Exporting Seed Files and Data

Learn how to export meet seed files and data from Huddleswim in standard swimming industry formats. Export capabilities include SDIF files for official submissions and HY3 files for HyTek Meet Manager integration.

Understanding Export Formats

What Are Seed Files?

Seed files contain:

Meet Entry Data: Athlete entries for each event
Seeding Information: Athlete times and lane/heat assignments
Team Information: Team rosters and contact details
Event Details: Meet schedule and event configurations
Relay Teams: Relay compositions and swimming orders

Why Export Seed Files?

Export functionality enables:

Meet Management Integration: Import into HyTek Meet Manager
Official Submissions: Submit entries to meet directors
Data Exchange: Share entries with other teams or systems
Backup and Archive: Maintain records of meet entries
Championship Qualification: Submit times for championship meets

Supported Export Formats

SDIF Format (SD3)

Swimming Data Interchange Format:

Industry Standard: Official USA Swimming format
Comprehensive: Complete meet and athlete data
Championship Use: Required for many championship meets
Official Submissions: USA Swimming and LSC submissions
File Extension: .sd3

SDIF File Contains:

Team information
Meet details and venue information
Individual event entries with seed times
Relay team compositions and entries
Athlete registration and demographic data

HY3 Format

HyTek Meet Manager Format:

Meet Software Integration: Direct import into HyTek systems
Seed File Standard: Standard for meet entry files
Widely Supported: Compatible with most meet management software
File Extension: .hy3

HY3 File Contains:

Team rosters and contact information
Meet entries by event and athlete
Seed times and course designations
Relay team information and swimming orders
Event scheduling and meet configuration data

Export Process

Accessing Export Functions

From Meet Events Page

Navigate to Meet: Go to your meet detail page
Events Tab: Click on the "Events" tab
Export Buttons: Look for export options in the toolbar
Select Format: Choose SDIF or HY3 export

Export Button Locations

Events Page Toolbar:

Export SDIF: Download SD3 format file
Export HY3: Download HY3 format file (when available)
Additional Options: May include custom export formats

SDIF Export Process

Step 1: Initiate Export

Click Export SDIF: From the meet events page
Processing: System generates the file automatically
Download: File downloads immediately upon completion
File Name: Typically named meet-export.sd3

Step 2: File Contents

The exported SDIF file includes:

Header Information:

File creation date and software identification
Meet name, dates, and location information
Course type and pool configuration
Team details

Team Data:

Team name and abbreviation
Contact information and addresses
Coach names and phone numbers
Registration codes and affiliations

Athlete Entries:

Individual event entries with seed times
Athlete demographics and age group information
Entry types (scoring, exhibition, alternate)
Heat and lane assignments when available

Relay Information:

Relay team designations (A, B, C teams)
Swimming order for each relay team
Individual swimmer information and splits
Relay seed times and course codes

HY3 Export Process

Step 1: Access HY3 Export

Direct URL Access: /api/hy3/[meetId]
Browser Download: File downloads automatically
File Processing: System generates HY3 format data
Compatible Format: Ready for HyTek Meet Manager import

Step 2: HY3 File Structure

The exported HY3 file contains:

File Header (A1 Record):

File identification and creation information
Software vendor and version details
Team name and file description
Date and time stamps

Meet Information (B1/B2 Records):

Meet name, dates, and location
Course configuration and pool details
Meet type and competition level
Altitude and facility information

Team Data (C1/C2 Records):

Team names and abbreviations
Address and contact information
Coach names and registrations
LSC and registration codes

Athlete Information (D1 Records):

Complete athlete demographics
Birth dates and age calculations
Gender and classification codes
Team affiliations and status

Individual Events (E1 Records):

Event entries for each athlete
Seed times in multiple course formats
Entry types and classifications
Event numbers and descriptions

Relay Events (F1/F3 Records):

Relay team compositions
Swimming order and leg assignments
Individual swimmer identifications
Relay seed times and courses

Export Data Requirements

Prerequisites for Export

Meet Setup Requirements

Complete Meet Information:

Meet name, dates, and location properly configured
Venue address and contact details entered
Course type and lane configuration set
Meet director and host team information

Team Configuration:

Team name and abbreviation set
Complete address and contact information
Coach names and phone numbers entered
Registration codes and LSC affiliations configured

Athlete and Event Requirements

Athlete Data Completeness:

Complete athlete names (first, last, preferred)
Birth dates for age calculation
Gender designation for proper event assignment
Team affiliation and active status

Event Seeding Requirements:

Events created with proper distance/stroke combinations
Athletes entered in events with entry types
Seed times entered where available
Heat and lane assignments completed (optional)

Relay Team Setup:

Relay teams created with proper designations
Four swimmers assigned to each relay team
Swimming order (legs 1-4) properly configured
Relay seed times entered when available

Data Validation

Automatic Validation

The export process automatically validates:

Required Fields:

Essential meet and team information
Complete athlete names and demographics
Valid event configurations
Proper relay team compositions

Data Consistency:

Age calculations from birth dates
Gender matching for events
Course code consistency
Time format validation

Format Compliance:

SDIF/HY3 format specifications
Field length requirements
Character encoding standards
Record structure validation

Export Quality Checks

Before Export Completion:

Verify all required data is present
Check for invalid or missing information
Validate time formats and course codes
Confirm relay team completeness

