How Do I Upload the Gymnastics Australia Club Import Report (STU-13)?

IN THIS ARTICLE:

Learn how to upload the Gymnastics Australia Club Import Report (STU-13) to the Gymnastics Australia Database.

How do I upload the Gymnastics Australia Club Import Report?

  1. To access the Club Importer, please go to the Club Admin Portal.
  2. Click on the “Club Import” tab.
  3. In the “Upload New File” section, click on the “Start New Club Import Process” button.
  4. Click on the Select button to select a CSV file to import. (Please ensure that your file is ONLY a CSV (Comma delimited) (*.csv) format file. You will have issues with other type of CSV formatted files being imported.)
  5. If the file is acceptable you will see a green circle to the left of the file name. If not, please remove file and ensure you have selected a CSV (Comma delimited) (*.csv) file.
  6. After ensuring the file is acceptable, click on the Save button to initiate the file upload process.
  7. Club Administrators will receive a notification email when the new file has commenced importing.
  8. While the file is importing, the “Upload New File” area of the “Club Import” tab will reflect Club Import file upload in progress. You will be unable to upload any additional files until the upload process has completed.
  9. Once complete, Club Administrators will receive an email notification stating that “Club Import File Job #### is ready for review.” (This notification will also appear on the “Club Import” tab.)
    • Please take note of your Club’s Import ID number/File Job number, as this is what is used to track the import.
  10. Your file upload is now ready to be actioned by your Club. The records will not be written to the database at this stage.
    • This validation process can be done by any Club Administrator in your Club and can be done over a few login sessions
  11. Click the “Validated” button to begin the review process.
  12. The “Quarantined” tab contains Records that are quarantined as they either do not have a first name, last name or birthdate. These records will excluded from the import process and will NOT be updated in the database.
    • You can export this list to excel to resolve at a later time by your Club.
  13. After verifying that these records will be excluded, click the NEXT button to view Duplicate records, or click CANCEL AND START OVER to completely cancel the import process.
  14. Athletes with more than one name included on this list are duplicate records as these athletes have the same first name, last name and birthdate. The Club Importer does not know which records to update. These records will excluded from the import process and will NOT be updated in the database.
    • If you have an Athlete with only ONE name in this list, this means this athlete was listed more than one time on the import sheet and second listed record will not be imported.
    • We recommend exporting this list to Excel and email this list to support@gymnastics.org.au to resolve these records.
  15. After verifying that these records will be excluded, click the NEXT button to view Transfer records, or click CANCEL AND START OVER to completely cancel the import process.
  16. Records in this list are athletes who are registered at other Clubs and require either an Athlete Transfer or a Multi-Club Athlete Request. These records will excluded from the import process and will NOT be updated in the database.
    • You can export this list to excel to resolve at a later time by your Club.
  17. After verifying that these records will be excluded, click the NEXT button to view Validated records, or click CANCEL AND START OVER to completely cancel the import process.
  18. Records in this list are athletes who are already registered with your Club and will be renewed/updated. These records will be written to the database following the submit button being clicked on the “Submit” screen.
    • Please refer to the Data Check column in this list and fix any records which are marked as “Action Required.” (NOT: Setting the “Action Required” filter to Yes will help you to work through resolving records which are preventing your Club from submitting this file to be written to the National database.)
      • Records which are flagged as “Ready for Import” have complete and valid data are acceptable for the import.
      • Records which are flagged as “Action Required” have issues with incomplete or invalid data which need to be resolved before proceeding to the next step. Click the “Edit” button to review information relating to the record which can be edited/resolved.
        • Once you have clicked the Edit button for a record which requires resolution, you will see an error message which show what needs to be fixed.
        • Once the issue(s) have been resolved, please click the “Save” button at the bottom of the edit window to update the record. If the record has been resolved, it will change to having a “Ready for Import” data check status (or will be hidden if you have the Action Required filter on).
  19. Once all Action Required items have been changed to “Ready to Import” status, click the NEXT button to view New records, or click CANCEL AND START OVER to completely cancel the import process.
  20. Records in this list are athletes who have not been registered with your Club (or any other Club) and will be created as a new record. These records will be written to the database following the submit button being clicked on the “Submit” screen.
    • Please refer to the Data Check column in this list and fix any records which are marked as “Action Required.” (NOT: Setting the “Action Required” filter to Yes will help you to work through resolving records which are preventing your Club from submitting this file to be written to the National database.)
      • Records which are flagged as “Ready for Import” have complete and valid data are acceptable for the import.
      • Records which are flagged as “Action Required” have issues with incomplete or invalid data which need to be resolved before proceeding to the next step. Click the “Edit” button to review information relating to the record which can be edited/resolved.
        • Once you have clicked the Edit button for a record which requires resolution, you will see an error message which show what needs to be fixed.
        • Once the issue(s) have been resolved, please click the “Save” button at the bottom of the edit window to update the record. If the record has been resolved, it will change to having a “Ready for Import” data check status (or will be hidden if you have the Action Required filter on).
  21. Once all Action Required items have been changed to “Ready to Import” status, click the NEXT button to submit the records to the database, or click CANCEL AND START OVER to completely cancel the import process.
  22. Click the SUBMIT button to submit the records to the database, or click CANCEL AND START OVER to completely cancel the import process.
        • This will queue this import file job’s validated records (In Step 5 Validated and Step 6 New) written to the database.
  23. Club Administrators will receive a notification emails the job has been submitted into the Record Update & Creation queue. (These status updates will also appear in the “Pending & Completed Jobs” section of the “Club Import” tab.)
  24. Once an import job shows a “Completed” status, those records can be validated via Club Admin Home> Reports> Current Year Athletes (including Gymsports report).

How does the import wizard flag duplicate entries?

The import wizard uses the following matrix as a guide to flag entries during each stage of the process. For example, an account that requires a transfer is flagged because the importer has matched a line on the import file with an existing account that has the same First Name, Last Name, Date of Birth and additionally exists already in another club.

duplicate_matrix.png

Need more assistance?

Call us at 877-554-6776. Our business hours are Mon–Sat, 9am–9pm (CT).