Required Spreadsheet Format
No special template needed — use the spreadsheet you already have. The columns below need to be present (column names don't need to match exactly; we map them):
| Column | Required? | Notes |
|---|---|---|
| Full Name | Yes | Member name as it will appear in the dashboard |
| Phone Number | Yes* | Used to verify booking identity. Keep the format consistent (e.g. 08xxx throughout) |
| Recommended | For member account activation (optional from the member's side) | |
| Package Name | Optional | The name of the member's currently active package |
| Remaining Sessions | Optional | Number of sessions left in the package |
| Package Expiry Date | Optional | DD/MM/YYYY or YYYY-MM-DD — both accepted |
| Other fields | Optional | Date of birth, address, medical notes, etc — can be included and will be mapped |
* Members without a phone number can still be imported, but won't be able to book a class until a phone number is added manually in the dashboard.
Import Steps
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Prepare your member spreadsheet
Open the Excel or Google Sheets file that holds your member data. Make sure each row is one member, with the following columns: Full Name, Phone Number (required — used to verify booking identity), Email (optional — for member account activation), Package Name (optional), Remaining Sessions (optional), Package Expiry Date (optional, DD/MM/YYYY). Other columns like medical notes, date of birth, or address can be included — we'll map them.
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Clean the data before sending
Check phone numbers — make sure the format is consistent across all rows (e.g. 08xxx or +628xxx — pick one and apply it throughout). Remove duplicate rows. If some members don't have a phone number, flag them or put them in a separate sheet — they won't be able to book until a phone number is added. Clean data means faster import.
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Save as Excel (.xlsx) or CSV
In Excel: File → Save As → select .xlsx. In Google Sheets: File → Download → Microsoft Excel (.xlsx) or Comma-separated values (.csv). Both formats are accepted. For large data sets (500+ members), CSV is lighter and easier to inspect.
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Contact the ForEach team via WhatsApp and send the file
Send a WhatsApp message to the ForEach team with the subject "Member import" and attach your spreadsheet. We'll confirm the format, ask for clarification on any ambiguous data, then import it into your studio account. The process typically takes 1–2 business hours after receiving your file.
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Verify the data in your dashboard
Once import is complete, log into the ForEach Pilates admin dashboard → Customers page. Search a few member names at random to confirm that names, phone numbers, and packages look correct. If anything needs fixing, let us know via the same WhatsApp thread — we correct it at no additional charge.
Tips Before Sending Your File
- One row = one member. Avoid merged cells — export to a flat format first if your Excel uses complex merges.
- Consistent phone number format. Choose one format (e.g. 08xxx) and apply it throughout. Mixed formats slow down the import.
- Separate inactive members. If some members have lapsed and you don't want them imported, remove them from the file or put them on a separate sheet.
- Members with zero sessions left. They can still be imported — they'll appear in the dashboard as members without an active package, and you can assign a new package to them after import.
Common Questions
How many members can be imported at once?
There's no strict limit. Studios with hundreds or even thousands of members have been imported successfully. The cleaner your data, the faster the process.
Will existing data be deleted when I import?
No. Import adds new members to the existing list. If some members were already entered manually, we'll match them by phone number to avoid duplicates.
What if a member doesn't have a phone number in the spreadsheet?
Members without a phone number can still be imported as contact records, but they won't be able to book a class until a phone number is added. You can fill it in later from the Customers page in the dashboard.
Are package details and remaining sessions imported too?
Yes, as long as the Package Name, Remaining Sessions, and Package Expiry Date columns are in the spreadsheet. We'll map those to ForEach's package subscription system. Including the Package Price is also helpful if you want it recorded in the payment history.
How long does the import take?
For clean data, usually 1–2 business hours after the file is received. Data that needs clarification may take longer. We'll give you an estimate after reviewing your file.
Is there an extra charge for the import?
No. Initial member data import is included in every ForEach Pilates plan at no extra cost.
Related Guides
Ready to Move Off the Spreadsheet?
Send your member file over WhatsApp and we'll handle the import — free, included in every plan.
Contact via WhatsApp to Start Import