Before you upload
Roster imports can be used during initial organization setup and at any later time. From the main Administration menu, select Import Roster. Supported roster files are Excel (.xlsx), CSV, and text-based USGA/GHIN roster PDFs.
For spreadsheet files, make sure each member has a Player ID, Last Name, and Email. First Name, Phone, Handicap Index, and Join Date may also be imported.
1. Upload the roster file
Select the roster file. ClubForge reads the file and proposes a mapping between the source columns and ClubForge member fields. At this stage, no database changes have been made.
2. Confirm the column mappings
Review each mapping. A source column can be used only once. If ClubForge cannot confidently identify a required field, select the correct source column manually.
The Import Issues panel identifies invalid or missing data and, when possible, shows the affected row and field. Correct blocking issues before continuing.
3. Review the proposed changes
Select Continue to Review. ClubForge compares the incoming roster with the organization's existing members and displays a preview before anything is saved.
The behavior of that preview depends on your roster authority:
- ClubForge roster: the import adds new members and updates listed members. Existing members who are not in the file remain active.
- Complete external roster: the file is treated as the complete list of active members. Existing active members who are absent from the file are proposed for inactivation.
4. Resolve field differences
When ClubForge is the roster authority and an imported value differs from an existing member value, the review shows the changed field and lets you choose whether to Keep ClubForge or Use Import. You can make a bulk choice and then adjust individual fields as needed.
For a complete external roster, review the members that would be marked inactive. ClubForge requires confirmation when the preview includes deactivations.
It tells you whether omitted members will remain active or be marked inactive. The setting can be changed in Organization Preferences.
5. Import and review the summary
Select the import button only after the preview is correct. ClubForge displays totals for the completed import and identifies any members that were marked inactive. The completion screen also explains how members can activate their ClubForge accounts.
Subscription limits
If the resulting active roster would exceed your organization's current plan limit, ClubForge blocks the import instead of partially importing the file. Use the provided link to review subscription options, then run the import again after the limit has been resolved.