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Excel Spreadsheet - Roster Import (.xlsx/.xls/.csv)

Paige Hansen
  • Updated

If your team does not use a team management system or has used another system (i.e., Swimmingly), you can upload your roster using an Excel spreadsheet template we've provided. 

» Note: If you have data from Team Manager, TeamUnify, or Active SwimManager, you can find the specific import instructions for those systems here ➞ Data Imports - Team Roster and Time History. Team Topia (non-swim) customers must use the Excel import format.

Covered in this Article:

➧ Create and Import Your Team Roster File

➧ Additional Topics

Create and Import Your Team Roster File

➧ Download the roster upload template

Click to download the roster upload template: roster-upload-template.xls

» Tip: You can open this .xls file in a spreadsheet tool such as Microsoft Excel or Google Sheets to make it easier to enter the information.

➧ Complete your roster upload spreadsheet

Instructions:

  1. Do not change the names of any of the columns in the file.

  2. Remove the 2 rows of example data for Pebbles Flintstone and Bam-Bam Rubble

  3. Add 1 row per athlete on your team. (For families with more than 1 athlete, please repeat the parent information on each row. This will not result in duplicate data).

  4. Required Athlete Fields - Make sure the following fields are included on each row:

    Athlete First Name
    Athlete Last Name

    Birthday (required for non-school teams only) in mm/dd/yyyy format, where

    • mm is the 2-digit month
    • dd is the 2-digit day of the month
    • yyyy is the 4-digit year
    Competition Category (or Gender), either "Female" or "Male"

  5. Parent Fields - We prefer to have at least one parent's name and email address if you have it (but we can complete the import if you don't have parent info):

Parent 1 First Name
Parent 1 Last Name
Parent 1 Email

6.    All other fields are optional, including:

Preferred Name nickname or other name used in place of the legal/full Athlete First Name
Athlete MI athlete middle initial
Athlete Registration Number should be a team-assigned ID (i.e., USA Swimming ID, DL#), if the team uses these numbers

➧ 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 SwimTopia/Team Topia 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 in your new site.

SCHEDULE-SEASON-ADD_SEASON.png

➧ Import the spreadsheet into your SwimTopia site

After you have exported your 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 (for applicable teams)

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 members 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 hcexcelimport

 

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