Importing Members from CSV

Overview

If you are migrating from another gym management platform or have a spreadsheet of members, GymPoint's CSV import feature lets you bulk-add members without entering each one manually. The import tool handles column mapping, duplicate detection, and validation so your data arrives clean and complete.

Before You Start

Make sure your CSV file is saved in UTF-8 encoding. Most spreadsheet applications (Excel, Google Sheets) support exporting as UTF-8 CSV. Non-UTF-8 files may cause special characters to appear incorrectly.

Step 1: Download the Template

1. Navigate to Settings > Members > Import / Export.
2. In the Import section, click Import Members.
3. Click Download Template to get a pre-formatted CSV file with the correct column headers.

Using the template is recommended but not required. You can upload any CSV file and map columns in the next step.

Step 2: Prepare Your Data

Open the template or your existing CSV file and fill in the member data. The following columns are supported:

Required Columns

• First Name — Member's first name.
• Last Name — Member's last name.
• Email — A valid email address. Used for deduplication.

Optional Columns

• Phone — Phone number in any standard format.
• Date of Birth — Use YYYY-MM-DD or MM/DD/YYYY format.
• Address, City, State, ZIP — Mailing address fields.
• Membership Plan — The name of an existing membership plan. Must match exactly.
• Membership Start Date — When the membership begins.
• Status — Active, Frozen, or Canceled.
• Notes — Free-text notes for the member profile.

Save your file when finished.

Step 3: Upload and Map Columns

1. Back on the Import page, click Upload CSV and select your file.
2. GymPoint reads the column headers and presents a mapping screen.
3. For each GymPoint field on the left, select the matching column from your CSV on the right.
4. GymPoint auto-maps columns with matching names. Review these and correct any mismatches.
5. Any unmapped columns from your CSV will be ignored during import.

Step 4: Review and Validate

After mapping, GymPoint scans the file and shows a validation summary:

• Total rows — How many records were found.
• Valid rows — Records that passed validation and are ready to import.
• Errors — Rows with issues (missing required fields, invalid email format, etc.). Click on any error to see details and the row number.

Review the errors and decide whether to fix them in the CSV and re-upload, or proceed with importing only the valid rows.

Step 5: Handle Duplicates

GymPoint checks for duplicates by matching on email address. If a row in your CSV matches an existing member's email:

• Skip — The duplicate row is ignored and the existing record is not modified.
• Update — The existing member's record is updated with the data from the CSV row.

Choose your preferred duplicate handling strategy before starting the import.

Step 6: Run the Import

Click Start Import to begin. A progress bar shows the import status. For large files (1,000+ rows), the import runs in the background, and you will receive a notification when it completes.

What Gets Imported

The import creates member profiles with the mapped data. If you mapped a Membership Plan column and the plan names match existing plans in GymPoint, the system assigns those plans to the imported members. Members imported with a plan are set to an active membership status but are not automatically billed. You will need to configure billing separately after import.

After the Import

• Review the import summary showing how many records were created, updated, and skipped.
• Spot-check several imported member profiles to confirm data accuracy.
• If members need to be billed, navigate to their profiles and set up payment methods.

For common import errors and how to resolve them, see Troubleshooting: Import Errors & Data Issues.