Import attendance file

How the import works

The import reads course occurrence data from a Training Planner .xls export, validates every row for completeness, and — once the file is clean — creates attendance reports in bulk. No manual data entry required.

1

Download the Excel file from Green Admin

The .xls export file is available in Green Admin → Training Planner. Once there, you will find a Download Excel button — click it to download the file directly. No date selection or extra steps are needed.

⚠️

Temporarily unavailable. This export was active during January–March and will be reintroduced soon. Once back, the Download Excel button will be visible directly on the Training Planner page in Green Admin.

Once you have the file, only the following cells may be edited. Every other cell must remain exactly as downloaded — do not add, delete, move, or reformat any other cell:

• Närvarande (present) — enter 1 for present, 0 for absent
• Funktionsnedsättning (disability) — enter 1 to flag, 0 to clear
• Ledare (coach/leader) — enter 1 to mark as leader, 0 otherwise
• Personal number (personnummer) — correct any missing or malformed Swedish personal numbers

Any other edit — changing activity names, dates, course IDs, column headers, or adding/removing rows — will produce validation errors or cause course lookups to fail.

2

Upload the file to the Import page

In the MATCHi admin app, go to Attendance → Import in the sidebar. You will see the import page with an upload zone.

Drag and drop your .xls file onto the upload zone, or click it to open the file picker. The file is sent to the server immediately for validation — a loading indicator appears during upload.

🔴

The file must be .xls — not .xlsx or any other format. If you opened and edited the file in Excel or another spreadsheet program, make sure to save it back as Excel 97-2003 Workbook (.xls) before uploading. Saving as .xlsx or changing the file extension manually will cause the upload to fail or the file to be rejected as an unrecognised format.

⚠️

Upload failed. If a red error banner appears after selecting the file, check that the file is saved as .xls and that the internet connection is stable, then try again.

3

Review validation results

After upload, MATCHi automatically validates every occurrence (sheet + row) in the file. The result panel appears with one of the following states:

✅

File validated — no errors. A count such as "5 reports will be generated" is shown and the Generate Reports button is active. You can proceed directly to Step 4.

⚠️

Validation errors present. One or more occurrences have cell-level problems. The Generate Reports button is disabled until all errors are resolved. Each problematic occurrence appears as an expandable card (see Step 3 below).

🔴

Incorrect file format. The file could not be parsed at all — it is not a recognised Training Planner export, or it is corrupted. Re-export from Training Planner and try again.

When errors are present, each problematic occurrence is shown in an expandable error card. Each card displays:

• Activity title, date range, and the sheet name it came from
• Error badges grouped by type, for example: Missing personal number (3)
• Expand the card to see the exact cell references with errors — up to 4 are shown inline; a "View all" link reveals the rest

4

Fix errors and re-upload

Open the original .xls file and correct the cells identified in the error cards. The most common fixes are:

• Adding a missing personal number to a participant row
• Filling in a Närvarande, Funktionsnedsättning, or Ledare value that was left blank — it must be 0 or 1
• Removing a row for a participant who should not be in the report

⚠️

Common mistakes to watch out for:

• A cell that was accidentally deleted or cleared — e.g. a personal number or attendance value that was there in the original file but is now empty
• A text string or unexpected value typed into a cell that should only contain 0 or 1 — for example, writing "yes" or "x" in a Närvarande column
• A value entered in a completely wrong cell — a stray character or number placed outside the editable columns, which the validator reads as corrupted data

Once you have made your corrections, save the file and return to the Import page. Upload the corrected file — the previous upload is automatically replaced and validation runs again from scratch.

Repeat this cycle until the validation panel shows no errors. Only then will the Generate Reports button become active.

💡

Occurrences where all participants are absent are automatically skipped during report generation — no report is created for them. This is expected behaviour. If you want a report to be created for a session, mark at least one participant as present in the Excel file.

5

What gets skipped — and possible import errors

Not every occurrence in the file results in a new report. The following cases are expected and do not indicate a problem:

Reason	What happens	Outcome badge
Report already exists	An attendance report for the same occurrence (same course + date) already exists in MATCHi. The occurrence is silently skipped.	Skipped
Course not found	The activity name in the file does not match any course currently active in MATCHi for this facility. This can happen if a course was renamed, deleted, or moved.	Failed
All participants absent	Every participant in the occurrence is marked absent. The occurrence is skipped entirely — no report is created. Mark at least one participant as present in the Excel file if a report is needed.	Skipped
No participants	The occurrence sheet has no participant rows at all. An empty report is created but flagged — it will need participants added before it can be sent to RF.	Empty
Duplicate upload	The same file is uploaded a second time. All occurrences are skipped because reports already exist. The result card reads "Import completed with no new reports".	Skipped

📋

After a successful import, the final result card shows a summary: N savedN failedN skippedN empty. Past imports are also visible in the Import history panel when the page is idle.

6

Import history

When the import page is idle — meaning no file has been uploaded yet in the current session — a collapsible Import history panel appears below the upload zone. It lists all past imports for the facility, newest first, each showing:

• The original file name
• The date and time of the import
• A result summary with outcome badges: N savedN failedN skippedN empty

This panel is useful for checking whether a file has already been imported, or for reviewing the outcome of a previous import without needing to re-upload the file.

7

Find the imported reports — ready to send

Once the import batch completes, all newly created reports appear immediately in Attendance → Reports. Filter by status In progress or Ready to send to locate them quickly.

A report is marked Ready to send automatically when the Excel file provided all required information: activity type, sport, location, date/time, and at least one participant with attendance marked. These reports can be sent to RF immediately without any further edits.

If any required field was missing or incomplete in the file, the report is created in In progress status. It must be opened and completed manually before it can be sent.

8

Reports with unregistered sports

MATCHi will save a report even if the sport listed in the Excel file is not registered with RF for this facility. The import itself succeeds without any error or warning for this condition.

However, when the report is later sent to RF, RF will reject it with an error such as "Sport with uuid: … is not connected to your Organisation". The report will appear as Failed in the Bulk Submission dialog with the category "Wrong report info".

💡

To avoid this, verify before importing that the sports used in the Training Planner file are correctly connected to the facility's RF organisation. This is managed in Green Admin under the facility's RF settings.

9

Send reports to RF using Bulk Submission

With the reports created and validated, the next step is to send them to RF (Riksidrottsförbundet). Rather than opening each report individually, use the Bulk RF Submission feature on the Reports page.

Select the imported reports using the checkboxes in the reports table and click Send to RF, or use the Select and send all button to queue every eligible report in one action.

See the Bulk RF Submission guide for full instructions on tracking progress, handling errors, and re-sending failed reports.

MATCHi — Attendance Import from Excel  ·  Admin app · Attendance module

May 2026