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Active Swim Manager - Roster Import (.csv)

Paige Hansen
  • Updated

You can import your team's roster into your SwimTopia website using the Registration report from your existing Active Swim Manager database.

» Note: If you have data from Team Manager, TeamUnify, or you are using our Team Topia product, you can find the specific import instructions for those systems here ➞ Data Imports - Team Roster and Time History

Covered in this Article:

➧ Import Your Team Roster

➧ Additional Topics

 

Import Your Team Roster

➧ Export the Registration Report from Swim Manager

  • From the Reports tab in your Active Swim Manager, navigate to the Registrations Report.
  • The settings for the report should be: Cancelled “Not Including”
  • The report should be saved/exported as “CSV (comma delimited)”
REGISTRATIONS_REPORT-EXPORT.png

» Note: You are using the Registration report in Swim Manager to export your roster versus the Roster report, because SwimTopia requires the athlete's date of birth, which is not available in the Roster report.

➧ Exporting/Importing files for each program separately

If you experience a time-out when attempting to export all of your programs (seasons, clinics etc.) at one time, we suggest exporting each program separately from Swim Manager, and then importing each file into your SwimTopia site separately.

 

➧ Historical Roster Imports: Ensure all seasons are created in SwimTopia before importing data

(If you are only importing active season athletes, you can skip this step)

If your import file includes rosters from past seasons, we will present options to import your data based on existing seasons in your site, or the most recent past season automatically created for new customers.

If you want to ensure the seasons are created with your preferred start and end timeframes, here are the steps to do this before importing your data.

➧ Step 1: Login and select Manage Team from your Welcome... menu

➧ Step 2: Under Schedule > Seasons, click to "+Add Season"

➧ Step 3: Fill out the fields (at least the required fields) and Save. 

➧ Step 4: Repeat these steps for each season in your import file before your active season, which was created automatically with your new site.

SCHEDULE-SEASON-ADD_SEASON.png

➧ Import the file into your SwimTopia site

After you have exported your registration data, and created your historical seasons (if applicable), your next step is to import this data into your new SwimTopia site.

This is done from the Manage Team admin console under the Settings > Import Roster or Time History page as shown below.

Settings.png
Import_Team_Data-NEW9.4.25.png

➞ Reference the Import Roster or Time History article for additional instructions.

 

Additional Topics

➧ Time History and Best Times 

We plan to add support for importing time history from Active Swim Manager in a future release. These instructions will be updated.

In the meantime, if you have individual Meet Results files you can import those into your site to get historical times. If you just want to capture your athletes’ best times, you can do that as well.

➞ See Time History Import (via results files) or Manually Add Best Times for step-by-step instructions.

➧ Viewing Imported Data and Exporting Your 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 through the registration process. Regardless of whether you imported a past or active 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 active season, but they don’t have to activate their accounts more than once.

➞ See our article on Creating New Accounts - How do Parents Log In? for more details.

➧ Need Help?

If you have any questions about this format or the roster import process, here are our SwimTopia Support Options for assistance.

hcmanagesettings hcmanagesettingsimportrosterortimehistory

 

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