The thing operators are actually afraid of is not the software. It is being halfway through a season with half the fixtures in one system and half the money in another. So this page says what moves, what does not, and who does the work.
Written by the people who build Sweepa. Everything below about what imports is what the importer does today — four kinds of sheet, upcoming rows only. If your situation is not on this page, ask us before you export anything.
Sweepa reads four kinds of sheet: clients, bookings, teams and fixtures. Everything below is a column the importer actually accepts, not a wish list.
Full name, email, phone — and where you run junior programs, the participant’s name and date of birth alongside the adult who pays, plus any notes. Email is the one column a contact cannot arrive without, because that is what Sweepa dedupes on: a list imported without addresses would come back as a fresh set of duplicates next time.
Start time, end time, the court or field, the customer’s name, email and phone, the booking’s status, its payment status and its type. A row with a start and no end takes your default slot length rather than being thrown out, and a court on the sheet that does not exist in Sweepa yet gets created rather than rejected.
Teams arrive as competition, team, and the manager’s name, email and phone. Fixtures arrive as round, kick-off, home team, away team, field, status and both scores. Clients import first, then teams, then bookings, then fixtures — that order is not arbitrary, because three of the four can reference the ones before them.
Almost nobody arrives with a Sweepa-shaped spreadsheet. They arrive with a PlayHQ export, or a Google Sheet a volunteer built in 2019. “First Name”, “Court Name” and “Game Date” resolve on their own. A header Sweepa cannot place is shown to you to map — it is never guessed into a write.
A row already in the past is skipped, and the skip is reported with its row number and the reason, so you can see it was read and deliberately left. Last season’s Tuesdays do not land in next season’s calendar. Every rejected row carries a reason: an import that says “142 clients imported” over a file of 160 and never mentions the other 18 is exactly what this flow exists to avoid.
No email, no SMS, no Stripe. Imported clients are not invited to anything and imported bookings do not confirm themselves to the customer. Every row is claimed in a ledger before it is written, so a double-click, a retry or a run-it-again-after-you-fix-those-three cannot import the same row twice.
What does not come across: it does not bring across invoices, balances or payment history — those stay in your old system until they are settled. Club plans get hands-on help. Upload CSV, TSV or Excel, up to 5 MB a file.
Somebody has to do the exporting, and on most plans that somebody is you.
You export from your current system, you upload the file, and Sweepa reads it, shows you what it found, and imports only the groups you tick. Nobody at Sweepa logs into your old admin, and there is no queue to join and no ticket to wait on. It is your data, your export button, your fifteen minutes with a spreadsheet.
If you are moving a multi-venue operation, we sit with you and do the mapping together. That is a Club-plan thing, and we would rather write it here than have you discover it after the card goes in. Ask before you commit to a plan if this is what you need.
No API connection, no scraping, no credentials handed over. Sweepa reads a file you exported. That means nothing we do can break what you are still running on — which matters most in the exact week you are running both.
Results already played, invoices already raised, a payment already reconciled: leave them where they were raised. Closing a season on the system that opened it is not a compromise, it is the right way round.
Coaching terms, camps and memberships have no equivalent to import out of a booking-only system — they get set up fresh. That is a first-week job, not a migration, and it is usually the part operators enjoy.
Not during the import, not after it. If you want to tell your members you have moved, you write that and you send it, when you are ready. Sweepa will not do it on your behalf because it thought the moment had arrived.
The same order we give every venue, whatever they are leaving.
Clients, upcoming bookings, teams and fixtures. Take all statuses, not just active — a lapsed member is still a contact.
Upload the files, Sweepa reads them and shows you what it found, and you tick the groups you want. It sits beside the setup wizard and never blocks going live.
Keep the old system open, read-only, until the season you are mid-way through has finished. Invoices and results stay where they were raised.
New season, new fixtures, one system. Your members keep the same email address, so they do not have to be told twice.
Step-by-step, including where the export button lives: Switching from Spawtz, PlayHQ or GameDay.
Where the export button lives, as best we know it. If yours has moved, tell us and we will fix this page.
Player list, teams and fixtures come out of the admin console as Excel, per season. Bookings export from a date-range search.
Members → Export in PlayHQ; Member List → Export in GameDay. Work out who owns the competition first — if your association runs the season, you may not be able to export its fixtures at all, so ask them. Your own club’s members and teams you can always export.
Member Directory → Export, and Reservations → Reports with the range set from today forwards.
We have no dated public evidence about their export screens, so we will not invent one. Ask your account manager for a member and booking export in CSV or Excel; that is what Sweepa reads.
Same answer, and for the same reason. Ask your account manager for a member and booking export in CSV or Excel; that is what Sweepa reads.
A spreadsheet is a first-class source here — the importer was built for the Google Sheet a volunteer made, not just for a competitor’s tidy export. If you are not sure your file will land, send it to us before you start a trial.
Twelve questions, no email address, no download. Read them, answer them honestly, and you will know more than any demo will tell you.
There is no score and nothing to submit. If enough of these are yes, the useful next move is not another demo — it is half an hour with your own client list in a trial tenant, seeing whether it lands.
Start a 30-day free trial — card required, nothing charged until day 31 — or take thirty minutes with us first and we’ll show you exactly how the switch works.
Start free trial Book a walkthrough
Or click through a real venue’s public site at demo.sweepa.io — no signup, nothing to cancel.