How to move your club off spreadsheets

Choose the first job to move

Club data migration means moving club records into new software. It can be a member list, a boat list or a set of bookings. It does not mean every file must move at once.

We suggest starting with one job the committee can check from start to finish. For a member list, that means finding a person, checking their details and handling a renewal. Write down what must work before you change the live process.

Keep a budget sheet if it still does its job. Keep old minutes in a suitable archive. Record which system will hold each current record. Do not leave two people updating two different live member lists.

• Not sure you need to switch? Use the club software chooser

Keep the original files safe

Name a move owner and a second person who will check the work. List each file, its owner and what it holds. Agree which source to trust when two files disagree. Keep the original files unchanged in a private place. Work on dated copies.

Before sharing real records, agree a secure transfer method with the supplier. Ask who can access the files and when spare copies will be removed. Do not post the member list in a public link or a committee group chat.

The ICO advises groups to choose tools that suit their use of personal data. Check access rights and the way you can find a person's records. Keep sensitive details out of this general planner. Use fictional records for the first demonstration.

• Read the ICO advice on choosing tools and protecting personal data

Match each column to its new home

Ask the supplier for the current import template. A column map is a list of where each field will go. Write it down before anyone uploads a file. Keep a note of fields that cannot move.

A CSV is a plain text file of rows and columns. It is not a full Excel workbook. Microsoft warns that CSV export saves only the active sheet and can lose features. Keep the workbook as well. Check the exported values, dates and member IDs.

An ID such as 0017 must not become 17 by mistake. Agree the date format. Ask how blank fields work during an update. A blank might be ignored or might replace a value. Do not guess.

• Check Microsoft's CSV export limits

Check people, not just row counts

In our example, Sam appears twice. The move owner has checked that both rows describe the same person. One row is left out of the test file. The original stays unchanged. The planner records the reason.

Jo and Lee share a contact email. They are still two people. Hold both rows until the supplier shows how separate member records will work. A shared address, email or surname is not enough reason to merge people.

After the first test, expect 3 new records if all 3 ready rows pass. Keep the 2 held rows on the review list. If only 2 records appear, find the missing row or error. A success message alone is not enough.

For a later update, count new, updated, skipped and failed rows separately. An updated record does not add a person. Ask what happens if the same file is sent twice. Test that only in a supplier-approved test space.

• See the separate payment and renewal checks in our member tracker

Try the job before inviting members

Keep a list of errors, the person fixing each one and the result of the next check. Do not keep uploading the whole file until it looks right. Agree a safe fix with the supplier first.

Test a member who has asked not to receive club marketing. Check that the import keeps that choice before you send a group message.

A paid label does not move a payment service. Ask separately about balances, refunds and future collections. Do not put card details or passwords in a spreadsheet. Keep the treasurer involved before any payment setting changes.

1. Agree a test space where real members will not be contacted or charged.
2. Use a small fictional sample with the awkward cases your club needs.
3. Compare each imported record with the agreed source copy.
4. Check who can view and edit private fields.
5. Ask a second volunteer to complete the real club task.
6. Export the sample records and open the file to check what comes back.

• Keep payment evidence with the treasurer cashbook

What the HQ apps say about imports

The public routes below were checked on 11 September 2026. We have not run your files through these apps. Ask each team to confirm the fields, cost and support for your move in writing.

• RowHQ: setup from an existing member spreadsheet
• SailHQ: the sailing club migration guide
• KanuHQ: CSV imports and exports

Agree when to switch and when to stop

Choose the switch point after the test passes. Agree where new changes will be recorded while the final files move. Log those changes so nobody loses a new member or a corrected address.

Before launch, check the final records again. Confirm the held rows have owners. Agree how those people will still get the club service while their records are checked. Keep invites and payment actions off until the right person approves them.

Write down what would stop the move. Missing people, wrong balances or private records visible to the wrong role are reasons to pause. Name who can stop it and who will contact the supplier.

Agree a fallback with the supplier before launch. If the new system fails, keep a record of changes already made there. Do not simply replace it with an old file. That could lose newer records.

Leave the next volunteer a clear record

Show each volunteer the tasks they will use. Tell members where to sign in and who can help. Check the first real renewal or booking after launch. Record any fix that is still open.

Mark the old working list read-only once the new process is approved. Keep the archive private. Agree a review date under your club's record-keeping rules. Do not delete old records just because the import has finished.

Keep the move planner with the committee handover notes. It should show who approved the result, what did not move and where the current record lives.

• Prepare the secretary's access handover

Common questions

Can we upload this planner into an HQ app?

No. It is a manual Word planner with a matching PDF. It does not import, clean, sync or check your member data. Ask the app team for its current import template.

Must we move every spreadsheet?

No. Move the records needed for the chosen job. Keep useful files that serve a different purpose. Agree which place holds each current record.

How do we know the move worked?

Check the expected records and fields. Explain every held, skipped or failed row. Let another volunteer try the job. Check an export too. Keep a written approval before sending member invites.

Can we keep using Excel during the move?

Yes, with a clear rule for changes. Name the live source while you prepare. Log changes during the final transfer. Stop editing the old list once the new process is approved.