Entering members in Excel: how to complete the InoGym template

1. Download the template and save a working copy

Click the download button above these instructions. No account or email is required. Your browser usually saves the file in Downloads unless you choose another location. You can also find it in your browser's download list.

The file is named inogym-sablon-uvoz-clanova.xlsx. Open it in Excel and save a separate working copy, such as ‘members-for-import.xlsx’. If you are editing existing gym records, copy those first too so the original stays intact.

The .xlsx extension identifies an Excel workbook. If your computer hides filename extensions, check the file type when saving. Renaming a .csv file to .xlsx does not convert it to Excel format. Command names may differ between Excel versions, but the data preparation sequence is the same.

2. Understand the two sheets, columns and rows

Sheet names appear at the bottom of the workbook. Select ‘Članovi za uvoz’ (members for import), the first sheet where your members belong. ‘Upute’ (instructions) contains explanations and a fictional example; its data is not imported. Keep both sheets and their order unchanged.

Columns are labelled A, B, C and so on; rows are numbered 1, 2, 3. A cell is the box where a column and row meet. A2 means column A, row 2. The first row already contains eight column headers. Do not delete or overwrite them with a member's details.

Enter the first member in row 2, the second in row 3 and so on. All details for one person must stay on the same row. Do not add subheadings, total rows or merged cells to the import sheet.

3. Enter your first member in A2, B2 and C2

Click the empty A2 cell below ‘Ime i prezime’ (full name) and type the member's full name. Our fictional example is Ana Anić. The name must contain 2–160 characters. Press Tab to confirm and move to the next cell, or confirm and click B2.

Enter that member's email in B2. Our example uses ana.anic@example.com. In your records, use the real, valid address provided by the member, without leading or trailing spaces. The same email must not appear for another member in the file.

Enter the date of birth in C2, for example 1995-03-14. The format 14.03.1995 is also supported. Confirm with Enter or Tab. Enter usually moves to the next row and Tab to the next column; always check which cell is selected before continuing.

To replace an incorrect entry, click the cell, type the correct value and confirm. To change only part of the text, edit the cell, usually by double-clicking, and change that part. If you entered data on the wrong row, correct it immediately and check that person's other fields.

4. Add optional fields and a membership

If you are transferring only basic details for now, columns D–H can stay empty. Optional does not always mean a blank field stays blank: dates have default values, explained below.

To add a membership, first check the active plans in InoGym. Enter the exact name of an existing plan in G2 and the actual membership start date in H2. ‘Mjesečna’ is only our example plan name; replace it with yours. The plan determines membership duration, so check that it matches the membership you are transferring.

Without a plan name, the member is imported without a membership. A date in H2 alone does not add one. The template supports adding a membership through its plan and start date; it does not transfer full payment history.

5. Check dates and preserve phone numbers

Use year-month-day, such as 1995-03-14, or day.month.year, such as 14.03.1995. These represent the same date. Dates of birth must be between 1900-01-01 and today. Joining dates must not be in the future either.

Excel may display dates differently because of its settings. Prepared date cells in the template use yyyy-mm-dd. After entering or copying, check the day, month and year. If a plain number appears instead of a date, check the cell format. If you are unsure what Excel saved, contact the team before importing.

A phone number is contact information, not a number for calculations. The phone column in prepared rows already uses Text format. Apply the same format before entering numbers in new, unformatted rows. Include the country code and member's number, then check that the + sign and every digit remain intact.

If a leading zero has already disappeared in an old spreadsheet, switching to Text later will not restore it. Compare with the original record or confirm the number with the member. Do not guess missing digits. Do not use formulas instead of known dates or phone numbers.

6. Add the remaining members, one per row

After the first member, click A3 to enter the second, then continue in A4. Do not put two people in one cell or row. Leave optional fields empty when information is unavailable; do not substitute a dash, ‘none’ or an invented date.

The examples below show three situations. Only completed fields are displayed; other optional fields are empty. A blank joining date means the system uses the import date. Enter the original joining date from your records if you want to preserve it.

7. Copy your existing records

Work on a copy of your old records and open the template beside it. Check which rows actually represent members, including hidden or filtered rows. Select the same set of members for every column you transfer. If you are unsure which rows you can see or are copying, ask for help before transferring.

First select only member names in the old spreadsheet, excluding the column header and totals, and copy them. Select A2 in the new template and choose Paste Values. This transfers the content without overwriting the prepared cell formatting.

Then copy the same members' emails into B2, dates of birth into C2 and other details into the relevant columns. Member order must match in every copied range. Never sort one column independently: one person's email could end up beside another person's name.

After copying, compare the member count and check the first, last and several middle rows. For each person, check name, email, date of birth and phone together. Pay particular attention to date display and phone digits. Do not copy formulas or subtotals as member data.

8. Find and correct errors

Review all three required fields for every member. Collect missing information from the member or the person maintaining the records. Do not invent email addresses or dates of birth to pass validation.

Two members can share the same name. Verify identity and other details before deleting or merging rows. If two people use the same email, clarify their details with the members or the InoGym team; each member in the file needs a unique email address.

9. Save the file and run a final check

Save your working copy as Excel Workbook (.xlsx). Keep both sheets. Other formats, such as CSV, do not preserve a workbook with both sheets in the same way. This guide follows the .xlsx template.

Close the file after saving, reopen the saved copy and check that the latest changes are present. Review several rows and make sure you saved the correct file rather than an older version. One import supports up to 20,000 data rows and a file size of 10 MB.

More than 500 members? Rows 2–501 are preformatted; that is not a member limit. Before adding more, select A501:H501, copy it and use Paste Formatting on the additional rows starting at A502. This keeps phone and date formatting without copying the previous member's data. Then enter the new members and check the saved result.

• The first sheet is ‘Članovi za uvoz’ and its column headers are unchanged.
• Each row represents one member and has a full name, unique valid email and date of birth.
• Dates are valid and phone numbers have every required digit.
• Plan names match active InoGym plans and membership start dates have been checked.
• Dates are left blank only where using the import date is appropriate.
• There are no fictional examples, total rows or data shifted between members.
• The saved .xlsx copy opens and matches the records you want to transfer.

10. Continue to import or ask for help

A prepared Excel file is not yet an imported member database. In the InoGym dashboard, open Members → Import members (Članovi → Uvezi članove in the Serbian interface), upload the file, map columns and run validation. Members are added only after you review the results and confirm the import.

Continue to the migration guide for the dashboard process and checking transferred memberships. If you get stuck preparing data, email kontakt@inogym.net and describe the step you need help with. Our team can also review existing spreadsheets with a different layout.

Self-service import and team assistance are free on every plan and during the 14-day trial. When our team handles the import, we finish it on the day we receive all required data.

• How to upload, validate and confirm an import
• Excel import options in InoGym
• Email kontakt@inogym.net