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

Written By Cameron Kolick

Last updated 4 months ago

1. Navigate to the CTSO / Clubs Module

2. In this example, we will be importing members for Football 24-25

3. Click on the action button for the CTSO / Club you want to import members for

4. Click on Members

5. Click on Import

6. Upload your import file

The members that qualify to be updated/deleted are ones that have no end date set, or their end date is in the future. Any members with an end date in the past will not qualify to be updated and a new record will be inserted for the student if one is sent.

The import file must be a CSV. The information in the file must have headers that match verbatim with the following options:

Email - The student's email
SIS Student Number - The student's SIS Student Number
State Student Number - The student's State Student Number
Start On - The date that the student became a member. This will be required to insert a new member but can be omitted when updating. If it’s not present for an insert, that record will report a failure.
End On - The date that the student ended their membership.
Role - The role of the student in the CTSO / Club. This value must match one of the roles found when creating a new member. Any invalid roles will default to "Member". This column is optional.
Participating - The student's participation status. If the column has any information in it, the student will be set to "Participating". If it's empty or a "0" is in the column, the student will be set to "Non-participating." If you put "No" in this column, that will be treated as "Participating" because it's not empty. This column is optional.

The only required columns are Email, SIS Student Number, and State Student Number. Only one of those columns must be present since they are used to determine which student should be added as a member.

7. Here is an example of a valid import file

There are 3 rows, each using a different method of linking to the student (email, SIS student number, and state student number). There are examples of valid roles and invalid roles. The one invalid role will default to "Member". The only member in this import that will be marked as "Participating" is the first record.

8. Choose if you'd like to delete members not found in the import file

If you check this box and any students are not found in the file uploaded but are configured as members, they will be removed from membership of the CTSO / Club. If you don't check this box, it will only create and update members.

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