Before you start

Get ready to move to ClubCore

Gather these before you start and the import takes minutes, not days. Everything here can also be added later.

An academy A professional club

Academy

Get your academy ready for ClubCore

Preparing the files: 2 h
Setting up in ClubCore: 50 min

You can stop at any point — your progress is saved.

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Your checklist

Ticks are saved on this device.

Name and logoThe academy name in English and Arabic, the logo as PNG or JPG (under 2 MB) and your main colour.
Season datesThe name and the first and last day of the current season (e.g. 2026/27, 1 Sep – 30 Jun).
Age groups and training groupsEvery group children train in (U8 Boys, U10 Girls …), named the way you will write them in the children file.
Children with dates of birthOne row per child: first and last name (Arabic too if you have it), date of birth and group.
Parent or guardian contactsFor every child: a parent's name and mobile with country code; email if you have it. A second parent is optional.
Signed consent formsThe parental consent form you collect at registration, signed for each child. Mark YES or NO per child.
Coaches and staffName, email, mobile, role and the groups each coach takes.
FeesYour fee plans (monthly, term or annual, amount, sibling discount) and which plan each child is on, with any scholarship %.
Who needs a loginEveryone who will use ClubCore, with a personal email and the role that matches their job.

Common mistakes

Dates written as text like "12 April 2017" — use 2017-04-12.
Month first (04/12/2017). We read DD/MM/YYYY, so 04/12 is the 4th of December.
Two children on one row, or a family on one row. One child per row; siblings repeat the parent's details.
Parent mobiles without the country code, or two numbers in one cell.
A team spelt differently in two files ("U10 boys" vs "Under 10 Boys"). Copy the names from the teams file.
Merged cells, totals rows, colours used as data, or several tables on one sheet. One header row, then data.
Siblings entered with different parent phone numbers — the sibling discount then does not apply.

Templates

One file per kind of data. Keep the first row exactly as it is — that is how ClubCore recognises the columns. Delete the example rows before uploading. Gold columns are required.

Fee plansRecommended

What each plan costs and how often it is billed.

About 10 min to prepare

CSV Excel

Show columns and rules (8)

Column	Required?	Rules
`name`Plan name	Required	Text. Children are linked to a plan by this exact name in the children file.
`name_ar`Plan name (Arabic)	Optional	Text.
`cadence`Billing cycle	Required	One of the allowed values. MONTHLY bills every month, TERM every three months, ANNUAL once a year.MONTHLY · TERM · ANNUAL
`amount`Amount per cycle	Required	Number, digits only (no currency sign).
`currency`Currency	Optional	Three-letter currency code (QAR, SAR, AED, USD …). Empty = club currency.
`installments`Instalments per cycle	Optional	Whole number. A term or year can be split into instalments (1 if left empty).
`sibling_discount_pct`Sibling discount %	Optional	Number, digits only (no currency sign).
`age_group`Age group	Optional	Text.

Age groupsNeeded

Age groups and training groups for this season.

About 10 min to prepare

CSV Excel

Show columns and rules (5)

Column	Required?	Rules
`name`Team name	Required	Text. Write each name exactly as you will write it in the players and staff files.
`name_ar`Team name (Arabic)	Optional	Text.
`age_group`Age group	Optional	Text.
`gender`Boys or girls	Optional	One of the allowed values. M for boys / men, F for girls / women; leave empty for mixed.M · F
`league_name`League	Optional	Text.

Coaches & staffNeeded

Coaches and office staff with their roles and the groups they coach.

About 15 min to prepare

CSV Excel

Show columns and rules (10)

Column	Required?	Rules
`first_name`First name	Required	Text.
`last_name`Last name	Required	Text.
`first_name_ar`First name (Arabic)	Optional	Text.
`last_name_ar`Last name (Arabic)	Optional	Text.
`role`Role in ClubCore	Required	One of the allowed values. Decides what the person sees. Coaches: HEAD_COACH or ASSISTANT_COACH; office: OPERATIONS; fees: FINANCE.OWNER · GENERAL_MANAGER · SPORTING_DIRECTOR · HEAD_COACH · ASSISTANT_COACH · MEDICAL · PSYCHOLOGIST · SCOUT · FINANCE · HR · OPERATIONS · MEDIA
`email`Email	Optional	Email address. Needed to send the person a login. One person, one email.
`phone`Mobile	Optional	Mobile number with country code, e.g. +974 5555 1234.
`job_title`Job title	Optional	Text.
`teams`Teams they coach	Optional	One or more values separated by ; Team names separated by ; — they must match the teams file.
`hire_date`Start date	Optional	Date as YYYY-MM-DD (2017-04-12). DD/MM/YYYY is also accepted.

Children & parentsNeeded

One row per child: date of birth, group, parent contact, consent and fee plan.

About 60 min to prepare

CSV Excel

Show columns and rules (26)

Column	Required?	Rules
`first_name`First name	Required	Text.
`last_name`Last name	Required	Text.
`first_name_ar`First name (Arabic)	Optional	Text.
`last_name_ar`Last name (Arabic)	Optional	Text.
`dob`Date of birth	Required	Date as YYYY-MM-DD (2017-04-12). DD/MM/YYYY is also accepted. Used to group children by age and to find the same person again on a re-import.
`team`Team	Optional	Text. The team or age group exactly as in the teams file.
`position`Position	Optional	One of the allowed values. If empty, CM is used until a coach sets it.GK · RB · RWB · CB · LB · LWB · CDM · CM · CAM · RM · LM · RW · LW · CF · ST
`nationalities`Nationalities	Optional	One or more values separated by ; Two-letter country codes separated by ; (QA;EG).
`shirt_number`Shirt number	Optional	Whole number.
`preferred_foot`Preferred foot	Optional	One of the allowed values.LEFT · RIGHT · BOTH
`height_cm`Height (cm)	Optional	Whole number.
`weight_kg`Weight (kg)	Optional	Number, digits only (no currency sign).
`joined_date`Joined on	Optional	Date as YYYY-MM-DD (2017-04-12). DD/MM/YYYY is also accepted.
`registration_no`Registration number	Optional	Text.
`guardian_name`Parent / guardian name	Required for every child under 18	Text.
`guardian_relation`Relationship	Optional	Text.
`guardian_phone`Parent / guardian mobile	Required for every child under 18	Mobile number with country code, e.g. +974 5555 1234. Include the country code (+974 …). Siblings share the same parent row details, so the parent is created once.
`guardian_email`Parent / guardian email	Optional	Email address.
`guardian2_name`Second parent name	Optional	Text.
`guardian2_phone`Second parent mobile	Optional	Mobile number with country code, e.g. +974 5555 1234.
`guardian2_email`Second parent email	Optional	Email address.
`consent_signed`Signed consent form	Required for every child under 18	YES or NO. YES when you hold the parent's signed consent form for this child.YES · NO
`fee_plan`Fee plan	Optional	Text. The plan name exactly as in the fee plans file. Leave empty if the child does not pay fees.
`billing_day`Billing day	Optional	Whole number. Day of the month the invoice is raised (1–28).
`fee_start_date`Fees start	Optional	Date as YYYY-MM-DD (2017-04-12). DD/MM/YYYY is also accepted.
`discount_pct`Scholarship / discount %	Optional	Number, digits only (no currency sign).

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