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Importing Appointments

Access Level

Owner access required

Overview

The Import page lets you bring events, appointments, and availability records into MOS from a CSV or Excel file. This is the primary way to sync data when your organisation uses an external appointments system such as OfficialsHQ.

How to Access

From the main menu under Owner Admin, click Appointments then Appointments. Click Import in the top right corner.

Before You Start

  • You need a CSV or Excel (.xlsx) file exported from your external system, or prepared manually
  • For OfficialsHQ imports, export your allocations from OfficialsHQ first
  • Setting up Mappings before importing will save time and ensure officials are matched correctly

Import Tab

Step 1: Choose Import Type

Select the type of data you are importing from the Import type dropdown:

Option What it imports
OfficialsHQ Allocations Events and officials from an OfficialsHQ allocations export
Events / Fixtures only Event details only, no official assignments
Appointments (officials only) Appointments linked to existing events
Availability Official unavailability records

The page shows the expected column names for the selected import type as a guide.

Step 2: Select Your File

Click File (.csv or .xlsx) and choose your file, or drag and drop the file onto the dashed drop zone.

Accepted formats: .csv and .xlsx

Step 3: Validate

Click Validate File. MOS reads the file and checks every row.

After validation, a results area appears showing:

  • Green badge — Number of rows that are ready to import
  • Yellow badge — Number of rows with warnings (they will still be imported)
  • Red badge — Number of rows with errors (they will be skipped)

A summary message explains what will happen when you commit.

Validation Table (OfficialsHQ Allocations)

For OfficialsHQ and combined imports, a full preview table shows every row with:

  • Row number
  • Event date
  • Home team vs Away team
  • Official name
  • Role
  • Status badge:
    • Matched (green) — Official was found in MOS and will be assigned
    • Warning (yellow) — Official name was not matched; the appointment will be skipped
    • Event only (grey) — Row has no official (event will still be created)
    • Error (red) — Row has a critical problem and will be skipped entirely

Tip: If you see many Warning rows, go to the Mappings tab to set up name mappings, then re-validate.

Unresolved Officials

If any official names in the file could not be automatically matched to a MOS user, they appear in the Unresolved Officials section with options to:

  • Map — Link the import name to a specific MOS user
  • Ignore — Mark the name to be silently skipped on all future imports

Step 4: Commit

Once you are satisfied with the validation results, click Commit Import.

If you are importing appointments, an optional Replace Mode checkbox is available:

Replace mode — when ticked, any existing appointments that are not in your import file will be removed from the matched events. Use this when your import file represents the complete and final list of officials for those events.

Warning: Replace Mode removes appointments. Only use it when your file is the authoritative list.

After committing:

  • A success message confirms how many rows were processed
  • The import appears in the Import History table

Import History

Below the upload area, the Import History table shows your recent imports with:

  • Date and time of the import
  • Import type
  • File name
  • Number of rows
  • Number of errors
  • Status badge (Committed or Failed)
  • A Download Error Report button (if there were errors)

Mappings Tab

Mappings let you define translations between names in your import file and records in MOS. Once saved, mappings are applied automatically on every future import.

User Mappings

When an official's name in the import file does not exactly match their name in MOS, a User Mapping tells MOS who they are.

Example: The import file contains "J. Smith" but MOS has "John Smith" — a mapping links the two.

By default, the table shows only unresolved entries (names that have not been mapped yet). Toggle Show all to see every saved mapping.

Adding or Editing a User Mapping

  1. Click the Edit button next to a name
  2. Search for the MOS user in the search box and select them
  3. Alternatively, tick Ignore to permanently skip this name on future imports
  4. Click Save
  5. Result: The mapping is saved. Re-validate your import file to see the updated results.

Removing a User Mapping

Click the Delete button next to a mapping to remove it.

Competition Mappings

When a competition or grade name in your import file does not match the grade name in MOS, a Competition Mapping tells MOS which grade it belongs to.

Example: The import file contains "Grade 1" but MOS has "1st Grade" — a mapping links the two.

By default, the table shows only unmapped entries. Toggle Show all to see all saved mappings.

Adding a Competition Mapping

  1. Click Add
  2. Enter the competition name exactly as it appears in your import file
  3. Select the matching MOS grade from the dropdown
  4. Click Save
  5. Result: The mapping is saved and existing events with that competition name will be linked to the selected grade automatically

Editing a Competition Mapping

  1. Click the Edit button next to a mapping
  2. Change the grade selection
  3. Click Save

Tips for a Successful Import

  • Validate before committing. Always check the validation results before clicking Commit Import.
  • Set up mappings first. Name mismatches are the most common cause of missed appointments. Use the Mappings tab to resolve them, then re-validate.
  • Use Replace Mode carefully. Only enable it when your file is the complete and final allocation for those events.
  • Check the Import History. If something goes wrong, download the error report to see which rows failed and why.

Troubleshooting

Officials are showing as "Warning — not matched"

Many rows show a yellow Warning badge with "not matched in MOS". This happens when the official's name in the import file is abbreviated or formatted differently to their MOS name, or the official is not a member of your group in MOS. Go to the Mappings tab, find the unresolved names in User Mappings, edit each one and map it to the correct MOS user, then return to the Import tab and click Validate File again.

Events are created but appointments show 0 officials

Import appears successful but events have no officials assigned. Check the validation preview table for rows showing Warning (not matched). Set up User Mappings for the unmatched names, then re-validate and commit again. This is caused by official names not being mapped before committing.

Import shows "Failed" in history

The import appears in history with a red Failed badge. Click Download Error Report next to the failed import, review the errors listed, fix the issues in your source file, and import again.

  • Appointments — Manage events and official assignments
  • Auto-Appoint — Automatically suggest officials using depth chart rankings