Team & Athletes

1. Open Team Manager.

2. Select [Set-up] → [Preferences] → [System Preferences]

3. Confirm:

   • Gender Designations: Male/Female (M/F)

4. Athlete Browser Options: 

   • Check:  ‘Show Ages’, ‘Show Birthdate’

   • Select:  ‘Last Name First’

5. Relay Lead-Off Splits: check:  ‘Use Relay Lead Off Splits’

6. Team/Swimmer Defaults:

   • • Default Team Registration: ‘USS - United States Swimming’

     • Default Team Type:  ‘AGE - Age Group’

     • Default Country:  ‘USA - United States’

     • Default LSC:  ‘EF’

     • Default State: '**'

     • Default City: ‘APO or FPO”

     • Default Postal Code: ‘0000’

7. Meet Age-Up Date: ‘Meet Start Date’

8. System Age-Up Date:  check ‘Always Age Up To Today’

   • Click [OK].  Confirm that the information visible in the window is correct. 

1. Open Team Manager.

2. Select [Teams].

3. Double-click on your team to bring up the Team Maintenance window.

4. Confirm:

• Team Abbr: Your team’s 3-letter EFSL designation

• Full Team Name: “[Team Location] [Team Mascot]”

  • Examples: Stuttgart Piranhas, NATO Marlins, Berlin Bear-A-Cudas

  • Do not add the words “Swim Team” or other verbiage

• Short Team Name: “[Team Location]”

  • Examples: Stuttgart, NATO, Berlin

  • If your team location doesn’t fit, abbreviate as needed, e.g. Vilseck-Graf

• Team Registration: ‘USS - United States Swimming’

• Team Type: ‘AGE - Age Group’

• Team Division: no entry

• Mailing Information: 

  • Address information is optional except:

    • City APO or FPO

    • Country USA

  • LSC: CLICK on the drop-down text area (NOT the drop-down arrow), and type the code, “EF” → [Enter] 

    • Note: ‘EF’ is not available as a drop-down option, but Team Manager will allow you to manually type in this option.

Click [OK].  Confirm that the information visible in the window is correct. 

1. First, make sure you have downloaded the current standards file from the EFSL website.  

2. Click [Standards] → [Import Standards]

3. Navigate to wherever you saved the time standard (*.std) file which you downloaded from the EFSL TeamUnify site.

4. Click [OK].

5. To view your Time Standards, Click [Standards] → [Add/Edit Standards], then pick from the Available Standards list and TM will display the Time Standards Browser.

This is the minimum information needed in Team Manager to allow you to manage the swimmers on your team. Each team is different in what information it does or does not collect and include in the Team Manager database.

1. Open Team Manager.

2. Select [Athletes]

3. In the Team drop-list, make sure you have selected your team.  You should see your team's three letter abbreviation, followed by “-EF” (e.g. WSN-EF, SHP-EF).

4. Select [Add]

5. In the Athlete Information window, enter the following information:

• ‘Last Name’, ‘First Name’

• ‘Middle Name’ (optional, OK to put initial only) - NEVER USE "*"

• ‘Preferred Name’ (optional)

• ‘Birthdate’.  Please note the format is MM/DD/YY.  

  • ‘Age’: This will auto-populate when the ‘Birthdate’ is filled in–double check to make sure you received the expected age.

  • ‘Gender’

  • ‘ID#’: The EFSL uses two formats for ID numbers, depending on whether or not the swimmer is also a member of USA Swimming.

    • For swimmers who are NOT USA Swimming members, the EFSL uses the OLD USA-S standardized format: MMDDYYFFFMLLLL.  There are four parts, written as a unique 14-character alphanumeric ID:

      • DOB in MMDDYY format

      • First three letters of first name. (If name is two or fewer letters, use ‘*’ as a placeholder.)  e.g., If first name is Al, use ‘AL*’

      • Middle initial.  (If middle initial is unknown, use ‘*’ as a placeholder.)  It is preferable to use a middle initial, if it is known.

        • If you don’t know the swimmer’s middle initial at the time of registration, but add it later in the season and wish to update their ID number, you MUST notify the EFSL Administrative Official to avoid creating duplicate records and/or having the swimmer’s results rejected.  It is a good practice to try to include all middle initials at the time of initial registration. 

      • First four letters of last name.  (If name is three or fewer letters, use ‘*’ as a placeholder.)  e.g., If last name is Doe, use ‘DOE*’

      • Create the ID by following the instructions above and manually type into the ‘ID #’ blank.

