Updated Team Manager File (Updated 2009-07-29) 

 

The Hy-Tek Events file for Team Manager

 

 

If you have questions or difficulties with the Hy-Tek program, please call Robert Riebs or Hy-Tek Customer Support directly at 866.456.5111. 

Additionally, if you are having trouble,

Robert will be available on Wednesday, August 5th from 11:00 am to 4:00 pm

in his office for phone tech support. (925.937.6810)

Robert Riebs
Technologist / Educator
3527 Mt Diablo Bl. 189
Lafayette, Ca. 94549
925.937.6810 Phone
925.937.6820 Fax
510.755.0080 Cell
Robert.Riebs at lmyaswim.com

Meet Entry Tips

What Hy-Tek Software Do you need?
The Contra County Championships is run on the Hy-Tek Sports Software system. This is a very popular program and widely used. See Hy-Tek for more information. The Current Minimum Supported Versions for County are:

Team Manager 4.0 (Version Sm or higher)
Meet Manager 2.0 (Version Fu or higher)
If you need a copy of Team Manager Lite, it is at this link

The new version of Team Manager and Team Manager Lite (version 5) has a new look and feel. It does the same thing, but the screens are different, and therefore the instructions below will only make sense if you are an experienced Team Manager Operator. Please use Team Manager 5 at your own comfort level and risk.


A “locked” back-up of the entire meet will be available to download from the website after the meet. Please allow about 4 to 5 hours for posting from the end of the meet on Sunday evening. This will be the ONLY way of sending out results to all Teams fairly.  Paper and/or individual Team results Will NOT be sent out.

 

At this time we do not have the support for Meet Manager 3.0, but your questions can be answered at Hy-Tek

 

How to Create Meet Entries

If you have Team Manager version 4.0sm (or better), then go to “Process A”

If you need to Install Team Manager “Lite” (Free Version), then go to “Process B”

If you already have an install of Team Manager “Lite”, then go to “Process C”

DO NOT INSTALL Team Manager Lite if you already have Team Manager 4.0 or better.

Process A: You are Currently using Team Manager 4.0sm

1. Download the Meet Events file for Team Manager. Write down the location were you saved this download, you will need it later.

2. Import Meet Events file into Team Manager. Select File | Import | Meet Events. Browse to the file saved in Step 1. Follow Hy-Tek prompts and instructions to import the Meet Events file. Then click “Meets” and you be in the “Meet Browser” window, click on (to highlight it) “2009 Contra Costa County Meet”. Click on “Entries by Event” or “Entries by Name” as you prefer. Identify your team, bring in your athletes and enter them into qualifying events and relays as you would for any other meet. Be sure that all possible relay participants are included in your Athlete roster.

3. When your entries are complete, you should return to the “Meet Browser” window for your convenience, and have Team Manager calculate your fees. While in the “Meet Browser” window, double click on “2009 Contra Costa County Meet”. In the Meet Maintenance Window, insert $8.00 into “Swimmer Surcharge”. Leave Individual Events and Relay Events as listed, and then close all open windows (including the “Meet Browser). Then to print out a Meet Entry Fee Report for your Team, click on the following items (“Reports”, “Performance”, “Meet Entry Fees”) so that you know the Meet entry fees to bring to the August 10th Check-in meeting.

4. Export the “Team Roster” (“File”, “Export”, “Athletes/Teams”) to your electronic media device (USB or eMail)

5. Export the “Meet Entries” (“File”, “Export”, “Meet Entries”) to your electronic media device (USB or eMail) Make Sure the Export Relays box is checked.

6. Report your meet entries. Select Reports | Performance | Meet Entries, then make sure to select your “Team” and “Individual and Relays Swims”, in the “Filters” boxes. Select Create Reports. Please bring the printout with the electronic media Meet Entry Day. Very important.

Process B: You do not DO NOT HAVE Team Manager

1. Download and Install Team Manager Lite. Save this file to your local computer. This must be a Windows XP or higher computer. Load Team Manager Lite onto your computer by following all of the default prompts.

2. Confirm you have a a printer installed to the computer or Team Manager may not work.

3. Download the Meet Events file for Team Manager. At this point you can process your team entries and set up the Team Manager on your own or you can use the steps in Process C

 

Go to Process C

Process C: You have Team Manager Lite Installed

1. Download a blank database BACKUP file

(send an email to Robert.Riebs (at) lmyaswim.com if you should have to do this process)

 

The BACKUP will restore with Team Manager 5.0 Lite, but due the database change,

it will need to convert up to operate this.

This may sound difficult, but it can be done with our support.

 

Due to the major changes in Team Manager 5.0 It would be best to contact

Hytek or Robert Riebs on the support day (August 5th). 

