Import Role History
Import member role assignment history from TMClubSchedule to preserve rotation fairness and member experience levels when migrating to The Club Schedule
Overview
When migrating to The Club Schedule from TMClubSchedule, you can import historical role assignments for your members. This ensures:
- Rotation fairness: Members who recently performed roles won't be assigned too soon
- Accurate experience levels: The scheduling algorithm knows each member's role history
- Continuity: Your club's scheduling picks up right where you left off
How to Import Role History
Step 1: Export from TMClubSchedule
- Log in to your TMClubSchedule account
- Navigate to Members → Manage Members
- Click on the member whose history you want to import
- Highlight the text of the page starting with "Member Detail" all the way to the bottom of the pages.
- Select CTRL+C to copy all of the text.
- Open a notepad file and paste the text to the file. (CTRL+V)
- Save the file to your computer as a TEXT file. Use the member name as the file name.
- Repeat for each member you want to import
Step 2: Configure Role Mappings (First Time Only)
Before importing, you need to tell The Club Schedule how to map role names from the external platform to your club's roles.
- Go to Club Administration → Import Role History
- Click "Configure Role Mappings"
- Select your platform (e.g., TMClubSchedule)
- Click "Create Default Mappings" button
The system will automatically create mappings for common roles like:
- Speaker #1, Speaker #2, Speaker #3 → Speaker (consolidated)
- Evaluator #1, Evaluator #2, Evaluator #3 → Evaluator (consolidated)
- Toastmaster → Toastmaster
- General Evaluator → General Evaluator
- And more...
See the Role Mapping Configuration guide for detailed instructions.
Step 3: Import a Member's Role History
- Go to Club Administration → Import Role History
- Click on TMClubSchedule (or your platform)
-
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
- Upload Text File: Click "Choose File" and select the member detail text file.
- Click "Upload & Preview"
Step 4: Review the Preview
Before confirming the import, you'll see a preview showing:
- Member Information: Name, email, join date from the text file
- Total Assignments: How many role assignments will be imported
- Roles Breakdown: Table showing each role and assignment count
- Unmapped Roles: Any roles that don't have mappings configured (these will be skipped)
- Warnings: Count mismatches, future dates, or other data validation issues
Step 5: Confirm and Import
- Review the preview carefully
- If there are unmapped roles, you can:
- Click "Configure Role Mappings" to set them up, then try again
- Or proceed anyway - unmapped roles will be skipped
- If creating a new member, make sure the checkbox is checked
- Click "Confirm Import"
You'll see a success message showing:
- How many assignments were imported
- How many duplicates were skipped (if you're re-importing)
- Whether any new members were created
- Any warnings that occurred
Viewing Import History
To see all imports that have been performed:
- Go to Club Administration → Import Role History
- Click "View Import History"
The history page shows:
- Date and time of each import
- Which platform was used
- Filename of the imported text file
- Number of records created and skipped
- Whether any members were created
- Status (Success, Partial, or Failed)
- Who performed the import
- Detailed logs and warnings (click "View Details")
Frequently Asked Questions
Q: Can I import the same member multiple times?
A: Yes! The system detects duplicates and skips them. If you import the same text file twice, it will skip all assignments that already exist and only import new ones.
Q: What happens if the member's email doesn't match?
A: If you select a member from the dropdown, the import will use that member regardless of the email in the text file. If you use "Auto-detect," the system matches by email address.
Q: What if a role name doesn't match any of my club's roles?
A: Unmapped roles are skipped during import. You'll see a warning about this in the preview. Configure role mappings to tell the system how to handle these roles.
Q: Can I import multiple members at once?
A: Currently, the system supports importing one member at a time. Bulk import functionality is planned for a future update.
Q: What date format does the system expect?
A: The parser automatically handles common date formats like "October 2, 2025" or "10/02/2025". If a date can't be parsed, that specific assignment will be skipped with a warning.
Q: Will this affect my existing schedules?
A: 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.
Troubleshooting
Q: Upload fails: "Failed to parse uploaded file"
A: 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.
Q: Preview shows "Member will be created" but I want to use an existing member
A: Go back and select the member from the dropdown before uploading the text file.
Q: All roles show as "Unmapped"
A: You need to configure role mappings first. Click "Configure Role Mappings" and create default mappings for your platform.
Q: Import shows warnings about count mismatches
A: This is usually caused by malformed text file. The import will still proceed with all dates that were successfully parsed.
Need Help?
If you encounter issues not covered in this guide, please contact support at [email protected].