        • Example: Jo K. March, born September 24, 2012
          ID #: 092412JO*KMARC

    • If the swimmer is a current OR a former member of USA-Swimming, with the new 14-digit ID number, USE THEIR ID NUMBER from USA Swimming as their EFSL ID number. 

  • Click [OK] → [OK]

6. Repeat steps for all remaining new swimmers.

If you have swimmers from last season who are not returning this season, do not delete them from your database.  Instead, archive them as an ‘Inactive’ swimmer.  This will ensure their data is not deleted and is available if needed to generate reports, transfer to a new team, or if they are taking a year off, you can bring them back off the ‘Inactive’ roster later.

1. Open Team Manager.

2. Click [Athletes]

3. Double-click on the athlete who is not returning. This will open an Athlete Information window.

4. In the bottom right corner of the Athlete Information window, check the ‘Inactive’ box.

5. Click [OK]

6. Repeat for each non-returning swimmer.

If a swimmer is returning to the team and is currently on the ‘Inactive’ roster:

1. Open Team Manager.

2. Click [Athletes]

3. Check the ‘Show Only the Inactive Swimmers’ check box near the top of the window.

4. Find the swimmer in the list and double-click on their name.

5. In the Athlete Information window which opens, uncheck the ‘Inactive’ box in the bottom right corner.

6. Click [OK]

7. Repeat steps until all inactive swimmers are returned to the active roster.

8. Remove check from the ‘Show Only Inactive Swimmers’ check box. 

If a swimmer transfers from one EFSL team to another EFSL team, the gaining team must notify the EFSL Administrative Official of the transfer. The request for a meet results file for the swimmer should be made to the losing team’s admin official. The EFSL Administrative Official can provide a results file to the gaining team, but the results file will only have current season times.

1. Upon receipt of the file, the gaining team’s admin official can import the swimmer and his/her results into the team’s Team Manager database:

   • Open Team Manager

   • Click [File] → [Import] → [Meet Results]

   • Select files from EFSL Statistician.  Click [OK].

   • Click to highlight the results file, *.hy3, and click [Open].

   • You should now be back on the Import Results menu.  Check the ‘Add New Teams/Athletes’ box, and then click [OK].

   • After the import has been completed, click on [Athletes] and confirm that the new swimmer and their results have been imported.

2. Individual Swimmer Meet Results File

   • Open Team Manager

   • Select [Athletes]

   • Locate the swimmer and click on their name to highlight it.

   • Click on [Results] at the top of the window.  This will open the Individual Results window.  Select filters to indicate which results you wish to export:

     • Meet: ‘All Meets’

     • Check: ‘Fastest’ to include only best times.  Leave unchecked if the receiving coach wants to have all results.

   • Click [Export Results] on the top of the Individual Results window.

   • Select where you would like to save the exported file on the left then click [OK].  The file will be exported to your chosen location. 

1. Open Team Manager.

2. Select [Athletes]

3. Select [Print] → [Athlete Reports]

4. In the Athletes Reports window, under Group Filters, select your team from the Team drop- down list.

5. Make sure the boxes for ‘Show Birthdate’ and ‘Show Registration ID’ are checked, as this provides confirmation of ID numbers and birthdates for registration with the league.  Note: Because personal data is included, this report should not be posted or widely distributed to protect athlete data.

6. Click [Create Report]

7. Click Export Report icon on the top left: 

8. Select format. Note: If you choose 'Adobe Acrobat (PDF)’  Adobe Acrobat Reader will not allow you to edit the document, BUT you can add the statement using the comment tool. Follow this guide for help.

9. Click [OK] → [OK]

10. Navigate to a location to save the roster and click [Save].

11. Open the roster and insert text at the bottom of the last page with the mandatory statement and save the document. This is only required for the season's initial roster.

• Statement: “I certify that the swimmers listed on this roster are eligible to compete in the EFSL per the requirements listed in the EFSL Bylaws.  I, [team president's name], have read and accepted the EFSL Bylaws.”

1. Email roster to your team president for signature.

1. Open Team Manager.

2. Select [File] → [Export] → [Athletes/Teams]

3. Under Athlete Export Filters:

   • Select your team in the ‘Team’ drop-list.

   • Click the ‘All’ radio button to include both male and female swimmers.

   • Make sure the ‘Include Inactive Athletes’ check-box is NOT checked.

4. Click [OK].  TM will automatically export the file to the Team Manager DB folder. You can choose a different save location on the left side of the window or leave it as the default location.

5. Move the TTT-EF-RosterXXX.zip file to a folder for the current year’s records so you can access it again later if needed.

6. Once you receive the roster back from the team president, email the signed document, along with the roster ZIP file, to the EFSL Administrative Official