Import Participants from List

RUFUS Race Manager (RRM) provides the ability to import participants in bulk using a CSV file, making it convenient for managing large-scale events. This guide will walk you through the process of importing participants from a list using the Import Participants modal.

Accessing the Import Participants Dialog

To begin importing participants, navigate to the Participants Menu located on the left-hand side of the RRM interface. In the Add Participants section, click the "Import from List" button. This will open the Import Participants modal, where you can upload your CSV file and configure importation parameters.

Steps to Import Participants

The importation process is divided into three main steps:

Step 1: Upload Data

Import Participants Step 1

• Upload CSV File: In the Import Participants modal, click the upload area labeled "Upload CSV Files" to select your CSV file from your computer. The uploaded file should contain all relevant participant information such as names, bib numbers, chip codes, and any other required details.

• Select Race to Import: Before proceeding, use the dropdown menu to select which race the participants should be added to, or select Get from file.

Tip: Ensure your CSV file is formatted correctly before uploading. Include column headers for better organization and easier parameter configuration.

Step 2: Configure Importation Parameters

Import Participants Step 2

Once the CSV or TXT file is uploaded, RRM displays the participant data in a preview grid and attempts to automatically match the columns from your file to the corresponding participant fields.

The system analyzes the column headers and compares them against a list of recognized aliases. When a match is detected, the column is automatically mapped to the correct participant field.

You can still manually adjust any column mapping before proceeding.

Are Column Headers Available?

Enable this option if your file contains column headers in the first row.

When enabled, RRM will analyze those headers and attempt to automatically match them to participant fields.

Automatic Column Matching

RRM attempts to automatically match CSV column headers with participant fields using a list of recognized aliases.

If a column header matches one of the following values (case-insensitive), the column will be mapped automatically.

Participant Field	Recognized Column Headers
Bib Number	bib, race number, bibnumber, dorsal, number
Chip Code	chip, tag, rfid, transponder
Name	name, firstname, first name
Lastname	lastname, last name, surname, family name
Gender	gender, sex
Date of Birth (DOB)	dob, dateofbirth, date of birth, birthdate, birth date, fechadenacimiento, bdate
Year of Birth (YOB)	yob, yearofbirth, year of birth, birthyear, birth year
Age Group	agegroup, age group, categoria, category
Group	group, group id
Individual Start Time	start, start time, individualstarttime, starttime
Country	country, nation, nationality, nat, countrycode, country code
City	city, town, ciudad
Team	team, equipo
Club	club
Email	email, mail
Telephone	telephone, phone, phone number
Race	race, race name, course, carrera, evento, event

If a column header does not match any of these aliases, you can manually select the appropriate field using the dropdown selector above each column.

Date Format

If your file includes Date of Birth (DOB) values, select the correct format used in the file (for example dd/MM/yyyy). This ensures participant birthdates are interpreted correctly during import.

Step 3: Review & Import

Import Participants Step 3

In the final step, RRM provides a preview of the import results before committing the changes.

This allows you to verify that the participant data has been correctly interpreted.

The preview shows the following information.

Participants Ready to Import

Displays the total number of participant records detected in the uploaded file.

New vs Updating Participants

RRM determines whether each row represents:

• A new participant, or

• An update to an existing participant

This detection is based on the Bib number, which is used as the primary identifier when importing.

For example:

• New participants: records not previously registered in the event.

• Updating existing BIBs: records that will update participant information for an existing bib.

Race Detection

If your file contains a Race column, RRM will detect the races referenced in the file and match them with the races configured in the event.

The preview indicates:

• Races successfully matched

• Participants assigned to each race

• Any races that could not be matched automatically

Unmapped Fields

If your file contains columns that were not mapped to a participant field, they will be listed here.

For example:

• Start Time

• Year of Birth (YOB)

• Email

• Telephone

• DNI

These fields will not be imported unless they are mapped in Step 2.

Import Preview Table

The preview grid displays the participant data exactly as it will be imported.

You can quickly verify that fields such as:

• Bib

• Chip

• Name

• Lastname

• Race

are correctly interpreted.

Import Participants

Once everything looks correct, click Import to finalize the process.

RRM will then create or update the participant records in the event.

Tips for Importing Participants

• Consistent Formatting: Use consistent formatting across all columns in your CSV file to ensure a smooth import process. For example, ensure gender values (e.g., M, F) match the Gender Mapping settings in RRM for consistency.

• Country Format: If the country information for participants is in ISO 3166-1 alpha-2 format (e.g., US, ES), RRM will automatically detect it and display the corresponding flag in the grids, making it visually easier to identify participant locations.

• Backup Existing Data: If you plan to use the Make a Fresh Import option, consider backing up your existing participant data to avoid accidental data loss.

• Avoid Duplicates: Make sure bib numbers and chip codes are unique across the event. Duplicates can cause issues with race timing and participant identification.

Conclusion

The Import Participants feature in RUFUS Race Manager streamlines the process of adding multiple participants to your event, saving time and effort, especially for large-scale races. By following the steps outlined in this guide and configuring import settings correctly, you can ensure accurate and organized participant data for a successful event.