Please have all of your needed information prepared so that we can work together.

2. Start Team Manager Lite, then select Open | New. Locate the file downloaded in Step 1. Open the file. This is a prepared Team Manager Database File that has the “Events” loaded.

3. Insert Team information and Athletes/Swimmers names and birth information (Date + Age)

Step 1: Enter Team Information

- Before you can enter your Athletes information, you must identify your Team.
- Click on “Teams”, then “Add”. A “Team Maintenance” input box will appear.
- Enter your Team code (your correct Team abbreviated code) followed by your Team name
- Then complete the General “Mailing and Phone Information” areas. For “Team Registration” select “OTHer”, for “Team Type” select “RECreational”. Then Click OK and then Click “Cancel” to close the empty “Team Maintenance” Browser Box. Your Team name will appear. Close this screen with the (lower) “x” in the Upper Right corner of the window.

Step 2: Enter Athlete Information

- You must enter all your athletes that have qualified for an individual event, or that might swim in a relay, including all relay alternates.
- Click on “Athletes” then “Add”. An “Athlete Information” box will appear. Enter the athlete’s last name, first name, birth date and/or age as of 6/15/2009, gender, Team, and then click “OK”. Continue this until all athletes are entered, and then click “cancel” on the last BLANK “Athlete Information” window. There is no need to enter other information. Close this screen with the (lower) “x” in the Upper Right corner of the window. You are now ready to put your athletes into events.

Step 3: Enter Individual Events information

- From the “Main Screen”, Click on “Meets”, “Entries”, “Entries by Name”. Select your team, and then go to the “Entered” column of boxes and click on each event your swimmer will swim. The event will turn yellow. Then enter the swimmer’s qualifying time in the “Custom” field. Please Note: The times for the County Meet are in Yards. Please convert any meter times to yard times before entering them. Repeat for each individual event for that swimmer. Highlight the next swimmer and repeat. When all swimmers are in events, close this screen with the (lower) “x” in the Upper Right corner of the window.

Step 4: Enter Relay information

- From the “Main Screen”, Click on “Meets”, “Entries”, “Entry by Event”. Highlight your team in the “Swim for Team” box.
- Scroll down to the relay event you want enter, click on it, and you will see your eligible athletes. Click the “New Relay” box. The first relay will be your “A” relay. Click the “entered” box by the athlete you want in that relay. Repeat for 4 relay swimmers and enter the relay’s best time in the “Custom” field. You cannot enter alternates here. Any alternates must be entered in the list of eligible athletes and on the handwritten Relay Worksheet Forms.
- Scroll to the next relay and enter the four swimmers from the eligible list.
- These names may be changed by 10:00 a.m. on the day of the event,
- However, only with swimmers already entered into the meet.
- Please REMEMBER the 15-18 Boys Free Relay is a 400-yard event, so the entry time must reflect that length.
- If you are entering more than one relay for an event, after the “A” relay is entered, click “New Relay” and a “B” relay will be available.
- Please do not enter any “Optional” information.
- When all relays are entered, return to the Main Screen.

Step 5: Verify that you have entered your information correctly

- From the “Main Screen”, Click on “Reports”, “Performance”, “Meet Entries”. Then make sure to select your “Team” and “Individual and Relays Swims”, in the “Filters” boxes! A report will appear with your entries. Print for your review and approval.

- When your entries are complete, you should return to the “Meet Browser” window for your convenience, and have Team Manager calculate your fees. While in the “Meet Browser” window, double click on “2009 Contra Costa County Meet”. In the Meet Maintenance Window, insert $8.00 into “Swimmer Surcharge”. Leave Individual Events and Relay Events as listed, and then close all open windows (including the “Meet Browser). Then to print out a Meet Entry Fee Report for your Team, click on the following items (“Reports”, “Performance”, “Meet Entry Fees”) so that you know the Meet entry fees to bring to the August 10th Check-in meeting


Step 6: Need to make changes?

- Add or delete an athlete to the Athlete roster, change an age, spelling – all through the “Athletes” window.
- Add or delete an event or relay, change an entry time, through the “Meets” window (Entries by event).

Step 7: Export your work to your electronic media device.

- Export the “Roster Entries” (“File”, “Export”, “Athletes/Teams”) to your electronic media device (USB, or eMail)

- Export the “Meet Entries” (“File”, “Export”, “Meet Entries”) to your electronic media device (USB, or eMail) Make Sure the Export Relays box is checked.

Step 8: Final Steps.

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Click on “Reports”, “Performance”, “Meet Entries”, then make sure to select your “Team” and “Individual and Relays Swims”, in the “Filters” boxes! Then Click on Create Reports. Please bring the printout with the electronic media to the Meet Entry Meeting.