Export File Management

File Download and Handling

Download Process

Automatic Download:

Files download immediately upon generation
Browser handles file saving automatically
Default file names based on format and meet
No user interaction required for basic export

File Locations:

Downloads folder (default browser setting)
Can be saved to specific locations
File names: meet-export.sd3 or similar
Date stamps may be included in file names

File Verification

After Download:

Verify file size is reasonable (not 0 bytes)
Check file can be opened in text editor
Validate essential information is present
Test import in target software when possible

File Usage and Distribution

Internal Team Use

Team Management:

Backup of meet entry data
Historical record keeping
Internal team documentation
Coach and athlete reference

Meet Preparation:

Verify entry accuracy before submission
Review athlete assignments and entries
Check relay team compositions
Confirm seed times and classifications

External Distribution

Meet Director Submission:

Submit SDIF files for championship meets
Provide entry files by deadline requirements
Include required documentation and fees
Follow specific meet entry procedures

Software Integration:

Import HY3 files into HyTek Meet Manager
Load data into other meet management systems
Share with other teams
Integrate with timing system software

Common Export Scenarios

Championship Meet Entries

USA Swimming Championships

Requirements:

SDIF format files required
Complete athlete registration data
Qualifying times and time standards
Proper LSC and team affiliations

Process:

Complete all athlete entries and seeding
Verify all required information is present
Export SDIF file with complete data
Submit by meet deadline with entry fees
Confirm receipt and review for accuracy

High School Championships

Typical Requirements:

State-specific file formats (often SDIF)
Team and athlete eligibility verification
Academic eligibility documentation
Entry deadline compliance

Preparation Steps:

Verify all swimmers meet eligibility requirements
Complete event entries with qualifying times
Export appropriate file format
Submit with required documentation
Coordinate with school administration

Meet Management Integration

HyTek Meet Manager Import

Preparation:

Export HY3 file from Huddleswim
Verify file contains all necessary data
Check relay team compositions
Validate athlete and event information

Import Process:

Open HyTek Meet Manager
Create new meet or open existing meet
Import HY3 file using File → Import menu
Review imported data for accuracy
Make any necessary corrections

Other Software Systems

General Compatibility:

Most systems accept SDIF format files
HY3 files work with HyTek-compatible systems
Some systems may require format conversion
Check specific software documentation

Data Backup and Archive

Regular Backup Procedures

Recommended Schedule:

Export files before major meet deadlines
Create backups after significant changes
Archive files at end of season
Maintain historical records for reference

File Organization:

Create folders by season and meet type
Use consistent naming conventions
Include date stamps in file names
Store in multiple locations for redundancy

Troubleshooting Export Issues

Common Export Problems

Problem: Export button not visible or functional

Check: Verify you have coach-level permissions
Verify: Meet has events and athlete entries
Solution: Ensure meet setup is complete
Alternative: Contact system administrator

Problem: Downloaded file is empty or corrupted

Cause: Incomplete meet data or system error
Check: Verify meet has complete information
Solution: Review required fields and re-export
Alternative: Try exporting individual sections

Problem: File won't import into target software

Cause: Format compatibility or data validation errors
Check: Verify target software accepts the file format
Solution: Validate data completeness and accuracy
Alternative: Try different export format if available

Data Quality Issues

Problem: Missing athlete information in export

Cause: Incomplete athlete profiles or team assignments
Check: Verify all athletes have complete information
Solution: Update athlete profiles with missing data
Prevention: Regular data quality reviews

Problem: Incorrect relay team compositions

Cause: Incomplete relay team setup or swimmer assignments
Check: Verify all relay teams have four swimmers
Solution: Complete relay team configurations
Validation: Review swimming order assignments

Problem: Seed times missing or incorrect

Cause: Times not entered or incorrect format
Check: Verify seed times are entered for all entries
Solution: Enter or correct seed times as needed
Format: Ensure times are in proper format (MM:SS.HH)

Integration with Meet Management

Workflow Integration

Pre-Meet Process

Entry Management:

Complete athlete roster and team setup
Create meet with all events and configurations
Enter athletes in events with seed times
Set up relay teams with proper compositions
Export entry files for meet director submission

Meet Director Coordination:

Submit exported files by entry deadline
Verify receipt and acknowledgment
Review any feedback or correction requests
Submit updated files if changes required
Confirm final acceptance of entries

Post-Meet Process

Results Integration:

Receive results files from meet management
Import results back into Huddleswim
Verify accuracy of imported data
Update athlete records and team statistics
Generate reports and analysis

System Integration

API Integration

Future Development:

Direct integration with meet management systems
Real-time data synchronization
Automated entry submission
Results import automation

Current Capabilities:

Manual file export and import
Standard format compatibility
Data validation and verification
Error checking and reporting

Best Practices

Export Timing

Early Preparation: Export files well before deadlines
Regular Updates: Re-export when changes are made
Final Verification: Double-check files before submission
Backup Creation: Maintain copies of all exported files

Data Quality

Complete Information: Ensure all required data is present
Regular Validation: Check data accuracy regularly
Standardized Formats: Use consistent time and name formats
Error Prevention: Validate before export rather than after

File Management

Organized Storage: Maintain systematic file organization
Version Control: Track file versions and updates
Secure Storage: Protect sensitive athlete and team data
Regular Cleanup: Remove outdated files periodically