New Horizon Experience. This article describes the New Horizon Experience. You can follow these steps on a computer or in the Horizon WebRef mobile apps for Android and iOS.
Import Users is the walk-through organization administrators use to add people from a spreadsheet. Officials who only work games cannot import, and neither can coaches, athletic directors, League Personnel, or location personnel.
Use this article when you have a list of new officials, coaches, athletic directors, League Personnel, or location personnel to add at once. To add one person by hand, use Add New on the Members Directory instead. After people exist, manage them from that directory.
If the page still says Import Officials (or your organization's word for officials) and the only file control is Download Template File, you are on the older legacy layout. Skip ahead to If you still see the older legacy desktop or laptop layout at the end of this article.
Who can import, and how to turn it on
Import Users is for organization administrators. Open System Settings if you need to confirm you can change organization settings.
Official rows use unused official licenses, in the order they appear in the file. On User Management you can see remaining licenses and Purchase more licenses when you are at the cap. A row that needs a license you do not have stays on Needs a fix until you remove it or add licenses.
Coach and Athletic Director rows need Feature #10 (Use Teams, or your organization's word for teams) turned on in System Settings. League Personnel and location personnel appear when your organization uses those memberships. If a user type is not used here, Horizon marks that row so you can change the cell.
Some demo organizations can preview a file but cannot finish the import. The page says This demo organization can preview a spreadsheet, but it cannot import these records.
Where to open it
On the Members Directory, open Add New and choose Import. You can also open User Management (Add Users), open Utilities, and choose Import Users. Or open Import Users directly.
On a phone, Utilities is the gear without the word. If you do not see Import or Import Users, your membership cannot add people this way.
Prepare the file
Horizon reads the first 2,500 data rows. Split a larger list. The file can be CSV, tab-separated or plain text, or an Excel workbook (.xlsx). Save older .xls files as CSV or .xlsx first, and keep the file at 8 MB or smaller.
On the first step, choose Download template if you do not already have a file with the column headers Horizon expects. Horizon asks Download a template?Include example rows puts sample people under the headers so you can see how each column is meant to look. Those sample values are only teaching. Remove those examples before you import your own records. Blank file only gives you the same headers with no sample rows.
Required columns are First Name, Last Name, Unique Email Address, and User Type. First and last names must be at least two letters, and they cannot be the same word. Use the person's real name. User Type should match a membership this organization uses, such as Official (or your organization's word), Coach, Athletic Director, League Personnel, or location personnel.
Column headers do not have to stay in template order. Horizon maps each header by an exact header, a similar header, or the usual place in the file. If a required column cannot be matched, Horizon stops and asks you to add a header it can read or use the template. Extra columns that Horizon does not use appear as a warning, not a block.
Welcome email and name order
The first step is titled Options. The coach line says to choose whether Horizon emails a welcome message, and how first and last names appear in the file.
Welcome email is Send login instructions by email (recommended). Leave it on when each new person should receive a username, password, and how to sign in. Turn it off only when you will send those instructions another way.
Names in the file is First name, last name or Last name, first name. Pick the order the names are written in your spreadsheet so Horizon does not swap them.
Choose Continue when those choices match the file.
Add the file
Continue to Spreadsheet file, then drop the file on Drop a file here or choose Choose file. After a file is selected, that control becomes Choose a different file. Download template is also here if you still need a sample.
If the type is not accepted, Horizon asks you to save as CSV or .xlsx. Older Excel (.xls) is called out separately. A file larger than 8 MB must be split. If the headers belong to a different import, Horizon tells you this spreadsheet is missing the column names this import needs, and to download the template or open the import that matches the file.
Review people before you import
The Preview step shows every importable row. Read it carefully, because it is easier to choose Cancel import and fix the file than to repair memberships after they exist. The coach line says to check each person, start with anything that needs a fix, then Horizon will verify new email addresses.
Four counts sit at the top: All, Needs a fix, Warnings, and Ready. Tap a count to filter the list. Needs a fix blocks import for that row. Warnings still import after Horizon applies a safe note, such as ignoring extra unused columns. Ready rows import as written.
Select a row to open Fix this. That panel has four parts when they apply:
Your file shows the cell Horizon used.
Horizon checked explains what it found, such as an address that is not valid or a mailbox that cannot receive mail.
Closest matches lists a nearby address you can copy when Horizon has a suggestion.
Do this next tells you how to fix the cell, then preview again.
Typical Needs a fix items include a missing first name, last name, email, or user type; an email that is not valid or cannot receive mail; a name that is too short, the same in both cells, or not allowed; a user type this organization does not use; the same email and user type twice in the file or already in the organization; a TBA row; or no unused official license for that row. A warning such as This person already exists and will receive another membership still imports when you add a new user type to someone who is already here.
Rows that still need a fix are left out of the import. Ready rows and warning rows are imported. Choose Cancel import if you would rather fix the file first. Horizon asks Leave this import? with Nothing has been added yet. You can start again with a corrected file. Confirm Cancel import or stay with Keep this import.
How we read this file
On Preview, open How we read this file when a name, email, user type, or column looks wrong. This is not a second import. It is the view that shows how Horizon understood the spreadsheet.
The File card lists type (CSV, tab-separated text, text, or Excel workbook), size, encoding, separator, sheet (for Excel), whether the first row is column names, rows read, and columns found.
Columns we read maps each letter to the header in the file, the Horizon field, and how it was matched: Column name, Similar column name, or Usual place in the file.
Filter by problem groups issues such as email addresses that are not valid, email addresses that cannot receive mail, names that are too short, user types that were not recognized, or values that appear more than once. Choosing a group filters the preview so you can work one kind of problem at a time.
Email checks
After Preview, Horizon opens Emails and checks whether each new address can receive mail. The coach line says to watch the list update as each address is checked. You may see Checking 1 of 2 and Now checking the current address, then Email checks finished.
If every new address was already checked, you see No new addresses need a delivery check. Finish the checks before you import. An address that cannot receive mail goes back to Needs a fix so you can correct it in the file and preview again.
Import and results
When no blocking errors remain, choose Import. Horizon asks Import these rows? Ready rows are added. Rows that still need a fix are left out.
After the work finishes you see Import finished with counts for Created, Updated, and Skipped. Choose Close to return to the list you started from.
New people who received a welcome email can sign in with the instructions they were sent. They complete the rest of their profile on first login when those fields were not in the file.
Limits that still apply
These limits apply on both the New Horizon Experience and the old legacy page, except where the legacy section says otherwise:
Horizon reads the first 2,500 data rows.
On the New Horizon Experience, the maximum file size is 8 MB, and accepted types are CSV, text, TSV, and .xlsx.
Official rows need unused official licenses.
Each email and user type pair can appear only once in the file, and only once in the organization.
Preview the file before you import. Cancel and fix the file when something looks wrong.
If you still see the older legacy desktop or laptop layout
Some members still see the old import page titled Import Officials (or your organization's word for officials). You will know you are there if the only template control says Download Template File and the page does not walk through Options, File, Preview, and Emails.
On User Management, use the import control in the top icon menu, or open the help list that includes Import Users.... Download the sample CSV, fill first name, last name, and email, then upload that file. The older page imports licensed officials that way. Coaches, athletic directors, League Personnel, and location personnel are added one at a time from Add Users on that older layout.
The New Horizon Experience walk-through above does not match that page, so use this section instead. After the import, those officials complete the rest of their profile on first login.