Step 1 — Open your member list
From the left menu, go to Org Tools and click Members. Older SportsEngine accounts label this menu Team Tools → Membership → Members — same place.
Step 2 — Select everybody and export
On the MEMBERS tab, tick the checkbox 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 it’s filtered to a single roster group or to active members only, clear the filter — otherwise you export part of your team. Past athletes are worth including; we can archive them on our side, but we can’t invent them.
Step 3 — Pick the fields
The Custom Excel Export opens a grid of every field SportsEngine holds. Click the ones below to turn them green. Extra fields are welcome — send more than this if it’s useful to you — but these are the ones we need.
Members — the athlete:
- 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
Birthday is the one that can’t be missing. It’s how we match a swimmer to their results history and how age-group placement, records and time standards work once you’re live. An export without birthdates costs a lot of cleanup later.
Step 4 — Create the report and send it
Click Create Report. SportsEngine builds the export and downloads it — that file is what we need, exactly as it comes, no cleanup required.
Upload it on the Roster card of your onboarding page. Our team loads every swimmer, family and contact for you, and flags anything that looks off before it lands. 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.