CSV Import Step-by-Step Guide

GymPoint's CSV import tool lets you bulk-import member records from a spreadsheet file. This is the primary method for migrating data from another gym management platform. Follow these steps carefully for a smooth import.

Step 1: Download the Import Template

Start with GymPoint's official import template to ensure your data is formatted correctly.

1. Navigate to Settings > Members > Import / Export from the left sidebar.
2. Click Download Template.
3. Open the downloaded CSV file in your preferred spreadsheet application (Excel, Google Sheets, etc.).

The template includes column headers for all supported fields, with a sample row showing the expected format for each field.

Step 2: Understand Required vs. Optional Columns

Required columns (import will fail without these):

• first_name — member's first name
• last_name — member's last name
• email — member's email address (must be unique per record)

Recommended columns (strongly suggested for a complete import):

• phone — phone number
• membership_plan — name of the membership plan (must match a plan configured in GymPoint)
• status — member status: active, frozen, canceled, or lead
• join_date — when the member originally enrolled

Optional columns:

• address, city, state, zip — mailing address
• date_of_birth — member's date of birth
• gender — member's gender
• emergency_contact_name — emergency contact's name
• emergency_contact_phone — emergency contact's phone
• notes — free-text notes about the member
• barcode — barcode or key tag number
• Any custom field names you've configured in GymPoint

Step 3: Format Your Data

Proper formatting prevents import errors. Follow these rules carefully.

Dates (MM/DD/YYYY):

• Correct: 03/15/2025
• Incorrect: 2025-03-15, March 15 2025, 15/03/2025

Phone numbers:

• Include area code: 555-123-4567 or 5551234567
• Do not include country code unless importing international numbers
• Dashes, spaces, and parentheses are all accepted: (555) 123-4567

Addresses:

• Use separate columns for address, city, state, and zip
• State should be a two-letter abbreviation: TX, CA, NY
• ZIP codes should be entered as text (not numbers) to preserve leading zeros: 01234

Email addresses:

• Each email must be unique across your import file
• Invalid email formats will cause that row to fail

Membership plan names:

• Must exactly match the plan name as configured in GymPoint (case-sensitive)
• If a plan name doesn't match, the member is imported without a plan assignment

Status values:

• Use one of: active, frozen, canceled, lead
• If left blank, the default is active

Step 4: Upload and Field Mapping

Once your CSV file is ready, upload it to GymPoint.

1. Go to Settings > Members > Import / Export.
2. Click Upload CSV and select your file.
3. GymPoint reads the file and displays the field mapping screen.
4. For each column in your CSV, map it to the corresponding GymPoint field using the dropdown menus.
   • If your column headers match GymPoint's field names, they are auto-mapped.
   • If a column doesn't have a match, select the correct field manually or choose Skip to exclude it.
5. Review all mappings to confirm they're correct.
6. Click Continue.

Mapping tips:

• If your CSV uses different column names (e.g., "First" instead of "first_name"), simply map them manually — the import tool is flexible.
• Map custom fields to their corresponding custom field names in GymPoint.
• Don't map columns that contain data GymPoint doesn't support — skip them instead.

Step 5: Review the Import Preview

Before executing the import, GymPoint shows you a preview of what will be imported.

1. The preview screen displays the first 10-20 rows of data as they will appear in GymPoint.
2. Review the data for accuracy:
   • Are names, emails, and phone numbers correct?
   • Are dates formatted properly?
   • Are membership plans mapped to the right GymPoint plans?
   • Are statuses correct?
3. The preview also highlights any validation errors — rows with missing required fields, duplicate emails, or unrecognized plan names.
4. Fix any errors by going back to your CSV, correcting the data, and re-uploading.

Step 6: Execute the Import

When you're satisfied with the preview:

1. Click Start Import.
2. GymPoint processes the file in the background. You'll see a progress bar.
3. When complete, a summary screen shows:
   • Total rows processed
   • Successfully imported — number of member records created
   • Skipped — rows that were skipped due to errors (with details)
   • Duplicates — rows skipped because the email already exists in GymPoint
4. Download the error report if any rows were skipped, so you can fix and re-import them.

Tips

• Always do a test import first. Import 5-10 records to verify everything maps correctly before importing your full member list.
• Keep your original CSV. Don't modify the source file after import — save it as a backup in case you need to reference or re-import.
• Import in batches for large datasets (1,000+ members). This makes it easier to spot and fix issues.
• Check for duplicate emails before importing. GymPoint uses email as the unique identifier, and duplicates will be skipped.
• Set up membership plans first. All plans referenced in the CSV must already exist in GymPoint for proper assignment.