Go to People, then Import Data. Each kind of data has its own card. For dancers and families, see Importing Dancers.
How every import works
Click Download template on the card if you want a ready-made spreadsheet. Required columns end with *.
Click Upload file and choose your .xlsx, .xls or .csv file (up to 8 MB).
Check the Column mapping. ShowSculptor matches your headings automatically. Pick (skip) for anything you don't want.
Check the preview, then click Import (the button shows how many rows will be imported).
When it's done, you'll see how many rows were added, updated and skipped. If some rows had a problem, you'll see the first one so you can fix it and import again.
Volunteers
Columns: First Name*, Last Name*, Email, Phone.
A volunteer with the same first name, last name and email is updated instead of added twice.
Rows missing a first or last name are skipped.
Staff
Columns: First Name*, Last Name*, Email, Phone, Role.
A staff member with the same first name, last name and email is updated instead of added twice.
If Role is blank, it's set to Staff.
Importing doesn't create user accounts. Turn those on one by one from each staff member's page.
Good to know: Leave the Studio Admin out of your staff file. Importing them again can change their role.
Routines
Columns: Routine Name*, Routine Start, Routine End, Costume Notes, Video Notes, Set / Prop Notes, Sound Notes, Lighting Notes.
Routines are matched by name (capital letters don't matter). A matching routine is updated instead of added twice.
If the same routine name appears twice in your file, only the first row is used.
Routine Enrollments
This puts dancers into routines. Use one row per dancer per routine.
Columns: Routine Name*, Dancer First Name*, Dancer Last Name*.
Import your dancers and routines first. The names must match what's already in ShowSculptor.
Rows where the routine or dancer can't be found are skipped, with a note like “Routine “Tap 2” not found”.
Dancers already in that routine are skipped, so it's safe to import again.
Routine Show Assignments
This builds your show lineups. Use one row per routine per show.
Columns: Show Name*, Routine Name*, Order in Show.
Create your shows and routines first. The names must match.
Order in Show is the routine's place in the lineup, like 1, 2, 3. If it's blank, the row's position in the file is used.
If a routine is already in that show, its order is updated.
Blank cells overwrite
When a volunteer, staff member or routine is updated, any blank or skipped column is cleared. Include every column you want to keep, or edit those records by hand instead.
Tips
Up to 5,000 rows per import.
Title rows above your headings are skipped automatically, and merged cells are filled in.
Phone numbers outside the US and Canada need a + and country code.
On the Free plan, volunteers and staff over the limit of 10 are locked until you upgrade.