Row fails

Delete members not found in the import is checked

Current members not listed in the file are deleted after all rows are processed

Current member means an active membership with no end date, or an end date on or after today.

Removing members in bulk

To remove members who should no longer be on the roster:

  1. Build a CSV that includes only the members who should remain (or be added/updated).

  2. Check Delete members not found in the import.

  3. Run the import.

Any current member who is not represented in the file will be deleted. Use this option carefully; there is no undo from the import screen.

Date formats

Start On and End On accept common date formats, such as:

  • 8/15/2025

  • 08/15/2025

  • 2025-08-15

Avoid text placeholders like TBD or N/A. Years must be between 1900 and 2999.

If you include a Start On or End On column, every row in that column must contain a valid date. Empty cells in those columns will cause the row to fail.

Valid roles

If you use the Role column, the value must match one of these names exactly:

  • Alumni Relations Chair

  • Captain

  • Chaplain

  • Chapter/Club Mentor

  • Chapter/Club Representative

  • Club Ambassador

  • Community Service Chair

  • Event Coordinator

  • Fundraising Chair

  • Health and Safety Officer

  • Historian

  • Inclusion Officer

  • Liaison Officer

  • Media Specialist

  • Member

  • Membership Chair

  • Outreach Coordinator

  • Parliamentarian

  • President

  • Project Manager

  • Recruitment Officer

  • Reporter/Public Relations Officer

  • Secretary

  • Secretary of Records

  • Sentinel

  • Sergeant-at-Arms

  • Social Media Manager

  • Supply/Materials Manager

  • Treasurer

  • Vice President

  • Volunteer Coordinator

  • Webmaster

Understanding import results

After the import finishes, an Import Results window summarizes what happened.

Summary counts

Count

Meaning

Created

New memberships added

Updated

Existing memberships changed

Failed

Rows that could not be processed

Deleted

Members removed because they were not in the file (only when the delete option was checked)

When everything succeeds

You will see a green success message and the count cards. No warnings or error details are shown if every row was imported successfully.

When some or all rows fail

You will see additional sections to help you fix your file:

  • Columns detected in your file — Shows which headers were recognized and which optional columns were missing.

  • How to fix your file — Groups failures by issue type with step-by-step guidance and example rows.

  • Row-by-row details — A table listing each failed row, the student identifier, the issue, and what to do next.

Row numbers in the results table match your CSV: row 1 is the header row, so the first data row is row 2.

Common issues and how to fix them

Student not found

Cause: The email or student number in the CSV does not match any active student in Jobready360.

Fix:

  • Confirm the student exists and is not deleted.

  • Check for typos, extra spaces, or outdated SIS numbers.

  • Try a different identifier column (Email vs. SIS vs. State).

Start On is required for new members

Cause: The row adds a student who is not already a current member, but no Start On date was provided.

Fix: Add a Start On column with a valid date for every new member, or add those students manually first and run an update-only import later.

Date could not be parsed

Cause: The date cell is blank, text, or in an unrecognized format.

Fix: Use a standard date format (for example, 8/15/2025 or 2025-08-15).

Failed to create or update member

Cause: The row matched a student, but the save failed (for example, invalid field values).

Fix: Review the row details in the results table, correct the data, and re-import.

Tips for a smooth import

  1. Start small — Test with 5–10 rows before importing your full roster.

  2. Use one identifier consistently — SIS Student Number is often the most reliable.

  3. Do not include a Start On column if you are only updating participating status or roles for existing members.

  4. Back up before bulk delete — Export or note your current member list before using the delete option.

  5. Re-import after fixing errors — Correct only the failed rows or upload a revised full file; successful rows are not duplicated if the student is already a current member (they will be updated instead).

Need more help?

If you continue to have trouble after reviewing the import results, contact support via live chat (bottom-right corner of the screen) and include:

  • The CTSO / Club name

  • A sample of your CSV (with sensitive data removed, if needed)

  • A screenshot of the Import Results window