---
title: How to prepare a CSV file for import?
description: If you already have the data you want to import into ChurchTools as a CSV or Excel file, you can follow the instructions in this article to edit the data and prepare your file so that you can import it…
url: "https://churchtools.academy/en/help/churchtools-modules/import-export-people-en/how-to-prepare-a-csv-file-for-import/"
updated: "2026-09-28"
category: People / Import/Export
tags:
  - Content outdated
---

# How to prepare a CSV file for import?

If you already have the data you want to import into ChurchTools as a CSV or Excel file, you can follow the instructions in this article to edit the data and prepare your file so that you can import it without any problems. You don’t need to rename the columns in your spreadsheet, since our import process includes field mapping.

**Tip**

Do you still have your data spread across multiple lists or on paper, and do you need to consolidate or digitize it?
In that case, it’s best to use the **import template** we’ve created for your ChurchTools account and fill it in with your data. To do this, open the *Persons module* and click *“Import people”* in the menu on the left. In the window that opens, download the template.

## Edit data

Open your file in a spreadsheet program. Here, you can edit your data as you like.

When you import external data into ChurchTools, you must, of course, specify exactly what kind of information it is, and it must be in a format that ChurchTools can read. In ChurchTools, information is stored as text (letters, numbers, and special characters) and dates in the formats listed below. For more information, see sections *1. Text* and *2. Date* below.

Since ChurchTools is multilingual, data for gender, nationality, and marital status are represented by IDs and displayed in the respective language. You can look up which IDs correspond to which meanings under **People > Master Data**. For more information, see section *3* below *, “Specifying Master Data as IDs.”*

**Note**

Comments or relationships with other people cannot be imported.

### 1. Text

Most of the information is in text format and can be imported directly. You can store letters from A to Z, as well as numbers and special characters. This also includes phone numbers and ZIP codes, since they can contain letters—for example, D-12345 or 0151 / 12345678.

### 2. Date

To import a date, it must be in one of the following formats:

- **YYYY-MM-DD**, e.g., 1980-02-24 **or**
- **DD.MM.YYYY**, e.g., 02.24.1980
- If the date is listed in separate columns for day, month, and year, you can combine it using the following formula, for example:
  `=WENN(C2<>"";VERKETTEN(C2;"-";TEXT(B2;"00");"-";;TEXT(A2;"00"));"")`
  In this example, the day is in column A, the month is in column B, and the year is in column C. You can then enter the formula in column D, for example.

### 3. Specify master data as an ID

For the *Gender*, *Nationality*, and *Marital Status* fields, ChurchTools uses an *ID* instead of text. The reason for this is to allow for language switching. When importing this information, you’ll need the IDs, which you can find in the *People module* under *Master data* > *Personal Data Fields*. Use the *Find and Replace* command in your spreadsheet to replace the words in your list with the corresponding IDs. For example, if the *ID* “1” is entered for *“male”* in the master data table, replace “male” with “1” everywhere in your table.

### 4. Additional fields for individuals or groups

If you want to import additional data for which there are currently no fields in your ChurchTools, you must first create these additional *personal data fields* in the *master data* of the "Persons" module, or create additional *group membership fields* in a group. You can then add these columns to your table.

**Warning**

You can also meet most of these requirements using groups. First, check whether you really need additional personal data fields, and be sure to read this [information](https://churchtools.academy/help/churchtools-module/weiteres-personen/0-db-felder/) beforehand. This article also includes instructions on how to create additional personal data fields.

## Save file

Once you've completed editing, you can **save** the spreadsheet by going to **File > Copy/Save As.../Save As...** as a CSV-UTF8 file, and your file will be ready for import. To learn how to import your data into ChurchTools, see our guide on [importing personal data](https://churchtools.academy/en/help/churchtools-modules/import-export-people-en/how-to-import-personal-data-from-a-file/).