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Import Team Roster & Time History (Active/Hy-Tek)

Paige Hansen
  • Updated

If you can extract the data, we can import team rosters and time history files from your existing Team Manager / Meet Manager database into your SwimTopia website.

If you don’t have access to this information, don’t worry. It’s not important or even that valuable to have last season’s parent and athlete information without the time history. The SwimTopia Registration process will collect all the personal data for you.

>>Note: If you are coming from being a Team Unify customer ➞ See our instructions about how to Import Team Roster & Time History (TeamUnify). Or you can use our Excel spreadsheet format if you would prefer ➞ See Import Team Roster (Excel spreadsheet).

 

Covered in this Article:

Team Roster & Time History Export

It is useful to have a complete time history for each swimmer, as well as a record of the seasons each swimmer has been affiliated with the team. This is best exported from Hy-Tek Team Manager. If your team does not have a current Hy-Tek Team Manager database, please contact us for additional assistance to get your time history loaded into SwimTopia.
 
In Hy-Tek Team Manager, the roster and time history are exported as follows:
 
1. From the File menu, go to Export > Generic MS Access
 
tm_export_screenshot.jpg
 
2.  Be sure to select the option to export athlete information, individual and relay results and click OK to save the file. The file name should end in ".mdb".
 
tm_export_screenshot_2.png
 
3.  The resulting file will begin with "GenericData" and end with ".mdb".  E.g., "GenericDataMosasaurs.mdb". If the name doesn't resemble that, double check the steps above to make sure you are performing an export.
 
Now you're ready to upload the file to your SwimTopia site.
 

Upload the File

Our support site (ZenDesk) limits attachments to tickets at 1MB. Instead of attaching your Team Manager roster export, or any other large files to a support ticket, please upload them to your site as follows:

  1. Go to Manage Team > Settings > Uploaded Files
  2. Click Add File and choose the export file you just created on your local hard drive
  3. Click Save
  4. Send an email to help@swimtopia.com to notify us that there is a file waiting that needs importing (we are not automatically notified when you upload files to this area and these files are not automatically imported)

>>Tip: This is a good place to upload and store any other files that you need to reference from your website. Once you have uploaded the file, right-click on the file name and copy the link to your clipboard, and use the link in any text areas to create a link so that your users can download the file.

 
➧ Turnaround Time

Turnaround time for uploading new team roster files is usually 24 business hours M-F, unless there are issues to be resolved. (business hours are from 9AM-6PM CST)

 

Viewing Imported Data & Exporting Roster

If your data is already imported ➞ See our tutorial on Viewing your Team Roster and History.

To export your roster ➞ See our Exporting Athlete/Team Roster Report article.

 

Need Help?

If you have any questions about this format or the roster import process, please reach out to help@swimtopia.com for assistance.

 

 

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