Import athletes from a CSV file

Importing is the fastest way to transfer to Clybo’ a list maintained in Excel, Numbers or Google Sheets. The wizard validates each row before saving and lets you set team membership, the default fee and, where applicable, an existing bank mandate held by the club in one operation.

Before you start

Prepare a CSV of up to 2 MB and 2,000 rows. Always download the current template from Clybo’ and do not change its headings. Required basic fields are first name, surname and date of birth; identity, contact, licence and guardian details are also supported.

Keep a copy of the original and limit the data to what the club needs. If you are importing IBANs, first verify the legitimacy of the mandate and enable BANK_SEPA under Settings → Integrations.

Step by step

1. Download the template and team catalogue

Open Athletes → Import CSV. Download the template and, if you want to assign teams, the catalogue. Copy the exact catalogue ID into equipo_id; each row supports one team.

2. Complete and export the CSV

Keep one person per row. Use dates in DD/MM/YYYY or YYYY-MM-DD format and preserve leading zeros in documents or codes. Export as .csv in UTF-8, separated by a comma or semicolon; do not upload the .xlsx file directly.

3. Add guardians and mandates only when needed

Complete guardian details to create or link the family. For an existing bank mandate, use titular_cuenta, iban_remesa and, optionally, fecha_mandato_remesa. This data is protected during import and is not shown in full again in the preview.

4. Upload the file and review the preview

Drag in the file or select Choose file. The preview groups rows by team and flags inactive teams or seasons, insufficient capacity and invalid data. Use the error filter or download its report to correct the original spreadsheet.

5. Resolve duplicates and invalid rows

Clybo’ checks the document and also the normalised first name and surname. If an exact match already exists in the club, the row is rejected instead of adding the athlete to the team. You can correct and upload again, or exclude invalid rows and import only valid ones.

6. Set up the initial fee

For rows with a team, choose which athletes will receive its default fee. Select the method and how to handle the first period: next cycle, full period or prorated. Review the estimated amounts; you can also leave the row with a team only and assign the fee later.

7. Decide whether to invite guardians

Choose whether Clybo’ should send invitations to new guardians when the import finishes. If you leave this off, profiles will be saved and you can resend the invitations later from the list.

8. Confirm and check the summary

Select Import. The result separates athletes and guardians created, teams and fees assigned, mandates added and rows skipped. Keep the error report until you have completed the corrections.

If something goes wrong

• Everything appears in one column: export again with a comma or semicolon separator and UTF-8 encoding.
• equipo_id is not recognised: copy the value from the current catalogue, not the team’s displayed name.
• Capacity is exceeded: reduce the selection, increase the limit if justified or distribute rows across other teams.
• A person appears to be a duplicate: check their document and exact name match; an existing profile is not assigned automatically.
• iban_remesa is rejected: enable BANK_SEPA and check the account holder, IBAN, paying guardian and mandate.
• The fee cannot be assigned: confirm that the team has an active default fee and check the method and first charge.

Next step

For later bulk changes, see Apply bulk actions to athletes and guardians. If you imported mandates, continue with Set up and generate bank transfers.