The outcome
A reviewed mapping sheet and an exception report, ready for an authorized administrator to prepare an import. This is a practical assisted workflow—not a universal connector or automatic migration. Your existing facility and club systems remain the official records.
What you need
- A permitted facility export and a snapshot of existing destination facilities and fields.
- The destination’s current import template, required columns and allowed values.
- Stable source references, parent-facility relationships and a staff owner for uncertain matches.
- A separate authorized import process, with a backup and review plan.
1. Freeze sources and define the unit
Record export and template versions. Distinguish a facility or venue from an individual field inside it. Preserve source identifiers and parent links so that “Field 1” at two different venues does not become one field.
2. Write an explicit column map
For each destination column, record the source column, transformation and required-value rule from the supplied template. Preserve original values beside proposed values. Do not silently fill missing addresses, dimensions, units or surface types from a venue name.
3. Review matches before creating records
Compare source references and parent venues with existing destination records. A similar name is a candidate match, not proof of identity. Flag possible duplicates and uncertain create-versus-update decisions for staff. Keep destination identifiers separate from source identifiers.
4. Validate allowed values and relationships
Check required columns, the facility-to-field relationship and supplied destination value lists. Map a surface label only when staff can support the equivalence. Unknown values stay unresolved; do not default them to grass. A field description does not establish availability, capacity or permission to schedule it.
5. Approve a version before any import
Have staff resolve exceptions and compare row counts and parent-field relationships with the original export. Verify the file against the current destination template and retain a recovery copy. Importing, overwriting or deleting records is a separate authorized action; this guide performs none of them. After an authorized import, reconcile the destination results separately.
Fictional example
DEMO-V1 and DEMO-V2 each contain a field labeled “Field 1.” Keep both because their parent venues differ. DEMO-F2 has surface value “mixed,” which is absent from the supplied illustrative allowed list. Hold that value for clarification rather than mapping it to grass. This example is not a claim about any platform’s actual template.
Privacy checkpoint
Reusable resource
Download the facility mapping worksheet and optional prompt. It includes column mapping, parent-field checks, an exception log and a synthetic example.