Import a roster from a file
Add a whole roster at once from Excel, CSV, or a HyTek Team Manager export
When you're starting a season or moving from another system, import the whole roster at once instead of adding swimmers one by one. Both export and import live behind the ⋮ menu on the Athletes page.
Start from the exported template
The importer expects the same columns the app exports, so the template is just an export of your own roster. From the ⋮ menu, choose Export as XLSX (or Export as CSV) and fill that file in. For a brand-new team the export comes back as a header row with no data — exactly the blank template you want.
The columns you'll actually fill in:
| Column | What to put in it |
|---|---|
firstname, lastname | Required for every row. |
gender | Required — Male or Female. |
grade | Required for high school rows — 9–12, or FR/SO/JR/SR. |
dateofbirth | Required for club rows — e.g. 2009-04-15. |
middleName, preferredFirstName, division, notes | Optional. |
isInactive | Optional — TRUE or FALSE; blank counts as active. |
id, ussNumber, and the date columns | Filled in by the export — leave them as they are. |
Column names aren't case-sensitive, so keep the headers exactly as the export gives them to you. The team-type rule is the same as when you add athletes one at a time: high school rosters need grade, club rosters need dateofbirth.
How the id column decides new vs. updated
This is the one column worth understanding before you import:
- A row with no
idcreates a new athlete. - A row that keeps the
idit was exported with updates that athlete.
So you can export your current roster, edit a few rows, and re-import to apply the changes — and importing never deletes anyone.
Migrating from HyTek Team Manager
A HY3 export brings names, birthdates, and contact info over in one step:
- In Team Manager, go to File > Export > Athletes/Teams.
- Enable Include Contact Information and click OK.
- From the ⋮ menu, choose Import CSV, XLSX, HY3, pick the
.hy3file, and import.
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