Who this is for: administrators bringing an existing membership list into Boathouse Connect. Permission required: Manage Organization Settings for Org Settings → Upload Users and Org Settings → External Ids. Add User to Organization to pre-authorize email addresses. None for a member to fill in their own External IDs.
Every person in Boathouse Connect has their own account, and they normally create it themselves. When you are moving a whole club over at once, that is slow. Upload Users lets you create accounts for everyone on a spreadsheet; each new person gets an email asking them to set a password, and they are added to your organization automatically.
If you would rather people sign up on their own but skip the approval queue, pre-authorize their email addresses instead.
Prepare the spreadsheet
Put one person per row with these columns:
| Column | Notes |
|---|---|
| The address the person will sign in with. Must be unique: one person per email. | |
| First Name | |
| Last Name | |
| Birthday | MM/DD/YYYY |
| Phone Number | |
| Sex | |
| USRowing membership number | Optional |
Use each athlete's own email address, not a parent's. Accounts belong to one person, and two athletes cannot share an email. Parents can be added later as additional contacts or stakeholders. See Stakeholders (parents & guardians).
Upload users
- Go to Org Settings → Upload Users.
- Click Import Users.
- Upload your spreadsheet in the import window and match its columns to the fields above.
- Finish the import. The tables on the page refresh when it is done.
What happens to each row:
| Situation | Result |
|---|---|
| The email has no Boathouse Connect account | An account is created, the email is pre-authorized for your organization, and the person is emailed a link to set their password. |
| The email already has an account | No new account is created and no email is sent. The row is recorded as claimed, and a USRowing number in the sheet is saved to their profile. |
Track who has signed in
The Upload Users page has three tabs:
| Tab | Shows |
|---|---|
| Uploaded Accounts | Every row you have imported, with the import ID and date. |
| Claimed Accounts | People who have taken over their account (or already had one), with the date claimed. |
| Unclaimed Accounts | Accounts that were created but not yet claimed. |
Follow up with people on the Unclaimed tab. If they cannot find the email, they can use the normal password reset. See Signing in.
Pre-authorize email addresses
When Join Approval Required is Yes under Org Settings → General, new people wait for approval before joining. A pre-authorized email address skips that wait: when someone creates an account with it, they are added to the organization automatically.
- Open the Dashboard and find the Pending Join Requests card.
- Click Pre-authorize a new user.
- Enter the Email address and click Add Pre-authorization.
To see who is pre-authorized, choose Pre-auths in the card's dropdown. Pre-authorizations can also be created from Zapier. See Zapier.
Pre-authorization only adds people to the organization. Add them to groups afterward, or send them a registration link that does it for you. See Onboarding workflows & user checklists.
External IDs
External IDs store up to four identifiers from other systems (a school ID, a membership number in another database) on each member's profile, so outside services such as Zapier can link records to the right Boathouse Connect account.
Name your ID fields
- Go to Org Settings → External Ids.
- Type a name for each field you use (Id A to Id D), for example "School ID". Each name saves when you leave the box.
- The table below lists every member with an input for each ID. Fill in or correct values directly in the table.
Members entering their own IDs
Members can fill in their IDs on My Profile → External Ids. Ask them to check with the organization if they are unsure what to enter.
See External systems for how these IDs are used by integrations.
FAQ
Will uploaded members get a welcome email? New accounts get an email with a link to set their password. People who already had an account do not get one.
Someone already had an account. Are they in our organization now? Check Groups → Rosters. If they are missing, ask them to join your organization and approve them from the Pending Join Requests card, or pre-authorize them first.
Can I upload group memberships or fees in the same sheet? No. Upload Users creates accounts only. Add people to groups on Groups → Manage Groups.
Two siblings share one email. What do I do? Each person needs their own email address. Create the second account with a different email.