Articles on: Setting up your event

Importing your athlete list

Not using Liveheats for registration? You can import your whole event’s athlete list in one go by uploading a spreadsheet (CSV, XLS or XLSX). To import into a single division instead, see Import athletes to a division’s seed list.


Must knows

  • Name and Division are required. Division names must exactly match the divisions in your Liveheats event.
  • Import before you draw. The Import entries option is available before the draw is created.
  • Add an Email column to link entries to accounts. Each athlete is linked to that user, who can then follow and manage their entries.
  • Use a parent or guardian’s email for athletes under 13. Athletes under 13 can’t hold their own Liveheats account.
  • You’re responsible for the data you import. Make sure you’ve collected athlete details with consent, including a parent or guardian’s consent for athletes under 13.



How to format your spreadsheet for import


Your file needs these columns as a minimum:

Field

What to include

Name

One “Name” column, or separate “First Name” and “Last Name” columns

Division

The spelling of the Division Must exactly match the division name in your event


Copy our simple import template spreadsheet here, which includes the minimum required fields


You can also include these optional columns, in any order:

Field

What to include

Email (recommended)

The athlete’s email, or a parent or guardian’s email for athletes under 13. Links the entry to their Liveheats account.

DOB

Date of birth in yyyy-mm-dd format (e.g. 1995-07-04). How to change the date format in Excel

Seed

Seed number. You can also add seeds in Liveheats later

Nationality

The athlete’s nationality

Team

Shown under the athlete’s name on public pages

Bib

The athlete’s bib number (typically used for snow events)


Copy our advanced import template spreadsheet here, which includes all optional fields. Delete any columns that aren't relevant to your athlete data.


How to use the import athletes feature


  1. Go to the Event Dashboard.
  2. In the Divisions section, before you draw, open the three-dot menu in the top right and select Import entries to open the import wizard.


  1. Click Select file and choose the spreadsheet you prepared.
  2. Select your spreadsheet’s header row, then select Next.
  3. Match each column in your spreadsheet to its Liveheats field using the dropdowns. Some may be automatically matched for you.

  1. Select Next, then review the data carefully.
  2. Select Confirm, review the final message, then select Import entries to complete the process.



Common questions


Do athletes get notified when I include their email?

Yes. They get an email letting them know they can manage their profile on Liveheats. If they don’t have an account yet, they’re invited to set one up.


Can I update entries I’ve already imported?

Yes. See Updating existing athlete entries via an import.


I imported an under-13 athlete with their own email. What now?

If the athlete tries to set up an account from the invite, they’ll get a link to send to their parent or guardian instead. You can also link the athlete's parent or guardian’s email. See Linking a user to an athlete as a Director.

Updated on: 23/10/2026