Browser Cookies
This site uses cookies necessary to properly function. By closing this popup, clicking a link or continuing to browse otherwise, you agree to the use of cookies. View our policies.

 

ATHLETE / COACH MEMBERSHIP IMPORT

Click here for Trouble Shooting instructions | Reporting an Error | IMPORT TEMPLATE | Membership SKU's

 

Instructions on how to register multiple participants for multiple memberships.

STEP 1:

Use this     Template to Import into your Club’s AGF Uplifter Account.

Make sure you have all your Coaches and Athletes information entered before Importing into your Club’s AGF Uplifter Account. If you do not have the fields listed below that are mandatory your import will not work.

STEP 2:

FILLING IN THE TEMPLATE FILE

Now that you have your template, you will need to fill in all the required fields. Make sure to save the template to your computer once you have completed entering the details. It is suggested to save the file using a custom description to easily identify the file on your computer (ex. Date of import, number of participants, session name).
* = required field
Note = special instructions

  • Participant First Name*
  • Participant Last Name*
  • Participant Gender* Note: Gender Options { F (Female) | M (Male) | GV (Prefer not to say)
  • Participant Date of Birth* Note: DOB must be formatted as YYYY-MM-DD. For example, May 2, 2010 is 2010-05-02.
  • Participant Since
  • Instructor 1
  • Instructor 2
  • Participant Value [Address]*
  • Participant Value [City]*
  • Participant Value [Postal Code]*
  • Participant Value [Phone Number]* 
  • Participant Value [Email]
  • Participant Value [Participant ID]
  • Participant Value [AGF #] 
  • Participant Value [NCCP #] Note: Optional field but recommended when registering coaches.
  • Participant Value [Gymnastics Respect in Sport #] Note: Optional field but recommended when registering coaches.
  • Participant Value [Highest Level of Certification] Note: Optional field but recommended when registering coaches.
  • SKU* Note: This is the unique code assigned to each Alberta Gymnastics Federation membership. See below.

TIP! See instructions below for how to register an individual for multiple memberships.

 

Use one of the formatting options below when registering individuals with the file import. It is strongly advised to follow the suggestions for preventing duplicate participant profiles to ensure the club is charged the correct fees. (Note that in example address, city, postal code, phone number, email, nccp #, respect in sport and certification level is missing to show how the sku is important for membership charge)

 

  1. Enter multiple SKUs in one row, separated by a comma (,).

  2. Enter multiple rows using the exact same contact information for each SKU.


SKU (REGISTRATION CODE)

Club administrators will have to use the SKU (Registration Code) when filling in the import template. Refer to the table below. 

Membership Name

SKU (Registration Code)

Coach - Competitive Acrobatic

21-22-COMP-ACRO-COACH

Coach - Competitive MAG

21-22-COMP-MAG-COACH

Coach - Competitive WAG

21-22-COMP-WAG-COACH

Coach - Competitive T&T

21-22-COMP-T&T-COACH

Coach - GFA

21-22-GFA-COACH

Coach - Pre-Coach in Training (Age 13-15yrs old)

21-22-PRE-COACH

Coach Developer

21-22-COACH-DEV

Athlete - GFA Summer ONLY

21-22-GFA-SUMMER

Athlete - GFA Fall/Winter

21-22-GFA-FALL-WINTER

Athlete - GFA Spring Only

22-GFA-SPRING

Athlete - GFA Camp Fee

21-22-GFA-Camp-Fee

Athlete - GFA Drop-In

21-22-Drop-In

Athlete - GFA Birthday Party

21-22-Birthday-Party

Athlete - Developmental Demo/Gymfest/Gymnaestrada/Interclub

21-22-DEV-GFA

Athlete - Developmental ACRO

21-22-DEV-ACRO

Athlete - Developmental T&T

21-22-DEV-T&T

Athlete - Developmental  WAG

21-22-DEV-WAG

Athlete - Provincial ACRO

21-22-PROVINCIAL-ACRO

Athlete - Provincial  MAG

21-22-PROVINCIAL-MAG

Athlete - Provincial T&T

21-22-PROVINCIAL-T&T

Athlete - Provincial  WAG

21-22-PROVINCIAL-WAG

Athlete - National ACRO

21-22-NATIONAL-ACRO

Athlete - National MAG

21-22-NATIONAL-MAG

Athlete - National T&T

21-22-NATIONAL-T&T

Athlete - National WAG

21-22-NATIONAL-WAG

Judge - ACRO

21-22-JUDGE-ACRO

Judge - ACRO

21-22-JUDGE-ACRO

Judge - MAG

21-22-JUDGE-MAG

Judge - T&T

21-22-JUDGE-T&T

Judge - WAG

21-22-JUDGE-WAG

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

STEP 3:

Login to your club’s account  Click on your name on the top right hand side and select My Account.

