INTRODUCTION
Feature Summary: Leverage the CourtReserve Import Team to add members using the bulk import process for a faster, streamlined setup.
Use Cases: Save time by adding a large number of new members using the import template and member import process. This feature is for clubs that are new to CourtReserve and want to transfer player records from an old system.
PREREQUISITES
Note: The first import is provided at no cost. For any additional imports, a fee of $150 per hour will apply.
Before completing the import template, make sure your Individual and Family Memberships are already created and named in the system. We recommend using unique membership names for each membership type that will have its own distinct settings. Learn more in the video below.
Important Member Import Guidelines
Subscription Required: We’re unable to import members until your CourtReserve subscription is active. Please check the Subscription tab in your account to confirm your subscription is set up. See screenshot below.
One-Time Import: Please note that only one member import will be completed per organization after your small test import is complete.
Duplicate Accounts Will Be Skipped: Any members listed on the import sheet who already have an account in your organization will not be imported. The import process is strictly for new players who do not yet have CourtReserve accounts.
What Can and Cannot Be Imported:
We cannot import Events, Reservations, or historical financial data.
We can import Balance Credits / Forwards.
Test Sheet Encouraged: Before sending your full member list, we recommend submitting a "test" sheet with just a few sample entries to ensure correct formatting. See the Setup Requirements below for more details.
SETUP REQUIREMENTS
System users cannot bulk import a list of members directly into their CourtReserve account. Instead, they must complete a provided import template and submit it to the CourtReserve support team, who will then handle the import on their behalf.
The recommended process is as follows:
Download the Excel template file at the end of this article.
Create a sample by adding 3-5 rows of records. Be sure to follow the instructions when entering and formatting the data. Small errors can cause import errors.
Ask the CourtReserve support team (support@courtreserve.com) to test the sample. Use the support team's feedback to fix errors.
Add the rest of the records to the file.
Submit the complete file to the support team, which will attempt to import the records.
FIELDS ON THE IMPORT TEMPLATE
Below is a breakdown of each field included in the member import template.
Reviewing your data carefully and ensuring each column is filled out correctly will help ensure your CourtReserve setup is accurate and complete from the very beginning. The template includes two separate tabs for entering your data: Family Memberships and Individual Memberships.
First Name [REQUIRED FIELD]
Last Name [REQUIRED FIELD]
Email [REQUIRED FIELD]: A unique email address is required for all Individual Memberships that will receive a Welcome Email.
For Family Memberships, only one unique email is needed per family account. Additional family members can log in using usernames only. Empty emails for family members are okay - emails are forwarded to primary family member.
Family ID [REQUIRED FIELD]: Family ID is used to link family accounts together.
Keep in mind that a Family Account is different from a Membership—for example, each family member can have their own individual membership, even if they share the same Family ID. Family ID, though typically numeric, can be any combination of letters and numbers, as long as the value is identical across all members of the same family.
Family Role [REQUIRED FIELD]: Family Role is required for any member associated with a Family ID. There are four available roles: Primary, Spouse, Other Adult, or
Child. There are no restrictions on how these roles are assigned—you can designate multiple family members as Primary if needed.
Username [REQUIRED FIELD]: Username is required for ALL players/members imported. You can use the Email on the account as a username, or utilize the formula provided under the Formulae section of the Excel import template.
Gender: Male, Female, Prefer no to disclose
Member #: Member Number is optional. If left blank, the system will generate randomly on import.
Membership Name [REQUIRED FIELD]: Membership Name must match the Membership Type names in your CourtReserve account exactly. Check for whitespace in the names in both places to make sure they are exactly the same.
Membership Start Date [Required Field if Membership Fees are enabled for the corresponding Membership Type]: Date membership activates for the member.
If Members Should Be Active (with no outstanding charges):
Membership Start Date: Should be today or any date in the past.
Membership Next Payment Date (Recurring Memberships):
Set this to the next date dues are owed (e.g., for monthly, annual, or other recurring plans).Membership Next Payment Date (One-Time/Lifetime Memberships):
Set this to a date after the Membership Expiration Date, since these memberships do not auto-renew.
If Members Should Be Inactive and must pay to activate:
Membership Start Date and Membership Next Payment Date
should be the same date—this ensures the system knows payment is required to activate the membership.
Membership Next Payment Date [Required Field if Membership Fees are enabled for the corresponding Membership Type]: Day the membership generates its billing cycle. See details above under Membership Start Date and listen to guidance on video training below.
Membership Frequency [Required Field if Membership Fees are enabled for the corresponding Membership Type]: Membership Frequencies should match what you have under the Membership Type in the CourtReserve: Annually, Monthly, Quarterly, and/or Custom (for a custom recurrence in the system you set up). For a One-Time-Price, enter Lifetime.
Phone Number: Cell phone numbers are important if you'll be using text alerts.
Date of Birth: Month, day, year format in template should match what you have set in CourtReserve Settings > Organization Settings > General - Date & Currency Format. Examples below:
Address
City
State / Province
Zip Code / Postal Code
Tennis or Pickleball Rating
Any Balance Forwards or Balance Credits: Negative numbers represent a credit, positive numbers represent a balance owed.
Adding Custom Columns: If you include a custom member column in your import file (e.g., Emergency Contact Name), you must first create a corresponding Member Custom Field in CourtReserve before importing. This ensures your custom data is properly mapped and imported into the system (if approved by the CourtReserve import team).
Example Family Membership Data
Sending the Welcome Email After Import
Once the import is complete, system users can manually send a Welcome Email to the newly added players. This email provides instructions on how to log in to the Member Portal. Please note: the Welcome Email is not sent automatically during the import process—it must be sent manually after the import is finished.
VIDEO TRAINING
Learn how to add records to the bulk member import template.
What's next?