Team Entries using Hy-Tek Team Manager (TM) or Team ...pdvorak/tfweb/pdfword...– athletes without...

1 | P a g e 802 Timing Hy-Tek Team Manager Software DATABASE INSTRUCTIONS

Copyright © 1997-2013 Pavel Dvorak

Team Entries using Hy-Tek Team Manager (TM) or Team Manager Lite. All entries must be

submitted using this software unless stated otherwise. There are 9 steps to create and submit your team entries for the TF Meet:

1. Download and Install Team Manager Lite (TM) for free or maintenance update for TM on your computer – windows or compatible operating system ONLY

2. Create new database, set up your team in TM. 3. Download and import Meet Events into TM. 4. Add athletes into TM.

To prevent meet entry issues (missed deadlines, firewalls, computer and software problems, .zip files filters etc.) we recommend these 4 steps are finished weeks before your entry is due.

5. Enter athletes into events. 6. Check your meet entries. 7. Export Meet entries file.

8. Email TM entry file and PDF entry report file to 9. Check your entries on the web http://bsdweb.bsdvt.org/~pdvorak/tfweb/



1. Download and Install Team Manager Lite – free software version

Download and install the latest Hy-Tek Team Manager Lite from Hy-Tek software website http://www.hy-tekltd.com/downloads.html . (downloaded file name TF_TEAM_MANAGER_Lite.exe)

Make sure you select Track and Field Team Manager Lite. Save it on your computer desktop so you can find it after the download is finished.

or if you have purchased Team Manager in the past Download and install the latest Hy-Tek Team Manager software maintenance update from this web



2. Create new database, set up your team Click on File select Open / New Create your file name, Type in File name: (example 2012 Burlington team), press Enter. System Preferences screen comes up

or you can open this screen by selecting Set-up / Preferences / System Preferences Select and type in preferences bellow / click OK when done:



Set up Region - Vermont

From Main Menu click on Set-up / Groups / Sub-Groups / Codes – Codes windows comes up Select Regions radio button

Open up Code Maintenance Screen by clicking on Add or Add symbol (left upper corner of the screen) Type in Code: VT, Description: Vermont, select Regions radio button, click OK



Set up your Team

From Main Menu click on Teams – Team window comes up

Click on Add – Team Maintenance window comes up



To allow for correct TEAM ENTRY file import, all teams abbreviations, team names,

and team short names in the ENTRY file/entry file submitted by the coach MUST MATCH AND BE EXACTLY THE SAME AS THOSE BELLOW. (Every Team Name and Team Abbreviation must be unique in New England.)

The list of all NE school names in excel format is posted on Vermont Track & Field web site – HyTek MM NE Schools Names http://bsdweb.bsdvt.org/~pdvorak/tfweb/

Alternate ABBR will be the same as ABBR. If a school is not listed, the COACH will create a unique ABBR and school name

that does not match an existing ABBR of all 6 states schools listed in the HyTek MM NE Schools Names file.

Girls and boys teams from the same school must be listed under one school name. Every team name and short team name must include a state. (Will be printed on every

report) State must also be listed under Region for every school in Team Edit Menu. (Will

allow for sorting of teams for registration purposes)



