Import Members: From Excel Spreadsheet to Complete Member List

Making the Switch Easy

Many choirs have been managing their member data in Excel spreadsheets or other programs for years. The thought of manually entering all this data into a new system is understandably daunting. This is exactly where our new import feature comes in. You can import your existing member lists directly from CSV or Excel files, saving yourself hours of tedious typing.

You'll find the feature in your ensemble's member management. A click on the new import button opens a clear wizard that guides you through the entire process. We've placed special emphasis on ensuring that even users without technical knowledge can easily reach their goal.

Flexible File Formats

Whether CSV, XLS, or the modern XLSX format: the import function understands them all. You can use the export file from your previous system directly without having to convert it first. German umlauts and special characters are also correctly recognized, even if your CSV file was saved in an older character set. The system automatically detects the encoding used and adapts accordingly.

If you don't have a member list yet or are unsure how the file should be structured, you can download a sample file directly in the import dialog. This template contains the most important fields with example data and can serve as a starting point for your own list.

Intelligent Column Detection

The heart of the import function is automatic column detection. When you upload a file, the system analyzes the column headers and tries to match them to the appropriate fields in Chorilo. A column with the header "Email" or "E-Mail" is automatically assigned to the email field, "First Name" or "Vorname" to the first name, and so on. This works with both German and English labels.

Of course, you can adjust the automatic assignment at any time. In the overview, you see a sample value from the first data row for each column in your file, so you know exactly what data is behind it. Using a dropdown menu, you then select the appropriate target field or decide that a column should be ignored.

Flexible Voice Part Assignment

Particularly practical is the recognition of voice parts. If your member list contains a column with voices, you can specify them with either the full name or the abbreviation. "Soprano 1" works just as well as "S1", "Bass" is recognized just like "B". The system matches the entries with the voice parts defined in your ensemble and automatically assigns members correctly.

If a voice cannot be clearly assigned, for example because the designation in your file differs from the defined voice parts, the field remains empty and you can make the assignment manually later. This way, no data is lost, and you retain full control.

Date Formats Are Understood

A common problem with data imports is different date formats. In Germany, we write "10.12.2025", in other countries "2025-12-10" or "12/10/2025" is common. The import function automatically recognizes all these formats and converts them to the correct format. Whether birthday, entry date, or wedding anniversary: you can enter the data as it appears in your source file, and Chorilo takes care of the rest.

Excel-specific date formats, where the date is stored internally as a number, are also correctly interpreted. So you don't have to worry about how Excel stores your data internally.

Preview Before Import

Before the data is actually imported, the system shows you a detailed preview. You see exactly which members will be created, which fields are filled, and whether there are any problems. Rows with missing required fields or invalid email addresses are marked and cannot be imported. This ensures that only clean data enters your system.

The preview also shows a summary: how many rows are valid, how many are invalid, and what errors were found. For larger lists, the first entries are displayed so you can get an impression of the data quality without being overwhelmed by hundreds of rows.

Existing Members Are Recognized

What happens if a member from your import file already exists in Chorilo? The system recognizes this by email address and automatically skips these entries. So you can safely import a complete member list, even if some people have already been added manually. Duplicates are avoided, and your existing data remains unchanged.

After the import, you receive a summary that breaks down exactly how many members were newly created and how many were skipped. This way, you keep track and know exactly what happened.

Invitations Are Sent Automatically

For each newly created member, a user account is automatically created and an invitation email is sent. The new members receive their login credentials and can immediately log in to Chorilo. So you don't have to invite each one individually but can onboard your entire choir with a single import.

The invitation emails contain all important information for getting started and are sent in the language set in your system. This way, new members feel welcome and well-informed from the start.

All Important Fields Are Supported

The import function supports all fields that you can also fill in when creating members manually. In addition to basic data like name and email address, you can also import address data, phone numbers, bank details for SEPA direct debits, and personal notes. The ensemble function and role in the system can also be set directly via import.

Not every field needs to be filled. Only the email address is required, as it's needed for login. All other fields are optional and can be added later. This way, you can start with a minimal member list and complete the details gradually.

A Tool for Everyday Use

The import function is not just intended for a one-time switch. It can also be useful in ongoing operations, for example when many new singers are to be admitted at once after a membership drive. Instead of creating each one individually, you collect the data in a spreadsheet and import it with just a few clicks.

We've designed the feature to be suitable for both the large initial import and smaller, regular additions. The wizard reliably guides you through the process each time, whether you're importing two or two hundred members.