If your team does not use a team management system or has used another system, you can upload your roster by sending an Excel spreadsheet to us. For future seasons, The Registration process will collect all the personal data for you. (Excel is the only supported import option for non-swim Team Topia customers.)
» Note: If your team has used Team Manager or TeamUnify ➞ See our instructions for Team Manager - Team Roster & Time History Import (.mdb) or TeamUnify - Team Roster Import (.xlsx or .xls)
Covered in this Article:
- Create Your Team Roster Import
- Import Your File Into Your Team Site
- Time History & Best Times (for applicable teams)
- Viewing Imported Data & Exporting Roster
- What's Next...How do Parents Log In?
- Need Help?
Create Your Team Roster Import
➧ Step 1: Download the Roster Upload Template
First, download the following 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.
➧ Step 2: Complete your Roster Upload Spreadsheet
➞ Please do not change the names of any of the columns in the file
➞ Remove the 2 rows of example data for Pebbles Flintstone and Bam-Bam Rubble
➞ 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)
➞ Make sure the following fields are included on each row (these fields are required):
- 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 month
- yyyy is the 4-digit year
- Competition Category (or Gender), either "Female" or "Male"
➞ For each athlete, we prefer to have at least one parent name and email address if you have it (but we can complete the import if you don't have parent info). Make sure the following fields are included on each row:
- Parent 1 First Name
- Parent 1 Last Name
- Parent 1 Email
➞ 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
Import Your File Into Your Team Site
After you have exported your data, your next step is to import this data into your new SwimTopia site.
This is done from your Settings > Import Roster or Time History page as shown below.
➞ You can also reference the Import Roster or Time History article for instructions as needed.
Time History & 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 & Exporting 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 current 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 current season, but they don’t have to activate their accounts more than once.
See ➞ Creating New Accounts - How do Parents Log In? for more details.
If you have any questions about this format or the roster import process, here are our SwimTopia Support Options for assistance.
hcmanagesettings hcmanagesettingsimportrosterortimehistory hcexcelimport