Prepare File and Import Steps

➧ Prepare Your Data Imports (if not already done)

If you have not exported your roster or time history data from your previous software, select the option below that fits your scenario and then return to this page to import the data. 

➞ Team Manager - Team Roster & Time History Import (.mdb)

➞ TeamUnify - Team Roster Import (.xlsx or .xls) 

➞ Active SwimManager - Registration Import (.csv)

➞ Excel Spreadsheet - Team Roster Import (.xlsx/.xls/.csv)

(Excel is the only supported import option for non-swim Team Topia customers)

» Tip: Your files must have one of the file extensions listed above, but compressed files (.zip) of each file type are also accepted and suggested if larger than 20MB. 

Other than these options, the best way to get parent and athlete information into your account is through Registration. For future seasons, the registration process will collect all the personal data for you.

➧ Access and Permissions

After you have exported your team roster and/or time history data from your previous software, or used our Excel spreadsheet format to create your data import, your next step is to import this data into your new SwimTopia or Team Topia (non-swim) site.

Imports of your roster and time history is done from the Settings > Import Roster or Time History page as shown below.

The following designations determine who can import files on the Import Roster or Time History page:

• Site Admin (red badge): designated using "Make Admin" in the profile under the People tab
• Role Assignment: with all permissions, or permission to Manage > People AND Swim Meets (must have both), and Read or Manage > Organization Settings

➞ See the Adding New Admins article to learn how you can grant full or partial admin permissions to specific volunteers as needed. 

➧ Import Your Team Data

Step 1: Select Your File

Click the Choose File button to open the file system dialog OR drag your file onto the Choose File button. You will see the Start Import button turn orange.

» Tip: Team Manager .mdb files can take time to import when large (possibly 60 minutes). You can leave the page after starting the import to work on other tasks and check back later. The data will be viewable under your People and Schedule tabs, as well as in applicable Reports.

Step 2: Click on "Start Import"

• If errors display on file type or size, correct these issues and retry. ➞ See the File Upload Validations section.
• If the file requires your input, a Resolve Issues button will display in the table to access the information needed. ➞ See the Team and Season Resolutions section.

Step 3: Import Summary

If the file upload validations pass, the file will be listed in the table along with an "Imported" Status. This table lists the history of all imports performed through this page, allows you to review the Details of imports, and provides access to the uploaded files. 

» Note: Account activation emails are NOT generated from this process.

If these validations fail, an import task record will not be displayed in the import history table, and applicable errors will be displayed. See error resolution options below.

Data Validation and Errors

➧ Duplicate File Uploads

Uploading duplicate filenames will cancel any previous attempts at uploading the same file, however, some data may have been imported. We do not clear any data before importing a new file.

As long as athlete names, email and birthdates are the same in the new file, the roster information will merge. Otherwise, you will need to manually remove them from your roster (profile under your People page). 

➧ Duplicate Athletes

The following error means there's more than one athlete with the same DOB on the team, and the importer does not know which one to match to from the file. Merge the athletes in the team site, and then re-import the file. 

➧ File Type and Size Validations

After clicking Start Import, the file type and size are validated. If these validations fail, an import task record will not be displayed in the import history table, and applicable errors will display.

Invalid File Type

As stated, your files must have one of the following file extensions: .mdb, .xls, .xslx. or .zip. If your file has a .zip file extension, the zip file must contain one of the other extensions included.

File Size Limitation

The maximum file size is 20MB. Files larger than this size need to be compressed and uploaded as a .zip file.

➧ Team and Season Resolutions

During the import process, if the team and/or season is not known, you will be presented with an option to make this selection or cancel the import process at that point. 

Team Selection

If the team name and abbreviation do not match the organization OR if the .mdb file contains multiple teams, then the user will be presented with this resolution.

» Note: If the user wants to import multiple teams, they should upload the same file multiple times and select different team names each time. They must either name the files differently each time OR wait for previous imports to finish before starting a new one. ➞ See the Duplicate File Uploads section above.

Season Selection

➞ Active Roster: When importing an active roster from an Excel spreadsheet (our format or from TeamUnify), you can choose a season to add your roster. If your roster is for a season that does not appear in the list of options, you can add a new season by navigating to the Schedule > Seasons page.

➞ Historical Data (i.e., .mdb files):

If your import file includes rosters from past seasons, we will present options to import your data based on existing seasons in your site, or the most recent past season automatically created for new SwimTopia/Team Topia customers.

If you want to ensure the seasons are created with your preferred start and end timeframes, here are the steps to do this before importing your data.

➧ Step 1: Login and select Manage Team from your Welcome... menu

➧ Step 2: Under Schedule > Seasons, click to "+Add Season"

➧ Step 3: Fill out the fields (at least the required fields) and Save. 

➧ Step 4: Repeat these steps for each season in your import file before your active season, which was created automatically in your new site. 

» Note: The prompt provides a link to the Seasons page if you need to create or edit your seasons, but you will need to get back to this screen from the Settings > Import Roster or Time History path when you have updated your season.

➧ File Import Validation Errors

If any of these validation issues are encountered during the import process, you will need to resolve them outside of the system and then return to upload a corrected file. You can click to view the details about the error from the import table.

➞ Missing Tables (.mdb files)

When the wrong file is exported from Team Manager the resulting .mdb file will be missing tables. An error will display with a prompt to review the export instructions before trying again.

➞ Missing Results (.mdb files)

When a .mdb file has no results in the results table, an error page displays.

➞ Unparsable file (Excel files)

When an unparsable file is exported (like they renamed a file extension or the file has been corrupted), an error will display.

➞ Workbook Contains Multiple Sheets (Excel files)

The workbook, if exported properly, should only contain one sheet.

➞ Missing Required Columns (Excel files)

In the following example, the error message displays the three required columns with the available aliases. Having any one of the aliases is sufficient.

In this example, one of the fields must have data to import your members correctly.