If you navigate to Members and Active Members in the side menu, you'll see two buttons at the top right that allow you to add a new member or import new members to your club.
New Member
Create New Member Manually
Create New Member Manually
Go to "Members" in the menu and select "Active Members".
Click on "New Member" on the right side.
Select "Membership Type." If the member should belong to a specific type, choose the desired one. Learn more about membership types here.
Fill out the fields such as name, contact information, address, date of birth, etc.
⚠️ NOTE! These fields are strictly for the member's personal information. Any guardian contact details, such as email and/or phone number, should not be entered in these fields but in the designated guardian fields further down.
Guardians: If the member should have guardians, click "+ Add Additional Guardian" and fill out the fields. You can add multiple guardians by clicking the button again.
Payment Contact:The payment contact is the person responsible for paying membership fees, registration fees, and/or other types of charges for a member in the club. This can be the member themselves, a guardian, or another individual. Members or guardians with a phone number or email address can be designated as the payment contact. You can also set a custom payment contact by providing a name and email address.
Read more here about custom payment contacts here
Group Name: Next, select which group(s) the member should join by clicking the "+ Add to Group" button. When you select a group, the window will expand with additional options.
Choose the type of group membership the member should have:
Group Member: The member will receive messages and invitations to events.
Group Administrator: The member will have administrative rights specifically for this group but will not receive messages or invitations to events.
Group Administrator and Member: The member will have administrative rights specifically for this group and will also receive messages and invitations to events.
If the group has subgroups, you can choose to add the member to one or more subgroups.
If the member is to be part of multiple groups, repeat steps 5-6.
Once the member has been assigned to the correct groups, it’s a good idea to review all fields again to ensure that all information is accurate.
Finish by clicking save
Importing Members
You can import members using our Excel template. You can download it by clicking the “Download Excel Template” button. Once you open the template, you will see that it has two tabs, one of which is called “Validation Rules.” Here, you will find the parameters you can enter, such as membership type, group, gender, etc. The information entered in these fields must match what is listed in the validation rules tab.
Once you have finished filling out the template in Excel, save it and upload it by clicking the “Upload Completed Membership List (Excel)” button.
💡Tip
The template must be opened in Microsoft Excel, and you cannot move or add columns.
It’s important to download the template again each time you want to import members.
If you plan to create groups, group roles, and custom membership fields, this should be done before downloading the Excel template, as they will be included in the validation rules.
Common Reasons Why Member Imports Fail
When importing members to Spond Club, the import file must follow the template exactly. Even small deviations can cause the import to fail. Below is an overview of the most common issues, why they occur and how to prevent them.
Issues That May Block a Member Import
Issues That May Block a Member Import
Use of formulas
Formulas are not supported in the import file. If your data contains formulas, make sure to paste the content as values only before uploading.
Changes to columns
The structure of the template must not be modified. This includes:
not moving columns
not renaming columns
not adding or removing columns
Always download a fresh template before each import to ensure correct structure and validation rules.
Invalid input in fields with validation rules
Some fields only accept specific values. If the input does not meet the requirements, the row will be rejected. This commonly happens when:
a member type is used that no longer exists
an outdated version of the template is used
💡 Solution: Download an up to date template before every import.
Group and role selection
Group and role selections must be consistent:
if a group is selected, a role must also be selected
if no group is selected, a role cannot be selected
This is one of the most frequent causes of failed imports.
Custom fields
Number field
only digits (0–9) are allowed
no spaces, letters or symbols (including hyphens)
leading zeros will be removed automatically
Example: If a phone number requires spaces or leading zeros, use a text field instead.
Dropdown field
only predefined options from the field settings can be used
the field is case sensitive
new options cannot be added directly in the import file
Summary: How to avoid import errors
Download a fresh template before every import
Do not use formulas
Do not modify the column structure
Follow all validation rules
Ensure group and role selections align
Format custom fields correctly