» Note: You must export your data in a supported format first. If you need to export your data ➞ See the Prepare Your Data Imports section below.
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.
This is done from the Settings > Import Roster or Time History page as shown below.
Covered in this Article:
- Prepare Your Data Imports
- Access Permissions
- Import Your Team Data
- Duplicate File Uploads
- File Type and Size Validations
- Team and Season Resolutions
- File Import Validation Errors
- Viewing Imported Data & Exporting Roster
- What's Next...How do Parents Log In?
- Need Help?
Prepare Your Data Imports
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.
(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 5MB.
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.
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: 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 the Start Import button.
- 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: 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.
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 from their profile under your People page.
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 5MB. 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
When importing a Current Roster from an Excel spreadsheet (our format or from TeamUnify), you will have the option to choose a season to which you would like 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.
If you are importing Historical Data (i.e., .mdb files), we automatically create the relevant seasons based on the data in the file.
» 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.
Viewing Imported Data & Exporting Roster
After your data is imported ➞ See our tutorial on Viewing your Team Roster and History.
To export your roster from your team site ➞ See our Exporting Athlete/Team Roster Report article.
What's Next...How do Parents Log In?
Your parents create their accounts thru the registration process. Regardless of whether you imported a past or current season roster, we suggest that you create a registration form and invite your parents to register so they can activate their accounts by setting a password.
This can be a simple form for collecting contact information or you can use all sections of the form as needed. Each season they register to be affiliated with the current season, but they don’t have to activate their accounts more than once.
See ➞ Creating Accounts - How do Parents Log In? for more details.
If you have any questions about this format or the roster import process, ➞ See our SwimTopia Support Options for assistance.
If you have tried and cannot get your file imported, or you are coming from Team Manager and need to load a current roster, you are welcome to follow an alternate process for assistance.
- Go to Settings > Uploaded Files
- Click Add File and choose the export file you just created and click Save
- Submit a support request to notify us that there is a file waiting that needs importing and that you are having issues doing this yourself. If you can explain the issue you are experiencing (screenshot of error etc.), that would be helpful. Please let us know your team name AND if this is a past roster (historical) or if it's a current roster (active in this current season).
» Note: We are happy to help load your file, but this could take 24-48 business hours (M-F 9am-6pm) based on our queue of requests. These requests do have a higher priority.
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