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Import Role History

Import historical role assignments from your previous scheduling platform so the algorithm can make fair, informed assignments from day one.

Note: Only club officers (President, VP Education, Secretary, or Admin) can import role history.

Why Import Role History?

When migrating to The Club Schedule, importing your members' past role assignments ensures:

  • Rotation fairness -- Members who recently performed roles won't be assigned too soon
  • Accurate experience levels -- The scheduling algorithm knows each member's history
  • Continuity -- Your club's scheduling picks up right where you left off

Before You Begin

You'll need to complete two preparation steps:

  1. Export data from your previous platform (see Step 1 below)
  2. Configure role mappings so The Club Schedule knows how to translate role names (see Step 2 below)

How to Import Role History

Step 1: Export from Your Previous Platform

From TMClubSchedule:

  1. Log in to your TMClubSchedule account
  2. Navigate to Members > Manage Members
  3. Click on the member whose history you want to import
  4. Highlight the text of the page starting with "Member Detail" all the way to the bottom
  5. Press Ctrl+C to copy all of the text
  6. Open a notepad file and paste the text (Ctrl+V)
  7. Save the file as a TEXT file (.txt). Use the member name as the file name
  8. Repeat for each member you want to import

Important: The first line of the text file must be "Member Detail". The file should contain the member detail section showing role names, assignment dates, and counts.

Other platforms: If migrating from a different platform (like EasySpeak), contact support at support@theclubschedule.com for assistance.

Step 2: Configure Role Mappings (First Time Only)

Different platforms use different role names. For example, TMClubSchedule uses "Speaker #1", "Speaker #2", and "Speaker #3" while your club may simply have "Speaker". Role mappings tell the system how to translate between these names.

Setting up default mappings:

  1. Go to Club Administration > Import Role History
  2. Click Configure Role Mappings
  3. Select your platform (e.g., TMClubSchedule)
  4. Click Create Default Mappings

The system automatically creates mappings for common roles, including:

  • Speaker #1, Speaker #2, Speaker #3 consolidated to Speaker
  • Evaluator #1, Evaluator #2, Evaluator #3 consolidated to Evaluator
  • Standard roles like Toastmaster, General Evaluator, Timer, and more

Understanding mapping actions:

Action What It Does Example
Import Direct one-to-one match "Toastmaster" maps to Toastmaster
Consolidate Multiple names map to one role "Speaker #1", "#2", "#3" all map to Speaker
Skip Role is ignored during import Obsolete roles you no longer use

Adding custom mappings:

If some roles aren't covered by the defaults, you can add them manually:

  1. Navigate to the Add New Mapping section
  2. Enter the external role name exactly as it appears in your source data
  3. Select the corresponding club role (or choose Skip)
  4. Set the action type and confirm

Tip: Default mappings only generate for roles that exist in your club's configuration. If a role is missing, add it to your club roles first, or create a Skip mapping for it.

Step 3: Upload a Member's Role History

  1. Go to Club Administration > Import Role History
  2. Click on TMClubSchedule (or your platform)
  3. Select Member (optional):
    • If the member already exists in your club, select them from the dropdown
    • If they don't exist yet, leave it as "Auto-detect from import data" -- the system will create the member for you
  4. Click Choose File and select the member's text file
  5. Click Upload & Preview

Step 4: Review the Preview

Before confirming, you'll see a preview showing:

  • Member information -- Name, email, and join date from the file
  • Total assignments -- How many role assignments will be imported
  • Roles breakdown -- Table showing each role and its assignment count
  • Unmapped roles -- Roles without mappings configured (these will be skipped)
  • Warnings -- Count mismatches, future dates, or other data issues

If the member doesn't exist in your club, you'll see a checkbox to confirm creating them. Their account will be created using the email from the text file.

Step 5: Confirm and Import

  1. Review the preview carefully
  2. If there are unmapped roles, you can:
    • Click Configure Role Mappings to set them up, then try again
    • Or proceed -- unmapped roles will be skipped
  3. If creating a new member, make sure the checkbox is checked
  4. Click Confirm Import

You'll see a success message showing how many assignments were imported, how many duplicates were skipped, and whether any new members were created.

Viewing Import History

To see all imports that have been performed:

  1. Go to Club Administration > Import Role History
  2. Click View Import History

The history page shows the date, platform, filename, record counts, status, who performed the import, and detailed logs.

Tips

  • Start with one member -- Import a single member first to verify your role mappings are correct before doing the rest
  • Use default mappings first -- Start with auto-generated defaults, then add custom mappings only for unmapped roles
  • Don't worry about duplicates -- Re-importing the same file will skip assignments that already exist
  • Document unusual mappings -- Use notes to record why you mapped roles in non-obvious ways

Troubleshooting

Upload fails with "Failed to parse uploaded file"

  • Make sure you're uploading a valid text file from the correct platform
  • The text file should contain "Member Detail" and "Role Assignment History" sections

Preview shows "Member will be created" but I want to use an existing member

  • Go back and select the member from the dropdown before uploading the text file

All roles show as "Unmapped"

  • You need to configure role mappings first. Click Configure Role Mappings and create default mappings for your platform

Import shows warnings about count mismatches

  • This is usually caused by a malformed text file. The import will still proceed with all dates that were successfully parsed

Frequently Asked Questions

Can I import the same member multiple times? Yes. The system detects duplicates and skips them. Only new assignments are imported.

What if a role name doesn't match any of my club's roles? Unmapped roles are skipped during import. You'll see a warning in the preview. Configure role mappings to handle them.

Can I import multiple members at once? Currently, the system supports importing one member at a time.

Will this affect my existing schedules? No. Importing role history only creates historical records. It doesn't modify any existing schedules or assignments. Future schedules will use this history to make fairer role assignments.

What date formats are supported? The parser automatically handles common formats like "October 2, 2025" and "10/02/2025". Dates that can't be parsed are skipped with a warning.