How to import users and benefits into Playtomic Manager

How to import users and benefits into Playtomic Manager

The customer import lets you add multiple players to Playtomic Manager at once — and optionally assign them benefits (categories or memberships) at the same time. You can import at a single club level or across your entire chain.

Before you start

If you're importing benefits alongside customers, make sure those benefits are already set up in PT Manager first:

• Club-assigned benefits (categories) → How to create/edit a user category
• Benefits sold as memberships → Club Membership Feature

Step 1 — Prepare your spreadsheet

🎾 Create a spreadsheet with the following columns.

🚨 Fields marked with * are mandatory. The rest can be left blank, but don't delete the columns or headers or the import will fail.

• name\*: user's name
• email\*: user's email
• phone_number: user's phone number. It must include the international prefix of the country (e.g., for Spain, it is 34). This should be the prefix of the country where your Club is located, not the players'.
• gender: user's gender (male or female)
• birthdate: user's date of birth in the format year-month-day (YYYY-MM-DD).
• category_name: must match the exact name of an existing category in the system
• category_expires: the expiration date of the user category in the format YYYY-MM-DD. Must be today or later
• benefit_price_id: for membership benefits — determines the renewal price
• next_due_date: next membership renewal date YYYY-MM-DD).

Step 1 — Converting the Document to CSV Format

🎾 Once you complete all the information, you will have to convert the document to CSV format (Comma-Separated Values). We recommend using Google Sheets to perform this action. Please follow these steps:

1. Copy all the information.
2. Select "paste special".
3. Choose "values only".

Then, from the same document:

1. Click on "download".
2. Click on "Comma separated values".

The system will automatically download a file in the CSV format.

Step 3 — Importing Data into Playtomic Manager

Once the data is converted into the CSV document, go to Playtomic Manager to start the import:

1. Go to Customers → Imports → Import new customers
2. Confirm you have permission to import the customer data, then click Next
3. Download the CSV sample to double-check the expected format
4. Upload your CSV and click Next
5. If any rows have errors, fix them when prompted

To see what went wrong with specific rows, click Download error rows.

Importing at organization (chain) level

If you manage multiple clubs, you can import customers across your entire chain in one go; including assigning benefits per club.

Find it at: Customers (organization view) → Imports → Import new customers

The process is the same, but the CSV format is different. After the standard columns (name, email, phone_number, gender, birthdate), you can add club-specific benefit columns using this naming pattern:

• CAT_IMP-[clubname]-cat_name: benefit name to assign at that club (must already exist)
• CAT_IMP-[clubname]-exp_date: benefit expiry date, if applicable (YYYY-MM-DD)
• CAT_IMP-[clubname]-benefit_price_id: benefit sold as membership — renewal price
• CAT_IMP-[clubname]-next_due_date: benefit sold as membership — renewal date (YYYY-MM-DD)

Once uploaded, customers will appear in:

• The Customer list (as organization-level customers)
• The Customer list of each club where they've been assigned a benefit

💡 Use the CSV sample inside the organization import flow; it's different from the single-club version and shows the exact column format required.

💬 Need Help?

If you have any questions or need further assistance, we’re here to help! Please reach out to our Customer Care team.