Export for the ČUS Information System

Brief procedure

1. Prepare a list of members and check the data that is transferred to the ČUS IS.

2. Filter the members you want to export from EOS to the ČUS IS and export the data.

3. Check the exported data and add or edit selected details.

4. Open the ČUS IS and import the data.

Step-by-step procedure

Below you will find detailed steps and tips on how to carry out the export from EOS, and also how to import into the ČUS IS.

Before you start the export

• Prepare a list of the members you want to import into the ČUS IS. These do not have to be all the members you keep in your database. We recommend marking all members – that is, athletes and coaches you keep in the ČUS IS – with a tag. In Management > Members you can assign tags in bulk and then filter by them for the export.

• Check the data of all members that is transferred to the ČUS IS, so that you avoid errors during import and validation in the ČUS IS. Check especially the items marked as mandatory in the list of fields below.

If you find that you need to add/update some data and do not know it, you can request the data from active members manually. You will find this option in Management > Members > member detail or as a bulk action in Members. After logging in to the platform/app, the member will then have to go through a complete data check.

EOS also allows you to import the ČUS IS database directly. This links data to members in EOS that is not recorded in the platform (typically the ČUS system ID), and it is then used when exporting for the ČUS IS. The forward-looking goal of EOS, however, is for you to have all the data needed for the import into the ČUS IS completely in the platform, so that importing an external database and linking the remaining data is not necessary.

Exporting data from EOS

• Select the members you want to export. If you are not going to export all of them, you can make the selection using filters on the tag you set. Especially if your organization has several sections, a separate export must be made for each section and then imported into the relevant section in the ČUS IS.

  

  You can save such an applied filter (view) for future use.

• Click the export button in the Members module and choose the Export type ČUS and the Export format CSV.

Checking and editing the data

• Open the exported file (e.g. in Excel or Numbers).

  

  When opening it you may be given a choice of whether to convert the data – choose Do not convert.

• Check that all Czech citizens have a National ID number stated and all foreigners a Date of birth and Residence. Correct any errors in EOS and carry out the export again.

• Check that athletes and coaches are correctly marked with the flag, including the “From” date.

• Check the Member role. Add missing ones, correct incorrect ones.

• If you made any edits, save the changes.

Import into the ČUS IS

The import does not add members, but the imported file replaces the whole member base. Importing into the ČUS IS therefore deletes all the original data and inserts only the data that is successfully imported. We strongly recommend that you first export the member database from the ČUS IS into a file as a backup.

Data communication in the ČUS IS (export and import) always takes place separately for each section (sport). Organizations (usually sports clubs) that have several sections/sports must therefore carry out the export from EOS for each one separately and then import them separately into the individual sections.

Overview of columns for the import – mandatory data

• First name – first name

• Last name – last name

• National ID number – number format without a slash, not mandatory for foreigners

• Czech citizen – 1 = citizen of the Czech Republic, 0 = foreigner *1)

• Date of birth – format DD.MM.YYYY, mandatory for foreigners

• Gender – Z = female, M = male

• Role – 3 = Other; 2 = Active athlete; 1 = Active athlete in competitions *2) (not transferred from EOS – must be added manually in the CSV)

• System ID – DO NOT EDIT – the internal ID of the ČUS system, not entered for new members – the ČUS IS fills it in *4)

Overview of columns for the import – optional data

• City – name of the city / municipality

• City district – city district

• Street – street name

• House no. – house number

• Reg. no. – orientation number

• Postcode – postcode

• Phone – phone of the member or their representative

• Email – e-mail address of the member or their representative

• Athlete from – the date from which the person is recorded as an athlete *3) (EOS sets the date filled in the “Member from” field)

• Athlete frequency – number of sports sessions per week (not transferred from EOS – must be added manually in the CSV)

• Is a coach – is the natural person a coach? 1 = YES, 0 = NO (EOS sets 1 if the “Team manager from” field is filled in)

• Is a referee - is the natural person a referee? 1 = YES, 0 = NO (not transferred from EOS – must be added manually in the CSV)

• Coach from – the date from which the natural person is recorded as a coach *3) (EOS sets the date filled in the “Team manager from” field)

• Coach frequency – number of training sessions per week (not transferred from EOS – must be added manually in the CSV)

• Member ID in the association – the internal number of the association, if assigned

• Section tags – internal tags of the section

• Note – any note

If you also need a detailed overview of attendance or events to complete the data, you can easily export them in Management > Events > More > Export.

Notes:

1) Only the information whether the person is a Czech citizen or a foreigner is transferred to the ČUS IS. The nationality of foreigners is not imported into the ČUS IS, you can edit it subsequently directly in the ČUS IS.

2) The definition of “Role” for “Active athlete in competitions” is different for ČUS from the NSA definition and is not related in any way to the NSA grant call.

3) Only one of the “Member from” and “Team manager from” fields in the member detail must be filled in, that is, “Member from” for athletes or “Team manager from” for coaches.

4) According to the ČUS IS manual, the internal ID coming from the ČUS IS should not be changed. Testing has verified that if a member who already exists in the ČUS IS is imported, the import is successful even if the “System ID – DO NOT EDIT” field is not filled in.

General rules for CSV

• If you open the file e.g. in Excel, do not let it perform any data conversions.

• Do not change the structure of the document in any way, that is, the cell format, the header or the order of the columns. Changing the column width does not matter.

• The text encoding is UTF-8. When saving the file, choose CSV in the UTF-8 variant if the program offers it to you.