Bulk Importing Athletes

Bulk Importing Athletes

Efficiently add multiple athletes to your roster using Excel (.xlsx), CSV (.csv), or HY3 (.hy3) files. This feature is perfect for teams with large rosters or when transferring data from other systems like Hy-Tek Team Manager.

Getting Started

Access the Import Feature

1. Navigate to your team's Athletes page
2. Click the menu button (three dots) in the top right
3. Select "Import from file" from the dropdown menu

Supported File Formats

• Excel (.xlsx): Recommended format with full feature support
• CSV (.csv): Basic text format, widely compatible
• HY3 (.hy3): Hy-Tek Team Manager export format for seamless migration

File Preparation

Using the Template

For best results, start with the official template:

1. From the Athletes page menu, click "Export as XLSX"
2. This downloads a template with the correct column structure
3. Delete any existing data (keep the headers)
4. Add your athlete information

Required Columns

Your file must include these columns:

• firstname: Athlete's legal first name
• lastname: Athlete's legal last name
• gender: "Male" or "Female" (case sensitive)

Optional Columns

Include any of these additional fields:

• middlename: Middle name or initial
• preferredfirstname: Nickname or preferred name
• dateofbirth: Format as YYYY-MM-DD (e.g., "2008-03-15")
• grade: Numeric grade level (9, 10, 11, 12 for high school)
• division: Division name (must match existing divisions)
• notes: Internal notes about the athlete
• isinactive: TRUE/FALSE for inactive status

Note: USS Number is automatically generated and cannot be imported - it's created from the athlete's name and birth date.

Column Name Requirements

• Column headers must be lowercase
• Use exact spelling as shown above
• No spaces in column names
• Remove any extra columns not listed

Importing from Hy-Tek Team Manager (HY3 Format)

If you're migrating from Hy-Tek Team Manager 8.0, you can directly import your athlete roster using the HY3 export format.

Exporting from Team Manager 8.0

1. In Team Manager, go to File > Export > Athletes/Teams
2. Select Drive and Directory for export location
3. Optional: Set filters for Gender, Team, Group, etc. if you want to export specific athletes
4. Choose options under Athlete Export Options:
   • ✅ Include Contact Information (TFTM)
   • ✅ Include Full Coaches Information (TFTM)
   • ✅ Include Contact & Group Information (SWTM)
5. Click OK
6. A window will show the number of athletes exported and the export location

Importing the HY3 File

1. Locate the exported .hy3 file from Team Manager
2. In HuddleSwim, navigate to your team's Athletes page
3. Click the menu button (three dots) and select "Import from file"
4. Choose your .hy3 file
5. Click Import

What Gets Imported from HY3

The system automatically extracts and imports:

• Names: First name, last name, middle initial, and nickname/preferred name
• Demographics: Gender and birth date
• School Information: Grade level (if available)
• Status: Active/inactive status

HY3 Import Notes

• Automatic Processing: No file preparation needed - the system handles HY3 format automatically
• Data Mapping: Team Manager data is automatically converted to HuddleSwim format
• Validation: All imported data is validated against HuddleSwim requirements
• Error Handling: Invalid or missing data is flagged with clear error messages

Data Formatting Guidelines

Names

• Use proper capitalization (first letter uppercase)
• Avoid special characters when possible
• Be consistent with naming conventions

Dates

• Excel: Use date format (Excel will convert automatically)
• CSV: Use YYYY-MM-DD format
• Example: March 15, 2008 = "2008-03-15"

Gender

• Must be exactly "Male" or "Female"
• Case sensitive - capitalize the first letter
• No abbreviations (M/F will cause errors)

Grades

• Use numeric values only: 9, 10, 11, 12
• Leave blank for club teams if not applicable

Divisions

• Division name must match exactly with existing divisions
• Create divisions first if they don't exist
• Leave blank if no division assignment needed

Import Process

Step 1: Prepare Your File

1. Open Excel or your preferred spreadsheet program
2. Create or use the downloaded template
3. Add athlete data following the formatting guidelines
4. Save the file as .xlsx or .csv

Step 2: Upload the File

1. Click "Import from file" in the Athletes menu
2. Click "Choose File" and select your prepared file (.xlsx, .csv, or .hy3)
3. Review the file format requirements shown in the dialog
4. Click "Import" to begin processing

Step 3: Import Processing

The system will:

1. Validate Data: Check all required fields and formatting
2. Check for Duplicates: Compare with existing athletes
3. Division Matching: Match division names to existing divisions
4. Error Reporting: Display any issues found