STEP 4:

Click on Individuals

  

STEP 5:

Click on Individuals Import

 

STEP 6:

Click on Choose File to select your file to upload. Click Upload

 

STEP 7:

Uploading the file will take you to a new screen where you can review the file details Before importing the data, you have the opportunity to edit the information by clicking into the field(s) on the screen. If you do make edits, you can export the changed file to your computer so that you have the most up-to-date version.

 

 

STEP 8:

When you are done reviewing the information, click on  to begin the validation process.

 

STEP 9:

If there are no errors you can then Proceed to Checkout. If there are errors, refer to the Troubleshooting tips below.

 

 

STEP 10:

  You can then review Your Cart

 

STEP 11:

Click on Billing Information (Review your Billing Information to make sure it is correct)

STEP 12:

Click on Payment Information and select payment type

Paying by cheque - Send in to AGF Office (Note: Registration is not completed until AGF receives payment for Invoice)

Paying by Credit Card – Call AGF Office with Credit Card Number *2.5% Transaction fee on payments over $1,000.00.

Paying by E-Transfer – Email Craig with information at  membership@abgym.ab.ca

 

STEP 13:

Payment Received and Invoice Paid via the AGF Office.

back to top of page


 

Trouble Shooting

The import process runs through several steps to ensure the data is valid and the correct fees are charged to the club.

  1. Upload data verifies the file format and checks that required column headings are correctly mapped.
  2. Import data 
    • Processing checks for possible matches and adds new individuals accounts.
    • Adding adds valid rows to the checkout and creates a pending invoice.
    • Calculating calculates the fees and applies discounts, if applicable.
  3. Proceed to checkout directs you to the pending invoice.

These processes occur in real-time and should take no longer than 15 minutes. Below are some common errors. 

 The file uploaded blank columns or fields

Column headings must match the template exactly in order to prevent errors during validation. It is recommended to copy your data into the template or to copy the heading row into another file rather than re-type the headings. 

Please make sure to remove any additional spaces from the required fields. For example, a common mistake is to enter a space at the end of a phone number or postal code. If the space remains in the file, during validation, the program will be unable to read the information and the field will be left blank. 

 

 The individual profiles were imported but no invoice was created

The import has two functions: (i) add individual profiles to the database and (ii) register them to a membership. It is possible to add a file of participants without actually registering them to a membership. To confirm you have successfully registered individuals to a membership:
- Ensure the SKU column is correctly filled in during the Import Data stage.
- You received a registration receipt.
- The membership appears in the individual's profile under Registered Memberships & Courses

 

 An error icon appears in some rows

After the Import data process finishes, all valid rows will automatically be added to the checkout, while erroneous rows will remain denoted by a small error icon. Hovering your mouse over the icon will inform you of the exact error. You can fix the data by clicking right into the field. You can click on Export edits to save a copy of the edited rows. 

Once the errors have been corrected, click on Import Data once again to add the newly fixed rows to the shopping cart. If there are no more errors you can then Proceed to Checkout.

 

 A shopping cart error icon appears in some rows

After the Import data process finishes, all valid rows will automatically be added to the checkout, while erroneous rows will remain denoted by a small error icon. shopping cart error message is related to the registration's requirement(s). That individual either does not have the pre-requisite(s) OR they are already registered to that exact same membership or event. Hovering your mouse over the icon will inform you of the exact error.

The pre-requisite must be completed before continuing with the registration of that membership or event. 

Administrators cannot register individuals for a membership or event they have already been registered to. NOTE: In these cases, the individual's profile is added to the club's account but the membership is not registered.

Note: GFA Athlete Memberships requires the club to first purchase the GFA Club Membership. Attempting to register a GFA athlete without the GFA Club Membership will result in an error during the import's validation process. 

 

  A SELECT icon appears in some rows

After the Import data process finishes, all valid rows will automatically be added to the checkout, while erroneous rows will remain with a small error icon. Hovering your mouse over the icon will inform you of the exact error. A SELECT icon paired with the matching individual found error message means a possible existing profile has been found. Click here for more information.

Once you have selected to use the existing profile or create a new individual, click on Import Data once again to add the newly fixed rows to the shopping cart. If there are no more errors you can then Proceed to Checkout.

 

 The page appears frozen

If the browser gets interrupted during the validation process, the page will stop working. If this happens, log out, refresh your browser and log back in. Login may take a minute as the page will try to reload the pending checkout. Click on the checkout to see if the import added all the required items. If so, continue to confirm and register to complete the checkout. If not, Empty cart and start the import again.

 

back to top of page


 

Reporting An Error

To report an error contact online@abgym.ab.ca and include:

- The steps you took before encountering the error.

- A copy of the file you tried to import.

- A screenshot of any error message.

- The name and version of the internet browser you are using.

 

Providing this information will help to expedite the resolution.