SwimTopia Meet Entries - Upload/Import Files (Entries, Rosters, Advancers)

» 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 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: 

➧ Entries from Teams Using different software (Hy-Tek, Swimmingly...)

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.

➧ Entries from Teams Without Meet Software (Manually Time)

The most streamlined approach is to seed your own team first, then manually add the visiting team and swimmers directly into Meet Maestro. 

Here is your game plan:

1. Merge Your Team First: In SwimTopia, complete your own team's entries. Go to the Merge/Export tab, turn on Lock out all entry changes, set your team to Ready to Merge, and click Build Maestro Meet.
2. Add the Visiting Team: Once Meet Maestro launches, click the Gear icon (Settings) in the top right corner, click Teams on the left menu, and ensure the visiting team is listed. See ➞ Meet Maestro Settings - Teams 
3. Add the Athletes & Entries: * Go to Athletes on the left menu and click the Add Athlete button.
   • Enter the swimmer's name, gender, age/birthdate, and select the visiting team from the dropdown.
   • Right from that same screen, you can check the boxes for the events they are swimming and type in their entry/seed times directly from your Google Sheet.
   • Alternative Option: You can also go straight to the event grid view, click Add Entry in an empty lane (or use Actions > Add Heat if you need an extra heat), and select or create the athlete on the spot.

If manual entry sounds like too much of a chore (especially for a larger visiting team), you can pass the baton back to them! They can sign up for a SwimTopia Free Trial. 

They can quickly enter their roster and entries for just this meet on their trial site and export an .hy3 file from the meets' Mere/Export > Downloads tab to email to you. You can then upload that file directly into your SwimTopia meet on the Merge/Export tab before you merge. 

It’s a great way for them to test-drive the system, and it completely saves you the data entry duty! They just might fall in love with the simple life!

Heat/Lane Assignments

1. The file must be HY3 and not SD3 format because SD3 does not include heat/lane information for meet entries
2. 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

hcmanagescheduleswimmeetentriesmergeexport