Efficient onboarding ensures a smooth transition to PLAI. This guide explains exactly how to complete your template correctly, including email rules, parent–child linking, group assignments, and common formatting mistakes to avoid.
📥 Step 1: Download the Bulk Member Import Template
Download the official PLAI import template to ensure your data is structured correctly:
🧾 Step 2: Populate the Template with Member Information
Below are the essential rules for correctly completing your file before importing.
📊 Reference Table for Template Columns
Column | Description | Example |
Member’s real email | ||
First Name | Member first name | Lucy |
Last Name | Member surname | Harris |
Phone Code | Country dial code (no +) | 44 |
Phone Number | Number (no spaces) | 7800555123 |
DOB | YYYY-MM-DD | 2012-04-18 |
Country | ISO country code | GB |
Groups | Comma-separated list | ALL MEMBERS,U13 Bears Players |
Gender | male / female | female |
accountType | parent / children / member / admin | children |
1. Email: Use Real Email Addresses
Always enter each member’s actual email address. This email is used for login invitations and communications.
2. First Name & Last Name
Enter the member's first name and surname. This helps identify the member on the roster.
3. Phone Code & Phone Number
Enter the member's phone details.
Phone Code: The country's dial code (e.g., 44 for the UK). Do not include the plus sign (+).
Phone Number: The rest of the number. Avoid spaces in the phone number.
4. DOB: Date of Birth Rules
The Date of Birth is mandatory for all entries.
Format: If included, the format must be YYYY-MM-DD.
✔ Correct: 2015-09-21
❌ Incorrect: 21/09/2015, 2015.09.21, 15-09-2015, 09/21/2015 (Avoid slashes and spaces in dates)
If You Don’t Have Their Date of Birth
If you cannot collect DOBs immediately, use the following temporary text values:
Age Group | Value to Enter in DOB Column |
Over 18 years | over_18 |
Below 18 years | below_18 |
⚠️ Important: These are temporary placeholders only. You must update real dates of birth later if required for safeguarding checks in line with GDPR regulations.
Placeholders should be used only if you do not know your members’ DOBs, as DOB is a required field for import.
Members added with the under_18 placeholder will not have access to team chat for safeguarding reasons.
Members or parents added with the over_18 placeholder will have access, allowing parents to use team chat to connect with other parents.
5. Country
Enter the member's country using the ISO country code (e.g., GB, US, AU).
6. Groups: Group Assignments (Including Nested Groups)
For clean and targeted communication, list specific groups, not just the top-level nest.
Groups must be listed as a comma-separated list in a single cell.
The group names in your sheet must match PLAI exactly.
Example: Seniors
1st XI Player: ALL MEMBERS,1st XI,Senior Training
2nd XI Player: ALL MEMBERS,2nd XI,Midweek Squad
Example: Juniors
Parent: ALL MEMBERS,U10 Hawks Parents,Hawks Training
Child: ALL MEMBERS,U10 Hawks Players,Hawks Training
💡 PLAI Recommends: For automatic group assignment, ensure members are added to the correct groups before uploading; otherwise, you’ll need to assign them manually later.
7. Gender
Use one of the following values: male or female.
8. accountType: Member Accounts vs Admin Accounts
Every entry in your sheet must have an accountType, which will be one of the following:
member → standard adult/player profile
admin → club committee/coach/staff with admin access
parent → parent account
children → junior player linked to a parent
💡 Tip: Every member must have an accountType set. This is a required field for the bulk import. Without it, they won’t be able to access the platform correctly!
✔ Example Member (Adult Player)
✔ Example Admin (Committee/Coach)
Admins must always use unique emails, not shared with children or partners.
3. Parent–Child Accounts
You do not need a separate parent list. The link is created by using the parent's email address for both the parent's own row and the child's row.
✔ Use the parent’s email and phone number for both:
the parent’s own row
every child linked to that parent
✔Example: One Parent & One Child
✔Example: Two Parents for One Child
💡Tips for Accuracy
✔ Use Google Forms to collect your member info
✔ DOB can be added later by members within the PLAI App
✔ Unique email required for adult members
✔ Group names in your sheet must match PLAI exactly
✔ Send your sheet to support@plaisport.com for a quick review before import
✔ Avoid slashes in dates and avoid spaces in phone numbers
📤 Step 3: Import Your File to PLAI
Option 1: Self-Upload
Go to login.plaisport.com
Open the Members tab
Click Import
Click Choose a File
Upload your CSV file
Option 2: Support-Assisted Import
Send your file to:
Support can review, clean, and import the file for you.
✅ Step 4: After the Import
Members will receive an email invitation to log in.
If they already have an account, they simply click the button in the email to accept the invitation.
If they don’t have an account, they will receive an email with a temporary username and password. They can either use these credentials to log in or download the app and accept the invitation there.
💡 PLAI Recommends
Assign Members to Groups: For automatic group assignment, ensure members are added to the correct groups before uploading; otherwise, you’ll need to assign them manually later.
Parent Emails: Use parent emails for all children unless the child logs in independently.
Consistent Group Names: Keep group names consistent to avoid errors.
Support Review: Send your sheet in for a quick support review before importing.