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Self Service Roster Upload Steps:

Important: Steps for a Successful Roster Upload

Download and Use Our Template: Ensure you download our provided template. This is crucial for a smooth upload process.
Do Not Alter Tabs or Column Headers: To avoid errors, keep all tabs and column headers exactly as they are in the template.
Complete All Required Columns: Every required field must be filled in before uploading.
Save as a .xlsx File: Ensure your final file is saved in the .xlsx format.

What You’ll Need:

Class and Teacher Names: Prepare a list of all your classes and their corresponding teacher names.
Runner Information: Collect a list of your runners, including their first name, last name, gender, and grade.
Optional: Parent Contact Information (first name, last name, email): Including parent details enhances communication and allows them to stay engaged with their child’s progress in the program. This fosters stronger involvement and support, creating a more connected and motivated run club community.

1. Download our Template

You will need to download our template to your computer and either open it in Excel or Google Sheets.

Important Reminder:

Already set up classes and participants? Make sure to download the updated template—this is Step 2 of the roster upload steps in your account. This ensures your current classes are displayed, allowing you to easily add new participants to the correct class.

2. Add Classes

Enter your class names.

Add your classes on the "Add Classes" tab by filling in the Teacher's First Name, Last Name, and Class Name. The Class Name will appear on ID cards and the filters within your club dashboard and reports.

Enter the class's unique number.

This is a distinct number that groups runners in the related class on the "Add Runners" tab. Ensure that the numbers are different for each class and in numerical order to avoid running into conflicts.

Example: For 8 listed classes, assign numbers 1 to 8 in the unique class number column.

3. Add Runners

To add runners, you must copy and paste their first name, last name, gender, and grade into the "Add Runners" tab for each class. You will then add the corresponding class unique number that was assigned in the "Add Classes" tab. This process should be continued until all runners are added to the roster.

4. Save the Roster as an Excel file

Google Sheets roster download steps

After all runners and assigned class unique numbers are added, you will download the roster and save it as an Excel file.

In Google Sheets, click "File."
Select "Download."
Choose "Microsoft Excel (.xlsx)

Excel roster saving steps

Click on the 'File' tab in the top left corner of the Excel window.
Select 'Save As' from the dropdown menu.
Choose a location on your computer where you want to save the file.
Enter a file name in the 'File name' box.
From the 'Save as type' dropdown, select 'Excel Workbook (.xlsx)'
Click the 'Save' button to save the file in the chosen format and location.

5. Upload the Roster File

After your roster has been saved to your computer, you will upload it to your account.

Click "Select File."
Find and select the saved roster file.
Click "Open."
Click 'Upload."

6. Review the Upload Summary

This is your final opportunity to review your roster and address any conflicts that may have arisen from the uploaded file before saving it to your account.

Note: If you encounter multiple conflicts in your upload summary and need help fixing them, we're here to assist. Simply click "Cancel" and reach out to us at support@marathonkids.org. For faster responses, you can also use the chat icon in the bottom right corner of your account. Please attach your roster file to the message you send, and we'll help you resolve the conflicts.