To provide coaches, mentors, or observers with access to log data in a given Coaching or Walks instance, they will need to be given access to the instance and assigned access settings, which determine who can be on their roster.
KickUp offers the ability for administrative users to import CSV files in a specified format to add coaches, mentors, or observers to a specific instance along with their access settings for that instance. Read on or jump to a specific section of this article:
Note: Import functionality is available only to KickUp users with Manage Coaching Instances or Manage Walks permissions, respectively.
The Import Process
Importing coaches, mentors, observers, or access settings involves a multi-step process of:
Formatting and configuring your file to include appropriate headers and correct values (copy a sample file or export from an instance to start)
Beginning your import in KickUp
Validating the import file
Resolving or ignoring any issues with your file
Completing the import
Coaches, mentors, and observers plus their access settings are imported additively. This means that an import will never remove existing coaches, mentors, observers, or their access settings - this must be done through the user interface within KickUp.
Format the CSV file
To get started, you may want to copy this sample file, or to export an existing instance’s access settings to use as a starting point.
Use the spreadsheet editing tool of your choice to format your CSV file. A sample file is pictured below, with Headers bolded.
Imported files may only contain certain types of columns. Email is the only column required in an import file, representing the email address of the coach, mentor, or observer to import.
Each row of the file must designate a single attribute value, group or user to add to the coach/mentor/observer's access settings. For example, if a coach/mentor/observer needs access to multiple different groups, the file should contain a different row for each group to which the coach/mentor/observer should have access.
Each row of the file may only designate either an attribute value, group, or user to add to the coach/mentor/observer's access settings.
An attribute value is added to someone's access settings when the attribute value is in the row under an "[Attribute] ___" column header. This method of rostering is helpful when your KickUp Directory includes attributes about staff members that map to roster owners
A group is added to someone's access settings when a group name is in the row under the "Group" column header. This method of rostering is helpful when your KickUp Directory includes user groups that map to roster owners
An individual user is added to someone's access settings when the staff member's KickUp email address is in the row under the "Staff email" column header. This method of rostering is helpful when you're unsure about whether or how attribute values or groups map to roster owners
The table below has detailed explanations of each type of column.
Column Header | What it represents | Value requirements |
**Email | Email address of the coach, mentor, or observer to import | Valid email address that is tied to a KickUp user in your district |
Staff email | Email address of the staff member to add to the coach/mentor/observer's access setting list | Valid email address that is tied to a KickUp user in your district |
Group | The group to add to the coach/mentor/observer's access setting list | Name of an existing Group in the KickUp Directory |
[Attribute] ___ | The KickUp staff attribute value to add to the coach/mentor/observer's access setting list | An existing attribute value associated with any KickUp user |
Begin an import
To access the modal where you can import coaches, mentors, or observers and their access settings:
Ensure you are in “Edit” mode within a coaching instance
From the Coaches, Mentors, or Observers tab, click the three-dot action menu (to the right of the Add button)
In the dropdown, click the Import option
Drag and drop - or click to select from your device - the CSV file for the import
Validate the file
After uploading a CSV file, click Validate to continue. Any issues with your file will be highlighted with a red ! icon, which you can hover over for more detail about the issue.
You may proceed with importing valid rows, or go back to your file to fix invalid rows and re-importing the CSV file by clicking Re-upload file. For information on errors and how to fix them, see Troubleshoot validation errors.
Troubleshoot validation errors
A file may have issues that prevent the entire file or certain rows from being imported. Files with a combination of valid and invalid rows may be imported - invalid rows will simply be ignored. After resolving any issue(s) in your CSV file, be sure to re-upload and re-validate the file.
The table below shows common validation errors you might encounter and how to resolve them.
Error message | Description of issue | How to resolve issue |
All headers in this file are invalid | The first row of the file must contain headers that describe data in the column | Ensure the 1st row of your file includes valid headers. (more on file format here) |
Invalid header | A column has a header that cannot be processed | Double check your header contents and formatting. (reference documentation and the sample file) |
This file is missing a required email header | One of the columns must have “Email” as the column header | Ensure one of the columns in your file has "Email" in the 1st row of the file |
This file is empty | The file must contain information in at least 1 row in addition to the first (header) row | Add information you’d like to import in the specified format |
This file has duplicate headers | The file cannot have 2 identical headers (values in the first row) | Remove duplicate column(s) or update duplicate header value(s) |
This row has an email not found | The email address in the Email column does not correspond to a KickUp user | Ensure the email address in the Email column corresponds to a KickUp user |
This row has an invalid email | The value in the Email column does not match the format of an email address | Ensure the email address in the Email column is valid |
Staff email not found | The email address in the Staff email column does not correspond to a KickUp user | Ensure the email address in the Staff email column corresponds to a KickUp user |
Invalid staff email | The value in the Staff email column does not match the format of an email address | Ensure the email address in the Staff email column is valid |
Group not found | The value in the Group column does not correspond to a KickUp group name | Ensure the value in the Group column corresponds to a KickUp group. Users with the Manage Users permission can see the list of groups in the Directory |
Attribute not found | The [Attribute] column header does not correspond to a KickUp attribute type | Ensure the [Attribute] column header corresponds to an attribute that exists in KickUp. Users with the Manage Users permission can see available attribute types as filters in the Directory |
Attribute value not found | The value in the [Attribute] column does not correspond to a KickUp attribute value for the specified attribute type | Ensure the value in the [Attribute] column corresponds to a value that exists for the attribute type. Users with the Manage Users permission can see the list of attribute values using the dropdown filters in the Directory. |
The row has multiple values for staff email, group, or attribute headers | Rows cannot contain information in more than 1 additional column beyond Email | Remove all but 1 value in this row for columns other than Email |
See column error | There is an issue with the column as a whole | Check the error in the column header for more information |
Import the file
Once your file has finished validating and you have resolved any errors you wish to resolve, click Import or Import __ valid rows to import the rows of the file that can be imported.
If the import file will result in a large number of updates, a confirmation asking whether you’re sure will appear. Click Yes, I’m sure to proceed with the import.
Upon successfully importing any rows from your file, a Import successful confirmation message will appear with information about the rows imported and not imported.
Check your work
Click Done or x out of the modal to return to the primary view of Coaches, Mentors, or Observers. Locate a particular Coach, Mentor, or Observer using the search bar.
Click the value in their row under the Access column to view the list of items on their access setting list. You may make additional updates to their access settings directly from this modal.
FAQs & Related Resources
Question: Can you use imports to overwrite or delete coaches, mentors, observers, and their access settings?
Answer: No, imports will never remove existing coaches, mentors, observers, and their access settings. Coaches, mentors, and observers plus their access settings are imported additively.
Question: Can I give leads the ability to import access settings?
Answer: No. Currently, the ability to import access settings is available only to KickUp users with Manage Coaching Instances or Manage Walks permissions, respectively.
Question: Can I access a sample file?
Answer: Yes. To get started, you may copy this sample file. Once updated, be sure to download it as a CSV in order to use it for an import (File --> Download ---> .CSV). You may also export an instance’s access settings to use as a starting point for generating a CSV import file.
Video overview