There are 4 main ways to add Officials to your site:
👉 In Bulk. By importing officials from a CSV (Excel) spreadsheet.
One at a time. By adding officials one-at-a-time from the People screen.
Via your Site Key. By sharing your Site Key URL with officials.
Via an Official's Account Key. By using an official's Account Key URL.
This article covers #1 above — how to add your officials in bulk, via a CSV spreadsheet.
Video Tutorial:
Step-by-Step Instructions:
To add officials to your site from a Spreadsheet, follow these steps:
1. Format your Spreadsheet.
First, make sure you have your spreadsheet in the correct format.
Column Headers. Your first row should be your Column Headers, or titles, reflecting what information is in the rows underneath it.
One row per official. Each official must be on a single row of your spreadsheet.
Recommended Fields. You have the ability to import several different kinds of fields into the system (more info on those fields below!), but we recommend importing at least the following ones for each official:
First Name
Last Name
Primary Email Address — officials will not be able to log in if there is no email in their Profile.
Mobile Phone
CSV Format. Save your spreadsheet as a CSV file. If you're working with an Excel file (.xls or .xlsx), you’ll need to select File → Save As → CSV.
Here’s an example of what a properly-formatted spreadsheet looks like:
Now that you have your spreadsheet ready to go, let’s import it into your site!
2. Upload your Spreadsheet.
1. Select the People → All People menu.
2. Select Import from Spreadsheet (CSV).
3. File Type → People
4. Select Choose File.
5. Select the CSV spreadsheet of officials you wish to upload (you can select the people link in the blue banner, for a sample spreadsheet).
6. Select Open.
7. Select Upload File.
3. Map your Column Headers to the Assignr Fields.
1. Map each Column Header that you wish to upload with the system’s corresponding field.
💡 Be sure to double-check that all of your column headings are correctly tied to the Assignr field names. The system does its best to map them for you, but does not always get it 100% correct!
2. Select Submit.
That’s it! Well done. 👏 All of those people will now show up in the People → All People page.
💡 After you upload your officials, you'll need to send them their login credentials. Usernames and passwords will not be distributed to your People until you tell the system to send them their credentials.
Learn how to send login credentials to your officials, and understand their ability next!
Frequently Asked Questions about Importing People.
1. What other fields can I import, besides the recommended fields?
While you don’t have to, you’re more than welcome to include any/all of the following fields in your spreadsheet.
Keep in mind, you’ll need to map each of these fields to their corresponding system fields before selecting Submit, to ensure that the information is added to that official!
Field Name | Description |
Last Name (Required) | The user's last name. |
First Name (Required) | The user's first name. |
Middle Initial | The user's middle initial. |
Grade/Badge Level | This is a number (or series of letters/numbers) that you can assign to a user.
As long as you are not using our USSF integration, this grade/badge level will show up next to each official's name in the assigning dropdown. |
ID #1 | A series of numbers and/or letters usually identifying the official in some way. |
ID #2 | A series of numbers and/or letters usually identifying the official in some way. |
Street* | One of several address-related fields. |
Street (Line 2) | One of several address-related fields. |
City* | One of several address-related fields. |
State/Province* | One of several address-related fields. |
ZIP Code/Postal Code* | One of several address-related fields. |
Home Phone | Phone number field. |
Work Phone | Phone number field. |
Mobile Phone (Recommended)* | Phone number field. |
Primary Email (Required for Login) | This field is required if you want the user to be able to log in. |
Secondary Email | This field can be used for a user's secondary email or perhaps a parent's email if the child is a minor. |
Email 3 | Another email field, should the user want 3 emails tied to their account (uncommon). |
Email 4 | Another email field, should the user want 4 emails tied to their account (uncommon). |
Date of Birth** | This field is required if you want to put any kind of age restrictions in place. |
Pay Scale | This field should only be used if you pay officials different amounts based on their level of experience (uncommon).
Related Article: How to Set Up Pay Scales. |
Is an Official? | This is one of several permissions-related columns. If you indicate 1, Yes, or True in this column, the user will be granted this permission. If you indicate 0, No, or False in this column, the user will NOT be granted this permission.
When importing users, this field defaults to 'YES.'
Related Article: How to set up Permissions for your Users. |
Is an Observer? | Observer = League Contact. This is one of several permissions-related columns. If you indicate 1, Yes, or True in this column, the user will be granted this permission. If you indicate 0, No, or False in this column, the user will NOT be granted this permission.
When importing users, this field defaults to 'NO.'
Related Article: How to set up Permissions for your Users. |
Is an Assignor? | This is one of several permissions-related columns. If you indicate 1, Yes, or True in this column, the user will be granted this permission. If you indicate 0, No, or False in this column, the user will NOT be granted this permission.
When importing users, this field defaults to 'NO.'