School Name ABBR Short Name Alt ABBR Region

Arlington Memorial HS ‐ VT ARLG Arlington VT AMHS Vermont

Bellows Falls Uhs ‐ VT BF Bellows Falls VT BF Vermont

Bellows Free Ac ‐ Fairfax ‐ VT BFAF Fairfax VT BFAF Vermont

Bellows Free Ac St. Alb ‐ VT BFAS Bell. Fre Ac. VT BFA Vermont

Brattleboro Uhs ‐ VT BRAT Brattleboro VT BRAT Vermont

Burlington HS ‐ VT BHS Burlington VT BHS Vermont

Burr & Burton Academy ‐ VT BURT Burr&Burton VT BURT Vermont

Champlain Valley Uhs Hines. VT CVU Champlain Val VT CVU Vermont

Colchester HS ‐ VT COL Colchester VT COL Vermont

Craftsbury Academy ‐ VT CRFT Craftsbury VT CRFT Vermont

Enosburg HS ‐ VT ENOS Enosburg VT ENOS Vermont

Essex High School VT ESS Essex VT EHS Vermont

Fair Haven Uhs ‐ VT FHUH Fair Haven VT FHUH Vermont

Green Mountain Union HS ‐ VT GMUH Green Mntn ‐ VT GMUH Vermont

Hartford High School ‐ VT HART Hartford VT HHS Vermont

Harwood Union HS ‐ VT HAR Harwood VT HAR Vermont

Hazen Uhs ‐ Hardwick ‐ VT HAZN Hazen VT HAZN Vermont

Independent ‐ VT INDV Inependent VT INDV Vermont

Lake Region Uhs Orleans VT LREG Lake Region VT LREG Vermont

Lamoille Uhs ‐ VT LUHS Lamoille VT LUHS Vermont

Lyndon Institute ‐ VT LYND Lyndon VT LYND Vermont

Middlebury Uhs ‐ VT MIDL Middlebury VT MIDL Vermont

Mills River Uhs ‐ VT MILR Mills River VT MILR Vermont

Milton High School ‐ VT MILT Milton VT MILT Vermont

Missisquoi Valley Uhs VT MVU Missisquoi VT MVU Vermont

Mnt.Abraham Uhs ‐ Bristol ‐ VT MTAB Mt.Abraham VT MTAB Vermont

Montpelier High School ‐ VT MNTP Montpelier VT MNTP Vermont

Mount St. Joseph Academy ‐ VT MTSJ Mt.St. Joseph VT MSJ Vermont

Mt. Anthony Uhs Bennington VT MAU Mt.Anthony VT MAU Vermont

Mt. Mansfield Uhs Jericho VT MMU Mt. Mansfield VT MMU Vermont

North Country Union HS ‐ VT NCU North Country VT NCU Vermont

Northfield HS ‐ VT NORF Northfield VT NORF Vermont

Otter Valley HS ‐ VT OTTR Otter Valley VT OTTR Vermont

Oxbow HS ‐ VT OXBO Oxbow VT OXBO Vermont

Peoples Academy Morrisville VT PEOP Peoples Ac. VT PEOP Vermont

Pine Ridge School ‐ VT PRSC Pine Ridge VT PRSC Vermont

Randolph Uhs ‐ VT RAN Randolph VT RAN Vermont

Rice Memorial HS Burlington VT RICE Rice Mem VT RICE Vermont

Richford HS ‐ VT RCFD Richford VT RCFD Vermont

Rutland High School ‐ VT RUT Rutland VT RUT Vermont

Sharon Academy ‐ VT SHRN Sharon Ac VT SHRN Vermont

South Burlington HS ‐ VT SBHS S.Burlington VT SBHS Vermont

South Royalton H.S. VT SROY S. Royalton, VT SROY Vermont



Spaulding HS Barre ‐ VT SPHS Spaulding VT SPHS Vermont

Springfield HS ‐ VT SPR Springfield VT SPR Vermont

St. Johnsbury Academy‐VT STJA St. Johnsbury VT STJA Vermont

The Putney HS ‐ VT TPUT The Putney VT TPUT Vermont

Thetford Academy ‐‐ VT THET Thetford VT THET Vermont

Twin Valley HS Wilmington VT TWIV Twin Valley VT TWIN Vermont

Twinfield HS ‐ VT TWIF Twinfield VT TWIF Vermont

U‐32 Uhs Montpelier ‐ VT U‐32 U‐32 VT U‐32 Vermont

Vergennes Uhs ‐ VT VERG Vergennes VT VERG Vermont

Windsor HS ‐ VT WIND Windsor VT WIND Vermont

Winooski HS ‐ VT WINO Winooski VT WINO Vermont

Woodstock Uhs VT WODS Woodstock VT WODS Vermont

If you have a separate DB for boys and girls (not recommended) Team Code, Team

Name, “Short” Name and Alt. Abbr. must be exactly the same for both genders. Please fill coaches contact info. (Teams/Coaches/Add) Contact info must be listed. We may need to contact you if any questions about your

entries.



3. Download and import Meet Events, Meet set up Web Address: http://bsdweb.bsdvt.org/~pdvorak/tfweb/ To save time a coach may download and import meet events file into TM database. Links to events files are posted on a meet web page on my web.

