Once you've set up your records book, you can add records to your record book in two ways:
- Manually adding records
- Searching meets for records
To add records, go to Manage Team > Schedule > Record Books, then select the record book you'd like to add records to.
Manually adding records
If your team has records that are not attached to a past meet within your SwimTopia site, you will need to manually add these records. (Note: We are considering file import support in a future release of this feature).
To manually add a record, click on the "+ Add Record" link in the grey box on the right side of the event in the record book.
This will bring up a window to set the date, record time, pool length, record holder, etc. The Date can be just the year or as precise as the exact day. The official time will automatically format the input and will be displayed on the record book as the converted time if it is a record from a different pool length with a * icon next to it. If the record was set to the current season, a star icon will appear next to the date on the display.
If the record needs to be adjusted, just click on the pencil icon next to the time. If a record needs to be removed, there is a trash icon in the edit window at the bottom.
Searching meets for records
To have the system search the swim history of the team database, just click the "Find New Records" button on the top left side of the record book, under the record book summary.
The layout for finding new records consists of three options: All Dates, Selected Season, and Custom Date Range.
All Dates will find meets from the entire history of the swim team.
Selected Season will find meets from the season selected.
Custom Date Range will find meets between the start and end time specified by you.
You can also choose either All Meets, Home Meets, Away Meets, or select particular meets to be included in the search for records.
When picking meets, the list will show the date, name, and course of the meet. Depending on the record book settings, some meets will not be available to add.
Once the meets have been chosen, click "Find," and a list of eligible records will appear, with the option to add them to your record book or exclude them. To add a record, you can click the "Add" button for each record or the "Add All Records" button at the bottom of the list.
How to tell the difference between records added via search or manually entered...
If a record shows up that you do not want to add to the record book, and you do not want it to appear in any future search results for that record book, click the "Exclude" button when that record shows up in the list of found records. The record will be excluded and listed in the Exclusions tab at the top of the record book.
If you change your mind and want to allow the record to be part of the record book, find the record in the Exclusions tab, then click the pencil icon on the exclusion and delete it with the trash icon. This will clear the exclusion and add the record to the book if all records were added in the automatic finding process.