Bring the spreadsheet with you

How the move works

Every step is one you run yourself, in your own time. If you would rather hand it off, send us the file and a person brings your divers in with you, free.

1. 1

   The columns it reads

   One row per diver, saved as CSV. Your headings don’t have to match these; the common names are recognized, and the preview names any it isn’t sure of.

   Download the starter template (CSV)
   • NameFirst and last in two columns, or one full-name column. The only thing a row needs.
   • EmailHow DiveDay reaches a diver and recognizes a returning one, so a second import updates instead of duplicating. A row without one still comes in.
   • PhoneMobile or landline, however you’ve written it.
   • Date of birthA real date of birth carries over when your file has one.
   • Emergency contactA name and a phone number, when you have them, land on the diver’s record.
   • Dive insuranceA DAN number or a provider name comes across as written. Never a gate; it is what the crew wants on hand in an incident.
   • CertificationAgency, level, and certification number. The certification number is what lets a record come across at all.
   • SpecialtyDeep, wreck, night, or drysuit. One cell can name several (“Deep, Wreck”) and each becomes its own certification under the diver’s agency number.
   • NitroxA yes/no column, plus the nitrox certification number if you keep one. The number is what brings it across.
   • Rental sizesBCD, wetsuit, boot, and fin. Whatever sizes you track become a fit profile.
   • Past visitsA date, trip name, and price per row becomes that diver’s history here, so a regular arrives as a regular. Repeat their email on each row to match the right person.
   • Waivers and documentsA signed waiver claim and safe document links can come across; individual medical answers do not.
   • Payment historyPayment, refund, and receipt rows can be kept as unverified history, never as live card data.
   • NotesStaff and diver notes become private notes on the diver’s profile.
   • Gear service historyA separate gear CSV brings in your tagged units and dated service, hydro, inspection, O2-clean, and condition records.
2. 2

   What comes across, and what does not

   The same table DiveDay shows you before it imports a single row.

   Comes across

   • Names, email, phoneImported as given. A row with an email matches an existing diver on re-import; without one, it is always a new record.
   • Emergency contactName and phone, when your file has them.
   • Dive insurance (DAN)Carried across as free text, exactly as your file holds it. Never a gate, only detail the crew wants on hand.
   • Rental sizesBCD, wetsuit, boot, and fin sizes become a rental-fit profile.
   • Certification recordComes across with the diver’s record, marked imported, and clears the level gate unless your file says the card was never verified, in which case it waits for staff. Unrecognized levels need manual entry.
   • Specialty certifications (deep, wreck, night, drysuit)Marked imported. Each one’s gate stays shut until staff give it a one-tap confirm, whatever your file says.
   • NitroxMarked imported. Until staff give it a one-tap confirm, that diver gets plain air. Boarding waits on it only where your file says the card was never verified.
   • Signed waivers & medical clearanceA row marked already-accepted is trusted, medical clearance included, and marked imported. Individual medical answers are never reconstructed, only the outcome.
   • Waiver / medical documentsFetched once from your file’s URL and kept for audit. Images and PDFs up to 5 MB.
   • RoleEveryone imports as a diver, never a staff role or a login.
   • Past visits (what they booked, when)One row per booking up to today becomes visit history. It is not a dive, and it never appears on your schedule or counts toward capacity.
   • Payment & receipt historySource payment, refund, and receipt rows come across as unverified history in Orders. A clearly parsed amount in your shop currency is counted in the revenue and refund totals. It never becomes a live Stripe order or booking payment.
   • Gear service historyComes across through the separate gear-history CSV. Units match by tag or serial number, and dated service records stay attached to the right unit.
   • Diver & staff notesCustomer remarks and staff notes become private notes on the diver’s profile.

   Stays behind

   • Credit card detailsStay with your payment processor. DiveDay never imports card numbers or CVCs.

   The same table, read the other way

   The rows above are what arrives, and the export is the same list. Settings → Data export downloads one ZIP of plain, documented CSVs (divers, bookings, waiver records, payment history), led by a contacts file shaped for another system’s import wizard. Every stored photo (certification evidence, dive-site pictures, trip recaps) is in it as a file.

   No export fee, no support ticket, no minimum stay, and the same download works on the first day of a trial.

3. 3

   Bring the file into DiveDay

   The rest happens in DiveDay, in the order below.

   1. 1

      Open Settings → Import contacts

      The owner or manager uploads the CSV in your DiveDay shop.

   2. 2

      Check the preview

      The preview shows how each column landed, which ones it is leaving behind, and any row it can’t bring across. A diver whose email already exists is updated rather than duplicated, and nothing saves until you confirm.

   3. 3

      Import, and your roster is ready

      Roster, sizes and certification records land at once, flagged imported with a one-tap confirm for staff. Only a specialty-gated dive waits on that confirmation.

   Keep the sheet going as long as you like. A re-import matches divers by email and updates them instead of duplicating, so the day you stop keeping it is yours to pick.