SwimTopia supports the upload of multiple file types to ensure your meet runs smoothly when you want to use Meet Maestro, but the competing team does not use SwimTopia, any software, or if your team is using another system for your entries.
» Note: If all competing teams are using a SwimTopia team site to enter athletes into events, see ➞ SwimTopia Meet Entries – Ready to Merge
Covered in this Article:
➧ File Specifics
- Supported File Types & Formats
- Who Can Upload Files
- Entries From Visiting Teams
- Heat/Lane Assignments
➧ Upload Process
- How To Upload Files
- More Than Two Teams Competing
- Upload Errors
- Next Steps - Change Merge Status and Merge Meet
Supported File Types & Formats
➧ Types of Files Supported
- Meet Entries File
- Merge Entries File
- Roster File - helpful for deckadd when the opposing team does not use any software.
- Advancers File - helpful for finals meets
➧ File Formats Supported
- .hy3 (Hy-Tek proprietary)
- .sd3 (SDIF - Swimmingly, TeamUnify)
- .zip file (containing a .hy3 or .sd3)
Who Can Upload Files
Either team (home/visitor) with access to the SwimTopia meet can technically upload entries files. The team that merges the meet (typically designated as home) will import the following into Meet Maestro:
- All entries from meets created in a SwimTopia site linked to their meet
- Any uploaded files for teams that do not have entries created in a SwimTopia account
Entries From Visiting Teams
➧ Entries from Teams Without a SwimTopia Subscription or Meet Software
Teams without a SwimTopia account who are invited to a swim meet will submit their meet entries to the meet host via a meet entries or merge entries file.
- Visiting team manually times (No Meet Software): As stated above, a roster file can be uploaded to create athletes in the meet. If the visiting team does not have a roster file, the meet host can manually create teams and athletes to Meet Maestro after the merge step creates the meet. See ➞ Meet Maestro Settings - Teams
➧ Entries from Teams With a SwimTopia Subscription
How entries are managed for the teams that are not merging the meet (typically visiting teams), relates to whether they have entered athletes into events on their SwimTopia meet:
- If a linked team has meet entries on their SwimTopia site, those entries will be merged into the meet by default.
- If teams that use SwimTopia want to use an entries file instead, they should ensure there are no athlete entries in their Meet Setup > Entries table, and that the team abbreviation in the uploaded file matches the abbreviation on their account under Settings > Team Information. OR the alternative option is to make two copies of the meet -- one for entries in SwimTopia and another without SwimTopia entries to import a merge entries file into.
» Note: If a team that is not merging the meet uploads a file with entries (whether for one team or multiple teams), all the teams show up, but any team with an abbreviation that does not match the visiting team show up with a warning indicating the non-matching uploads are being ignored, as seen here:
Heat/Lane Assignments
- The file must be HY3 and not SD3 format because SD3 does not include heat/lane information for meet entries
- As stated, if uploading an entries file for your own team (matched based on team abbreviation), and you also have meet entries for that meet created in SwimTopia -- the SwimTopia entries will be used and the uploaded entries will be ignored. See above for how to use the file instead.
How To Upload Files
Click the Upload File button (bottom right).
Choose the file to upload.
Example of multiple file types uploaded:
More Than Two Teams Competing
You can repeat this process for each team if competing against multiple teams in a meet, or upload a Merge Entries File containing all teams. Any time you upload a file with multiple teams (i.e. Merge Entries, Advancers), the Upload Confirmation pop-up window lists each team separately with the athletes, entries, and relay totals for each team
On the merge/export page, each team is listed separately:
» Note: Both of these teams are linked to the same entries file. However, each team can be deleted independently. Thus, it would be possible to upload a file with entries for multiple teams, then delete the teams you don’t want to import.
Upload Errors
If you receive an error when attempting to upload the file, it is likely due to either the file not being a supported entries file or mismatched events between your meet and an uploaded file. Ask the visiting team to correct their file or edit your events as necessary. The best way to ensure events are in sync is to download your events file from Meet Setup > Events to send to teams.
Next Steps - Change Merge Status and Merge Meet
After you have uploaded the entries file(s), you will need to follow the steps to ensure each team is marked as "Ready" and then merge the meet entries. See ➞ SwimTopia Meet Entries – Ready to Merge
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