Swimmer Management

Build and maintain your team roster with comprehensive swimmer profiles.

Overview

Swimmers are the athletes on your team. Each swimmer has a detailed profile including personal information, contact details, and performance history. Swimmers can be added to events, relay teams, and tracked throughout their competitive career.

Adding Swimmers

Coach and Head Coach roles can add swimmers to the team roster:

Create a Swimmer Profile

Required and optional information

Required Fields:

First Name - Swimmer's given name
Last Name - Swimmer's family name
Gender - Male, Female, or Mixed (for relays)

Optional Fields:

Birth Date - Used for age group calculations
Email - Swimmer's email address
Mobile Phone - Swimmer's mobile phone number
Home Phone - Household phone number
USA Swimming ID - Official USA Swimming membership number
Graduation Year - For high school/college swimmers
Guardian 1 Name - First parent/guardian name
Guardian 1 Email - First parent/guardian email
Guardian 1 Phone - First parent/guardian mobile phone
Guardian 2 Name - Second parent/guardian name
Guardian 2 Email - Second parent/guardian email
Guardian 2 Phone - Second parent/guardian mobile phone

Privacy & Security

Swimmer information is private to your team. Personal data is encrypted and only accessible to team members with appropriate permissions.

Managing Swimmers

View, edit, and manage your team roster:

Viewing Swimmers

All team members can view the roster:

Navigate to Roster page
Search by name
Filter by gender or active status
Sort by various criteria
Click actions menu (three dots) and select "View" to see full details
View includes all contact info, guardians, and swimming details

Editing Swimmers

Coach and Head Coach can edit profiles:

Update personal information
Modify contact details
Change active/inactive status
Add/update USA Swimming ID

Bulk Import Swimmers

Import multiple swimmers at once using a spreadsheet (CSV or XLSX):

Download Template

Start with our template for proper formatting:

Navigate to Roster page
Click "Import Roster" button
Click "Download Template"
Fill in your swimmer data
Save as CSV or XLSX

Upload Roster

Import your completed roster file:

Click "Import Roster"
Select your CSV/XLSX file
Review parsed swimmers
Select which to import
Click "Import Selected"

Supported Column Names

The import system is flexible and recognizes many column name variations

Athlete Name

firstName, first_name, athleteFirstName, Athlete First Name

Birth Date

birthDate, birthday, dob, date_of_birth

Gender

gender, sex (accepts M/F or Male/Female)

Phone Numbers

Mobile: phone, mobile, mobilePhone
Home: homePhone, home_phone

Guardian/Parent Names

Can use full name OR separate first/last name columns:

Full Name: guardianName, parentName, parent1Name

Separate Names: parent1FirstName + parent1LastName

Guardian Contact

guardianEmail, parent1Email, guardianPhone, parent1MobilePhone

Second Guardian

Same patterns with "2" suffix: guardian2Name, parent2FirstName, etc.

Flexible Column Names

The system is case-insensitive and handles spaces, underscores, or camelCase. For example: "Parent 1 Email", "parent_1_email", and "parent1Email" all work the same way.

Active vs Inactive Status

Manage swimmer availability without losing historical data:

Swimmer Status

Active Swimmers

Swimmers marked as active are:

Shown in the main roster view
Available for event entries
Included in relay team selection
Displayed in all swimmer dropdowns

Inactive Swimmers

Swimmers marked as inactive:

Hidden from main roster view (filter to see)
Cannot be entered in new events
Not available for new relay teams
Historical data is preserved
Can be reactivated at any time

When to Use Inactive

Mark swimmers inactive when they graduate, leave the team, or are injured. This keeps your active roster clean while preserving all historical meet results.

Deleting Swimmers

Permanent Deletion

Coach and Head Coach can delete swimmers from the roster.

⚠️ Warning

Deleting a swimmer permanently removes:

All personal information
All event entries
All historical results
All performance data

This action cannot be undone. Consider marking swimmers as inactive instead.

Opponent Swimmers

Add swimmers from opposing teams for meet management:

Managing Opponent Swimmers

When creating a meet with opponent teams, you can add their swimmers:

Create or select an opponent team
Add swimmers to the opponent team (manually or via bulk import)
Enter opponent swimmers in events
Record times and results for all competitors

Opponent Data

Opponent swimmer data is stored separately from your team roster. This information is useful for tracking meet results and historical matchups.

Importing Opponent Swimmers

Bulk import from CSV, XLSX, or SDIF files

SDIF Format (.sd3 files) - Recommended

The easiest way to import opponent swimmers is using SDIF (Standard Data Interchange Format) files:

Exported directly from timing systems (Hy-Tek, SwimTopia, etc.)
Automatically extracts all swimmer information (name, birth date, gender, USA Swimming ID)
Automatically creates event entries with seed times and age group matching
No manual formatting required - just upload the .sd3 file
Deduplicates swimmers using USA Swimming ID as unique identifier

Age Group Matching: Entries are only created when the age group matches your meet's events (e.g., 9-10, 11-12, 13-14, 15-Over). This prevents swimmers from being entered into wrong events.

CSV/XLSX Format

You can also import from spreadsheet files:

Required columns:

firstName
lastName
gender (M or F)

Optional columns:

birthDate (YYYY-MM-DD format)
usaSwimmingId
graduationYear

SDIF Recommended

For meets, always request SDIF entry files (.sd3) from opponent teams when possible. These contain complete, standardized swimmer data and eliminate manual data entry errors.

Best Practices

✓Add all swimmers at the beginning of the season
✓Keep contact information up to date for communication
✓Include USA Swimming IDs for official meets
✓Use inactive status instead of deleting to preserve history
✓Verify birth dates for age group accuracy
✓Add guardian information for minors (supports up to 2 guardians)
✓Use bulk import for adding multiple swimmers at once
✓Include both mobile and home phone numbers when available