Importing your roster from iClassPro

Already running your gym on iClassPro? You don't have to re-type your roster. Upload a roll sheet and Gym TeamHub creates a gymnast record for every athlete on it — names, birthdates, discipline, levels, and guardian contact info included.

Export a roll sheet from iClassPro

1. In iClassPro, go to Reports → Classes → Roll Sheets.
2. Pick the date range and the classes you want to bring over. Each class becomes a level in Gym TeamHub, so a roll sheet covering your Level 3 and Level 4 classes imports both groups in one go.
3. Under Display Options → Show, tick these five boxes. They're all off by default, and anything you leave unticked simply won't be in the file:
   • Birthdate — without it the athletes still import, they just won't show up on the Calendar's birthday list until you fill it in.
   • Gender — without it the import stops and asks you to pick a discipline for everyone on the sheet.
   • Primary Guardian
   • Phone Number
   • E-Mail Address
4. Click the HTML button at the bottom. (Not PDF — the importer can't read a PDF.)
5. A new tab opens showing the roll sheet itself. Save that tab: right-click → Save as…, or Ctrl+S / Cmd+S. "Webpage, HTML Only" is the right format and gives you a single tidy file.

The print-layout choices — Condensed Format, Inline Header, Landscape, Page Break After Each Class — don't affect the import. Set them however you like.

Import it

1. Go to the Roster tab and choose Add Member → Athlete → Bulk Import.
2. Upload the roll sheet file (click to browse or drag and drop).
3. Choose Import Gymnasts.
4. If any athletes on the sheet are already on your roster — or anything else needs a decision — you'll get a review screen first. Work through it and press Import. A first import of a fresh sheet skips this entirely.

You'll see a confirmation of what changed: how many athletes were added, updated, brought back, and retired.

What comes over

For each gymnast on the sheet:

• First and last name
• Birthdate and discipline (Women's or Men's) — needs Birthdate and Gender ticked in Display Options; birthdate can be left blank and added later
• Level — taken from the class name on the roll sheet
• Primary guardian's name, email, and phone — needs Primary Guardian, Phone Number and E-Mail Address ticked

Sizes, member IDs, and medical info aren't on a roll sheet, so those start empty — fill them in per gymnast whenever you like.

Discipline is the only one that stops the import: if the sheet has no discipline column, it pauses and asks what to do before creating anyone, because gymnasts without a discipline don't appear on the Skills page. A missing birthdate or missing guardian column doesn't block anything — the import goes ahead and tells you afterwards, so you can fill those in per gymnast whenever you like. Gymnasts without a guardian email just won't auto-link to their parents, and gymnasts without a birthdate won't appear on the Calendar's birthday list.

How levels are handled

Class names on the roll sheet become each gymnast's level. Any class name your hub hasn't seen before is added to your hub's level list automatically, so the new gymnasts show up in level filters right away. After importing, you can reorder the list in Settings → Program → Levels, and bulk-move gymnasts between levels with Manage Levels on the Roster.

Guardians link up automatically

The guardian email that comes over with each gymnast does real work: when a parent creates their account with that same email, they're connected to their gymnast automatically — no manual linking needed. So after importing, just send families your parent invite link and encourage them to sign up with the email your gym has on file. See Managing members for manual linking when emails don't match.

Common questions

It says "no gymnasts found" but I can see them on the sheet

Nearly always the wrong file. Clicking HTML in iClassPro opens the roll sheet in a new tab; if you save the report page you were on instead, you get a file that contains the filter form and no athletes. Go back to the tab that lists your gymnasts and save that one, or grab Roll_Sheets_<date>.html from Background Tasks at the bottom of the iClassPro window.

The message tells you which it was — whether it recognised your file as the iClassPro app page, as a PDF, or as a roll sheet it could read but that had no athletes on it. If it says it found classes but no names, the date range probably didn't include a day those classes actually meet.

Can I import more than once?

Yes, and overlapping sheets are fine. The import checks every athlete on the sheet against the ones already on your roster and shows you what it found before writing anything — who's new, who's already here, and anything it couldn't work out on its own. Nothing is created or changed until you press Import.

Athletes are matched by name. If two different children share a name, the import asks which one you mean rather than guessing, and you can always choose "add as a new athlete".

What happens to athletes already on my roster?

They're updated in place instead of being added a second time. Only the details the sheet actually carries are written, so a sheet exported without the guardian columns leaves guardian info you already have exactly as it was — an import can't blank something out.

Levels are the exception, and they're deliberately opt-in. Because a roll sheet's level is just the class name, importing a summer-camp sheet would otherwise move everyone on it onto "Summer Camp". So levels only change if you tick Also update levels from this sheet — which is exactly what you want at the start of a season, when everyone has moved up.

Some of my athletes have left — can the import retire them?

Yes, and it's the tidiest way to do a season rollover. If athletes on the levels your sheet covers aren't listed on it, they show under Not on this sheet, collapsed. Nothing happens to them unless you tick them.

It only ever looks at the levels the sheet actually covers, so importing a summer-camp sheet can't put your competitive team up for retirement. There's no select-all, on purpose — retiring is per athlete.

Retiring keeps all their history and takes them out of training groups. Their guardians are left alone; remove those from the Roster if you need to.

An athlete I retired is on the sheet

They'll show under Paused or retired, and nothing happens to them unless you tick them to bring back. Worth knowing: reactivating restores the athlete, but not their group memberships or guardian links — you'll need to set those up again.

My class names don't match the level names I want

Import anyway, then clean up in three quick moves: add the level names you want in Settings → Program → Levels, bulk-move the gymnasts onto them with Manage Levels on the Roster, then remove the old class-name levels from Settings.

What file types work?

An iClassPro roll sheet saved as an HTML file (.html or .htm). PDFs and spreadsheets aren't supported — if you clicked PDF in iClassPro, run the report again and click HTML instead. The Roll Sheets report doesn't offer a CSV or Excel export, so HTML is the one to use.