How to upload trainees via Excel

Club Admin · Bahasa Melayu below

Bulk import lets you register dozens or hundreds of trainees at once. AAU Club Manager provides a template Excel file you fill in and upload.

Steps

1. Sidebar → Bulk Import (/bulk-import/)
2. Pick Trainee as the role.
3. Click Download Template — saves a .xlsx file to your computer with the correct columns.
4. Open the template in Excel / Google Sheets / Numbers.
5. Fill in one row per trainee. Do NOT change the column headers. Required columns are marked with * in the template: - full_name* — as on IC / birth cert - date_of_birth* — DD/MM/YYYY - gender* — M or F - id_type* — mykad, birth_cert, passport, etc. - id_number* — the actual ID number - school_name — leave blank for adult trainees - parent_email* — the parent's email (used to link/create the parent account) - parent_phone* — parent's contact - category — the category name to enrol into (must match an existing category exactly) - Others: emergency contact, medical info, etc. — fill what you have.
6. Save as .xlsx.
7. Back in AAU Club Manager → Bulk Import → Upload File → choose your .xlsx.
8. AAU Club Manager parses it and shows a preview: how many rows are valid, how many will be skipped, and why.
9. Review any errors (e.g. wrong date format, unknown category). Fix in Excel and re-upload if needed.
10. Click Confirm Import. Trainees are created and (if category was filled) enrolled automatically.

What happens under the hood

• Parent account — for each unique parent_email in the file:
• If an account exists, the trainee is linked to that parent's FamilyAccount.
• If not, a parent User + FamilyAccount are created. The parent gets an email with a "set your password" link.
• Trainee — created with is_active=True and is_self_registered=False.
• Category enrollment — if category column is filled, a TraineeCategory row is created linking the trainee to that category (must exist in your club already).
• Invoices — registration + first monthly invoice are auto-generated per your fee structures (see Create a fee structure).

After import

• Download the result file (Bulk Import → Result Download) — it shows one row per uploaded trainee with their new AAU Club Manager ID and any warnings.
• Parents get their welcome email + password-setup link automatically.

Common errors

• "ID number already exists" — that MyKad is already a trainee somewhere. Search first, or fix the ID.
• "Category not found: U10 Beginners" — category name in Excel doesn't match any category in your club exactly (case + spaces matter). Fix the spelling or create the category first.
• "Invalid date" — must be DD/MM/YYYY. Excel sometimes reformats dates on save — pre-format the column as text before typing.
• "Duplicate row" — same ID number appears twice in the file. Remove one.

Cara upload pelatih guna Excel

Untuk Admin Kelab

Bulk import untuk daftar berpuluh/beratus pelatih sekali gus.

Langkah

1. Menu sisi → Bulk Import (/bulk-import/)
2. Pilih role Trainee
3. Klik Download Template — simpan fail .xlsx
4. Buka template dalam Excel
5. Isikan satu baris per pelatih. Jangan ubah header column. Yang wajib ditanda *: - full_name* - date_of_birth* — DD/MM/YYYY - gender* — M atau F - id_type* — mykad, birth_cert, passport - id_number* - parent_email* - parent_phone* - category — nama kategori (mesti padan tepat)
6. Save sebagai .xlsx
7. Kembali ke AAU Club Manager → Upload File
8. AAU Club Manager tunjuk preview — baris betul dan yang salah
9. Betulkan error dalam Excel jika perlu, upload semula
10. Klik Confirm Import

Selepas import

• Ibu bapa auto-dapat email dengan link "set password"
• Invois pendaftaran + bulanan pertama auto-jana

Error biasa

• "ID number already exists" — MyKad sudah wujud
• "Category not found" — nama kategori tak padan (case sensitive)
• "Invalid date" — bukan format DD/MM/YYYY
• "Duplicate row" — ID sama muncul dua kali