Roster Management

Notes: All swimmers must have a First Name, Last Name, Date of Birth, Gender, and a swimmer ID. The swimmer ID will be placed in the USA Swimming ID field. 

https://support.swimcloud.com/hc/en-us/articles/360034417474-Managing-Your-Roster-Adding-Editing-and-Removing-Swimmers

The EFSL uses two formats for ID numbers, depending on whether or not the swimmer is/was a member of USA Swimming.

• For swimmers who were never USA Swimming members, the EFSL uses this format: MMDDYYFFFMLLLL.  

• There are four parts, written as a unique 14-character alphanumeric ID:

  • Date of Birth in MMDDYY format *This is very important, double check to ensure you didn't flip the month and day!*

  • 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.)

    • • Note: 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 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 USA Swimming ID field. The ORG Number will automatically populate after saving.

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

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

To report a duplicate profile on Swimcloud please follow these steps:

Confirm the Swimmer’s Identity

• Review the swimmer profiles to make sure you've selected the right athlete — check their team, age, or recent meet results to confirm. It helps to ask the family to confirm any previous teams they have competed with.

Locate the Swimcloud ID of each Profile

• In your browser’s address bar, look at the end of the URL. You’ll see a 6-digit number — that’s the swimmer’s Swimcloud ID.

• Example URL: https://www.swimcloud.com/swimmer/632024/

  • In this case, the Swimcloud ID is 632024.

Email your Profile Merge Request

• Email the EFSL's Swimcloud Regional Administrator (EFSL AO) the duplicate Swimcloud Profile IDs and the correct profile information:

  • First Name

  • Middle Initial

  • Last Name

  • Nickname

  • USA Swimming ID

  • Email (If the member has claimed their profile)

Mandatory 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.”

Third-Party Software Prerequisite: Before beginning, ensure you have added/updated all swimmer profiles on Swimcloud to match your system's database exactly.

Roster Export

1. Filter your roster list to only show your current season's active roster. (Hint: use your Tags!)

2. Check the top-left box to select all of the swimmers. *Don't forget to select the link to include the rest of your swimmers from the other pages!

3. Export both the .csv & .hy3 files

4. Team president sends the EFSL AO an email with the two exported files attached and includes the mandatory statement in the body of the email.