Importing Event Data

Instead of adding sports, categories, and participants one form at a time, you can prepare one Excel workbook and upload it. The importer creates everything in the right order and ties it all to the active event.

You reach the importer from the wizard’s Clubs / Teams / Players step (step 5), in the “Import event data from Excel” card.

The two templates

Button	When to use it
Download blank template	Starting from nothing. A small, complete example event across every sheet shows you what real data looks like once it is in the file.
Download template for this event	Recommended once you have added some sports and categories in the wizard. It comes back with your Sports, Rulesets, and Categories sheets already filled in, and every relationship/enum column is a dropdown so you pick values instead of typing names that have to match.

Always start from a downloaded template — the sheet tab names and column headers must be exact.

Workbook structure

The workbook has an Instructions sheet and up to seven data sheets. Do not rename the tabs — the importer reads them by name. Fill them top to bottom; the importer processes them in this order so that a later sheet can refer to something created by an earlier one, all in one upload:

Sports → Rulesets → Categories → Clubs → Teams → Players → Pairs

Any sheet you leave empty is simply skipped. You can import Sports and Categories now and participants next week — same file, same flow.

Sports

Column	Required	Notes
name	Yes	The key. Re-importing the same name updates the sport instead of duplicating it.
sport_type	No	One of court, field, table, board, esport, track, other. Blank → court.
description, icon	No

Rulesets (optional)

Column	Required	Notes
name	Yes	Unique within the event.
sport_name	Yes	Must match a row on the Sports sheet or a sport already in the event.
score_type	Yes	One of points, goals, sets, time, result, custom.
set_based, allow_draw	No	yes / no.
best_of, target_score, max_score	No	Numbers.

Skip this sheet to use each sport’s default rules.

Categories

Column	Required	Notes
name	Yes	The key.
sport_name	Yes	Must resolve to a Sports row or an existing sport; unresolved rows are skipped with a reason.
participant_mode	Yes	individual, pair, team, club, open, tbd.
format_type	Yes	single_elimination, double_elimination, round_robin, group_stage_to_knockout, league, friendly, time_trial, score_ranking.
ruleset_name	No	Must match a ruleset in the workbook or the event.
status	No	draft (default), open, locked, published, archived.
roster / group / medal columns	No	roster_required, min_roster_size, max_roster_size, group_qualify_count, third_place_policy, result_unit, medal_eligible, medal_weight.

Any unrecognized enum value falls back to the default with a warning — the row is never lost.

Clubs / Teams / Players / Pairs

Sheet	Required columns	Other columns
Clubs	name	contact_person, contact_email, category_name
Teams	name	club_name, contact_email, category_name
Players	name	club_name, email, phone, gender (male/female/other/prefer_not_to_say), identification_number, photo (URL), category_name
Pairs	player1_name, player2_name	team_name, club_name, category_name

Rules:

• club_name on Teams/Players/Pairs is optional; if set it must match a Clubs row or an existing club (case-insensitive).
• identification_number on Players is optional but must be unique within the event if set. A duplicate fails only that one row. Use whatever ID your organization already has (student ID, member number, staff ID) or leave it blank.
• photo must be a URL to an image, not a file upload.
• player1_name / player2_name on Pairs must each match a Players row or an existing player; InTourney creates the two-player team for you. team_name defaults to “Player 1 / Player 2”.

The category_name shortcut

The category_name column on Clubs, Teams, Players, and Pairs does two things at once: it creates the row and registers it as an entry into one or more categories — so you can skip the Registration step for those participants.

• Each name must match (case-insensitive) a category that already exists in the event.
• The category’s participant type must match the sheet (a Players row can only register into an individual-mode category).
• To enter the same row into several categories, list them in one cell separated by commas: Badminton Singles Men, Badminton Doubles Men. Each name is validated independently — if one does not match, only that registration is skipped (with a warning); the row and its other registrations are fine.

Leave the column blank to register participants manually later. Nothing breaks either way.

Example — a filled-in Players sheet

name	club_name	gender	identification_number	category_name
Andi Pratama	Finance	male	EMP-0417	Men’s Singles
Bima Sakti	IT	male	EMP-0091	Men’s Singles, Mixed Doubles
Citra Larasati	Marketing	female	EMP-0233	Mixed Doubles
Eka Putri	HR	female		Mixed Doubles

• Andi is added to the directory and entered into Men’s Singles in one step.
• Bima is entered into two categories from the one row (comma-separated).
• Eka’s identification_number is left genuinely blank — that is fine.

And the matching Pairs sheet, which builds the doubles teams from those players:

player1_name	player2_name	club_name	category_name
Bima Sakti	Citra Larasati	IT	Mixed Doubles
Eka Putri	Doni Kurnia	HR	Mixed Doubles

Preview and confirm

1. Upload your .xlsx file. InTourney runs a dry run — it writes nothing yet.
2. A preview shows, per sheet, how many rows will be created, updated, or skipped, plus a list of warnings you can expand row by row.
3. Click Confirm & import to apply it, or Cancel to discard the upload.

The confirm re-reads and re-plans the file from scratch, so the preview can never be stale.

Example — a preview with one problem to fix

Sports        0 new    3 update
Categories    0 new    4 update
Clubs         5 new
Teams         2 new
Players      40 new
Pairs         6 new
Registrations 28 entries will be created

⚠ 1 warning — View details ▾
   Players · "Gilang" — identification_number "EMP-0155" already used by
   "Doni Kurnia"; row created without an ID

The organizer fixes Gilang’s ID in the spreadsheet, re-uploads (Players now reads 39 update, 1 new, no warning), and confirms.

Idempotent re-import (upsert)

Sports, Rulesets, Categories, Clubs, and Teams are matched by name (slug) scoped to the event:

• A row whose name matches an existing record → the record is updated in place.
• A row whose name is new → a record is created.
• A record that exists in the event but is absent from the sheet is never deleted by an import. Deleting is always a separate, deliberate action.
• On a re-import, a blank optional cell means “leave unchanged”, not “clear the value”.

This means you can treat the spreadsheet as the source of truth and re-upload an edited version freely.

After import

Every import writes one summary entry plus per-record entries to the event’s History (step 10), and the result banner shows how many rows were created, updated, skipped, and registered.