The outcome
A reconciliation and exception report for an authorized reviewer—not an automatic import or eligibility decision. The workflow can be used with the tools you already have.
What you need
- An authorized export and a preserved original copy.
- The destination’s current import template and permitted values.
- The correct season and age-group rules, confirmed from an official source.
- A spreadsheet and a responsible reviewer. AI assistance is optional.
1. Preserve and count
Work on a dated copy. Record total source rows and unique stable player IDs. Do not delete a repeated name: two players can share a name, and one player can have multiple legitimate records.
2. Validate against the real template
Check required columns, date formats, accepted values and team mappings. Do not assume one system’s labels match another’s, and do not derive age groups from an unconfirmed cutoff.
3. Make exceptions visible
For every issue, record its source row, category, evidence and reviewer. Missing information stays missing until an authorized person resolves it. AI must not invent dates, contact details, gender or team assignments.
SYNTHETIC EXAMPLE Row 12 · Player DEMO-012 · Team mapping unknown → HOLD Row 23 · Player DEMO-023 · Required field missing → HOLD Rows 31/32 · ID DEMO-031 repeated → REVIEW, DO NOT AUTO-MERGE
4. Reconcile the output
Compare source rows, unique IDs, proposed output rows and held exceptions. Explain every difference. Ask a second authorized person to review the proposed file and exception ledger.
5. Import only after approval
Use the destination’s preview or test facility where available. Verify a small sample and resulting counts. This guide does not perform the import or grant permission to change records.
Put it to work
Download the prompt pack and checklist. The resource is a Markdown text file you can copy into your own approved workflow.