Related Article: How to set up Permissions for your Users. |
Permissions | This is one of several permissions-related columns. This column will list all the permission(s) you want the user to have, separated by a comma.
e.g. Official, Assignor, League Contact
Related Article: How to set up Permissions for your Users. |
Title / Position | This field is only relevant for sites using our Schools feature (uncommon).
Related Article: How to add Schools to your Site. |
Schools | This field is only relevant for sites using our Schools feature (uncommon).
Related Article: How to add Schools to your Site. |
USSF ID** | This field is relevant (and required) for sites using our US Soccer Integration.
Related Article: U.S. Soccer Referee Certifications Integration. |
Emergency Contact #1: Name*** | One of several emergency contact fields. More info on how to import emergency contacts below. |
Emergency Contact #1: Relationship*** | One of several emergency contact fields. More info on how to import emergency contacts below. |
Emergency Contact #1: Phone Number*** | One of several emergency contact fields. More info on how to import emergency contacts below. |
Emergency Contact #1: Email*** | One of several emergency contact fields. More info on how to import emergency contacts below. |
Emergency Contact #2: Name | One of several emergency contact fields. More info on how to import emergency contacts below. |
Emergency Contact #2: Relationship | One of several emergency contact fields. More info on how to import emergency contacts below. |
Emergency Contact #2: Phone Number | One of several emergency contact fields. More info on how to import emergency contacts below. |
Emergency Contact #2: Email | One of several emergency contact fields. More info on how to import emergency contacts below. |
Emergency Contact #3: Name | One of several emergency contact fields. More info on how to import emergency contacts below. |
Emergency Contact #3: Relationship | One of several emergency contact fields. More info on how to import emergency contacts below. |
Emergency Contact #3: Phone | One of several emergency contact fields. More info on how to import emergency contacts below. |
Emergency Contact #3: Email | One of several emergency contact fields. More info on how to import emergency contacts below. |
Rating: [Name of Rating] | This field is only relevant for sites using our Ratings feature.
Related Article: How to Implement a Rating System for your Officials. |
Group(s) | This field is only relevant for sites using our Groups & Rules feature. You can include the name of the group(s) you want the official to be a part of, separated by a comma.
Related Article: Groups & Rules. |
Assignr Database ID | This is not a field you'd create or import for new officials, but it is a field that you will see if you export your officials. It's an ID number automatically generated by the Assignr platform, and is used when you batch update people via spreadsheet import.
Related article: How to Batch Update People with a Spreadsheet. |
* This field is required for all officials. If you do not import it, we'll require that the official fill it in upon logging in.
** This field is required for all officials that are part of a site that is using our USSF integration.
*** This field must include a parent's contact information for all officials under 18, and who are part of a site that is using our USSF integration. More information on how to import emergency contacts can be found below.
2. How does importing Emergency Contacts work?
If you would like to import an Emergency Contact (#1) for your officials, you'll need to ensure you import all of the Emergency Contact #1 fields, for each of your officials. These fields are as follows. Emergency Contact...
Name
Relationship
Email
Phone Number
If you do not have all of this information for an official's emergency contact, you can input placeholder data for the relevant fields (e.g. 'Unknown'), which the official can update themselves later, from within their profile.
The same logic applies for an Emergency Contact #2 or #3. The system will return an error message if you try to import an Emergency Contact (whether #1, 2 or 3) for only some officials rather than all of your officials.
The system will also return an error message if you try to import only some of an Emergency Contact's fields (e.g. just an Emergency Contact Name and Email, but not the Emergency Contact Relationship or Phone Number).
3. Tell me more about how the Permissions fields work.
By default, people will be imported with only Official permissions, also known as Referee permissions.
You can learn about the specifics of each permission in the system here: How to set up Permissions for your Users.
If you’d like to grant other or additional types of permissions to any of the people you import, you can do so by way of a Permissions column. In this column, you’ll want to include the name(s) of the permissions you want to grant a user, each separated by a comma.
For example, if I wanted to make one of my users a League Contact, Official, and an Assignor, I'd include this in their permission cell: League Contact, Official, Assignor.
If you do create a Permissions column, remember to map it to its appropriate Assignr field name on the upload screen before selecting Submit.
4. Can I use the import process to add people to Groups in bulk?
Yes! What you'll want to do is add a column to your People spreadsheet, titled Groups. From there, you can type in the name(s) of the groups you wish to add each official to, separating each group with a comma.
Be sure to include your Group names in your spreadsheet exactly as they appear under Maintenance → Groups & Rules.
If you're looking to add existing People in your site to Groups, you can follow our batch update process here.
5. I already imported my officials. How can I make updates to their profiles in bulk?
You can do this through our batch update process: How to Batch Update People with a Spreadsheet.
Happy uploading! Let us know if you run into any questions as you complete this. 🙂