Step 4: Review Results

After processing, you'll see:

• Success Message: Number of athletes imported
• Error Report: Any issues that prevented import
• Updated Roster: New athletes appear in your athletes list

Import Behavior

New Athletes (No ID Column)

When your file doesn't include an ID column:

• All rows create new athlete records
• System generates unique IDs automatically
• Athletes are added to your team roster

Updating Existing Athletes (With ID Column)

When your file includes an ID column:

• Matching IDs update existing athlete records
• Non-matching IDs are ignored (safety feature)
• Only athletes from your team/organization can be updated

Data Validation

The system checks:

• Required Fields: firstname, lastname, gender must be present
• Data Types: Grades must be numbers, dates must be valid
• Permissions: You can only import to your own team
• Duplicates: Prevents creating duplicate athletes

Common Issues and Solutions

File Format Errors

Problem: "Invalid file format" error

• Solution: Save as .xlsx, .csv, or .hy3 format
• Check: File extension matches the format
• Tip: Use "Save As" and explicitly choose the format
• HY3 Note: Ensure the file was exported from Team Manager, not manually created

Column Header Errors

Problem: Required columns not found

• Solution: Use exact column names (lowercase)
• Check: firstname, lastname, gender columns present
• Fix: Rename columns to match requirements exactly

Data Validation Errors

Problem: Athletes not importing due to validation errors

• Solution: Fix data formatting issues
• Common Issues:
  • Gender not "Male" or "Female"
  • Invalid date formats
  • Non-numeric grades
  • Missing required fields

Division Not Found

Problem: Division name doesn't match existing divisions

• Solution: Create division first or fix spelling
• Check: Go to Settings → Divisions to see existing names
• Fix: Use exact division name including capitalization

Permission Errors

Problem: Cannot update athlete with existing ID

• Solution: Verify athlete belongs to your team/organization
• Cause: Attempting to update athletes from other teams
• Fix: Remove ID column to create new athletes instead

HY3 Import Issues

Problem: HY3 file not importing correctly

• Solution: Verify the file was exported from Team Manager 8.0
• Check: File contains D1 (athlete) records
• Common Causes:
  • File exported with no athletes selected
  • Export filters excluded all athletes
  • File corrupted during transfer

Problem: Missing athlete data after HY3 import

• Solution: Check Team Manager export settings
• Fix: Re-export with "Include Contact Information" enabled
• Note: Some fields may not be available depending on Team Manager version

Problem: Birth dates showing incorrectly

• Solution: Verify dates in Team Manager before export
• Check: Team Manager athlete records have valid birth dates
• Note: Invalid dates are set to January 1, 2000 as a fallback

Advanced Features

Bulk Updates

To update existing athletes:

1. Export current roster using "Export as XLSX"
2. Modify the data while keeping the ID column
3. Re-import the file to update existing records
4. Athletes without changes remain unchanged

Mixed Operations

You can combine new and updated athletes:

• Include ID column for athletes to update
• Leave ID blank for new athletes to create
• System handles both operations in the same import

Large Files

For very large rosters:

• Files with 1000+ athletes are supported
• Processing may take several minutes
• Don't close the browser during import
• Consider breaking into smaller batches if needed

Best Practices

File Preparation

• Start with the exported template
• Keep a backup copy of your original data
• Test with a small sample first
• Verify all required information is complete

Data Quality

• Use consistent naming conventions
• Double-check dates and grades
• Verify division names match exactly
• Clean up any extra spaces or special characters

Import Strategy

• Import during off-peak hours for large files
• Create divisions before importing if needed
• Test import process with a few athletes first
• Have someone review the imported data

Error Prevention

• Follow the exact column naming requirements
• Use the proper date format
• Ensure gender values are exactly "Male" or "Female"
• Verify file is saved in correct format

Integration with Other Features

Meet Entries

• Imported athletes are immediately available for meet entries
• Division assignments affect event eligibility
• Active status determines availability for selection
• USS Numbers are automatically generated for meet exports

Team Manager Migration

• Seamless Transition: HY3 imports preserve athlete data structure
• Meet History: Consider exporting meet results separately if needed
• Data Integrity: All imported athletes maintain their original information
• Continued Workflow: Athletes are immediately ready for HuddleSwim meet management

Results Tracking

• Athlete names should match result file formats
• Consistent naming helps with automatic result matching
• Historical data can be associated after import

Team Management

• Imported athletes inherit team settings
• Organization permissions apply automatically
• Coach access rights are preserved