Time History Import (via results files) or Manually Add Best Times

➧ Time History - Meet Results File Import

If you have individual meet’s Meet Results files, you can import those into your SwimTopia site to get historical times.

1. Add a Season containing the date of the meet you want to add
2. Create a meet in Schedule > Add Swim Meet… > New (Empty) Swim Meet
3. Set the correct Meet Name, Date, Age-up date, and Course for the meet you have a results file for (the results import will create the meet events and add any athletes not already on your roster) and save the meet
4. Go to that meet’s Results > Import tab, add the meet results file and upload it
5. Repeat this process for any other meet
6. As a final step, go to the Meet Setup > Events subtab on one of the meets, click on the Actions button then select Save As Meet Template (this will create a Meet Template you can apply to future meets as needed).

» Note to New Customers: If you want to import athletes through a results file, you need to create a season that ends before the date you are performing the import, so the athletes will not be considered active and not paid (for the SwimTopia Per-Athlete Fee Collection – FAQs) during your billing period. The season end date can still be updated if you have already uploaded the file.

➧ Best Times - Manual Entry

If you just want to capture your athletes’ best times, here's how:

1. Log into your SwimTopia admin account
2. Go to Schedule
3. If you have an event file you can upload to quickly add all of your events, choose the Add Swim Meet button and then Import Meet Event File.
4. If you do not have an event file you can add events manually, choose to Add Swim Meet > New (Empty) Swim Meet then Meet Setup > Events > Add Event button.
5. Enter basic meet information since this is a meet you are creating in order to store best times for seeding purposes. Hide this meet from your public calendar.
6. Under Meet Setup > Entry Rules, be sure to check the box to Allow meet results to be edited after meet is completed and SAVE when finished.
7. Enter the times under Results > Edit and be sure to SAVE when done. This will allow those times to be used as seed times for future meets.
8. As a final step, go to the Meet Setup > Events subtab, click on the Actions button then select Save As Meet Template (this will create a Meet Template you can apply to future meets as needed).

➞ See our help article on Entering and Editing Meet Results for reference.

➧ Do you need to import your Team Roster?

If you have not exported your roster from your previous software, select the option below that fits your scenario and then return to this page to import the data. 

➞ Team Manager - Team Roster & Time History Import (.mdb)

➞ TeamUnify - Team Roster Import (.xlsx or .xls) 

➞ Active SwimManager - Registration Import (.csv)

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

(Excel is the only supported import option for non-swim Team Topia customers)

» Tip: Your files must have one of the file extensions listed above, but compressed files (.zip) of each file type are also accepted and suggested if larger than 20MB. 

Other than these options, the best way to get parent and athlete information into your account is through Registration. For future seasons, the registration process will collect all the personal data for you.