Step 1: Open your member list
From the left menu, go to Org Tools and click Members. Older SportsEngine accounts call it Team Tools → Membership → Members. Same place.
Step 2: Select everybody and export
On the MEMBERS tab, check the box at the top of the list to select every member, then click Export and choose Custom Excel Export.
Check the view above the list first. If the list only shows one group or only active members, clear the filter or you’ll send part of your team. Include swimmers who’ve left too. We can archive them, but we can’t make them up.
Step 3: Pick the fields
You’ll see a grid of everything SportsEngine keeps. Click the ones below so they turn green. Extras are fine. These are the must-haves.
Members (the swimmer):
- Memb. First Name
- Memb. Last Name
- Memb. Middle Initial
- Preferred Name
- Birthday
- Age
- Gender
- Competitive Category
- Roster Group
Accounts (the family):
- Address
- City
- State
- Zip
- Email Opt 1
- Email Opt 2
- Email Opt 3
- Guardian 1 First Name
- Guardian 1 Last Name
- Guardian 1 Mobile Phone
- Guardian 2 First Name
- Guardian 2 Last Name
- Guardian 2 Mobile Phone
Don’t skip Birthday. We use it to match each swimmer to their times and put them in the right age group for records and time standards.
Step 4: Create the report and send it
Click Create Report. SportsEngine downloads a file. Send it as is, no cleanup needed.
Upload it on the Roster card of your onboarding page. We’ll load every swimmer and family and check with you on anything that looks off. See Onboarding: send us your roster.
Common questions
We have a separate summer or masters roster. Export it too and say so in the file name. We’ll merge them and keep the groups straight.
Our data is messy: duplicates, old families, typos. Send it anyway. Cleaning that up during the import is normal work for us, and we’ll ask about anything we can’t resolve on our own.
Can we include more fields? Yes. Anything you’d miss is worth exporting, and extra columns cost us nothing.
What if we’re coming from Active instead? See Exporting Your Roster from Active.