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The easiest way to move your teams around for a new season
09 July 2019

The easiest way to move your teams around for a new season

It’s that time again! Where has the last year gone?! It’s time to close things down, or at least quieten things down for summer. But it won’t be long before it’s time to get things in order for your new season. No matter what sport you’re involved in, you’re bound to have some members leave, members change teams and new members join. And then you'll need to reflect this in your sports club membership software.

One of the most common questions we get asked at this time of year is ‘what’s the easiest way to change my athlete’s Member Groups?’. And whilst there’s no specific feature to help with this task (at the moment), we thought we’d give you some tips on the easiest and fastest way to get things in order.

You can obviously do things manually by heading into each Member Profile and deselecting the athlete’s Member Group and re-selecting their new group. But this may be time-consuming depending on how many members your club has.


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To put things simply, the main way to easily switch Member Groups is by exporting your current Member List into a spreadsheet, altering the spreadsheet and then re-importing it. This will simply update all of your members' profiles. However, it’s important to note that although doing this will add members to their new groups, it won’t remove them from their old ones.

To remove members from groups as well as add them to new ones, we have a workaround in place. This depends on whether your club uses sub-member groups or not. By this, we mean that within Coacha, you can add your members into Member Groups. But you can also create sub-groups within these groups. The process you’ll follow to move your members around will slightly differ dependant on which one of these applies to your club.


My club only has one level of Member Groups


Step 1: Start by exporting your Member List (People > Member List > Export Member List). This will appear in a spreadsheet.


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Step 2: Once you have this open, head to your Member Groups within Coacha and delete them all. This will remove all members from all groups.


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Step 3: Head back to your spreadsheet and navigate to the right-hand column. Here you can work member by member to change which group they will be a part of.


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*Top tip* The system will recreate these Member Groups depending on the columns. So you’ll need to make sure the spellings remain the same for all groups or there’ll be duplicates created. A good way to do this is copy and pasting the groups into each cell.

Step 4: When you’re happy all members have been changed to the correct groups, save the spreadsheet.

Step 5: Head back to the Member List > Import and upload the new spreadsheet. This will re-create the Member Groups and simply update the Member Profiles. So, you don’t need to worry about duplicating your members.


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My club uses sub-groups


Step 1: Start by exporting your Member List (People > Member List > Export Member List). This will appear in a spreadsheet.


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Step 2: Make a note of all Member Groups in your account and delete them (a quick way do this is taking a picture of the groups on your phone). This will remove all members from all groups.


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Step 3: Re-create your Member Groups within Coacha. The reason you have to do this is because Coacha’s upload spreadsheet is not built to recognise Member Group structures.


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Step 4: Head back to your spreadsheet and navigate to the right-hand column. Here you can work member by member to change which group they will be a part of.


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*Top tip* The system will recreate these Member Groups depending on these columns. So, you’ll need to make sure the spellings remain the same for all groups or there’ll be duplicates created. A good way to do this is copy and pasting the groups into each cell.

Step 5: When you’re happy all members have been changed to the correct groups, save the spreadsheet.

Step 6: Head back to the Member List > Import and upload the new spreadsheet. This will add your members to the Member Groups you re-created and simply update the Member Profiles. So you don’t need to worry about duplicating your members.


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We hope this helps with your seasonal switchover! If you have any questions that we can help with at all, check our our Help Centre or please be sure to get in touch with our team!




‘Coacha revolutionised my program administration and saves me time and money.’

Sarah Watkins - Program Direction - GCA Cheer