Download events file from this web. Save it on your computer desktop so you can find it after the download is finished.

Import downloaded file from desktop into your TM DB. (File / Import / Meet Events). Event file will add this meet and all events to your DB automatically. Meet standards (if any) are also included in the download.



Meet Setup: (form Main Menu / Meets)



By double clicking on a meet open Meet Maintenance window. Change Maximum Entries meet settings.

To enforce a meet qualifying standards (if any) check Enforce Qualifying Marks box

Maximum Running Events Entries per Athlete: 4 Maximum Field Events Entries per Athlete: 4 Maximum Relay Entries per Athlete: 4 Maximum Combined Entries per Athlete: 4



4. Add athletes into your TM database

Enter your athletes into database. (from Main Menu Athletes / Add) You must type in: Last name, First Name, Gender, select your Team under Member of and School Year. The rest of the info is optional. You must click OK to save.



5. Enter athletes and relays into events

Please read and follow a meet entry limits in VPA Rules book or a meet info page Enter athletes into events from Main Menu click on Meets – select the meet (will

highlight the meet (in blue) than click on Entries select by Name



Enter Athletes into individual events by the check mark in Entered column and their

performance under the Custom Mark column In small meets an athlete performance is optional but it will be used for an event seeding – athletes without marks will be seeded at the lowest positions

In meets with qualifying standards an athlete performance is required

Only events that the athlete is eligible for by age and gender will show Enter an athlete performance in Custom Mark column if missing or incorrect



Enter relays and athletes into relays. from Main Menu click on Meets – select the meet (will highlight the meet (in blue) than click on Entries / Entry by Event

Select your team in “For Team” window at the top of the screen. Select the relay (will be highlighted in blue) Click New Relay button (A relay team will be added) Enter time in the Custom column Select runners by double clicking on runner’s last name – minimum 4 athletes, up to 8 athletes When selecting athletes for your relay teams please list relay runners in the correct order and the position they will run (1st leg runner in the position 1, 2nd leg runner in the position 2, etc.). Your relay alternates must be listed in positions 5-8. Athletes listing in their correct positions will show 4 runners who ran during a race on results sheets.)



6. Check and finalize your entries

Create Meet entry report - you must check your entries before you submit it From Main Menu select Reports / Meet Reports / Meet Entries



Meet Entries Window will come up

Select correct Meet Under Filters Select your Team

Under Event Filters select Individual and Relays!!! Under Relay Runners – Type in 8 if you have relay alternates entered Click on Create Report



CHECK YOUR MEET ENTRIES REPORT FOR:

missing athletes athletes entered into all selected events correct entry marks missing relays missing athletes in relays (min. 4 up to 8)

If all entries are correct export your report into .pdf format



7. Export Meet Entries – creating meet entry .zip file Export Entries (from Main Menu select File / Export / Meet Entries). Please do not

change file’s name!!!



Meet Entries window opens. Select correct meet in the Entry Export Restriction window Make sure Export Relays box has a check mark!!! Direct where your export file will go by Selecting Drive (Export to Drive) Select folder (Export to Directory)

Remember where you placed your file and your file’s name TM will place your meet entries file (by default) into your C drive, C:\TFTM3Data\file name



8. Email your PDF Entry Report File and TM Export Entry .zip File before

deadline to: Email meet entries file (zip format - Please do not change file’s name!!! Export Entry Report (PDF) as an attachment. Make sure you attached correct files. If you are using a school/PR dept. email your attached zip entry file may not go through due to your school/PR dept. firewall settings . You will receive an email from a meet administrator within 24 hours confirming your entries.

All entries are final.

9. Check your entries on the web, scratches

School entries and performance list will be posted on the web after entries from all teams have been received. http://bsdweb.bsdvt.org/~pdvorak/tfweb/

You must check School Entries and Performance list for mistakes by Tuesday week of the meet.

Scratches by email to Please email all scratches as soon as you know for accurate program and seedings.

Most common mistakes: Typing errors in performance listing (1500 m Run 5.13 instead 5:13.0) Forgotten athletes Athlete is not entered in all events – missing events Wrong export files attached Relays not entered Runners and alternates in relays not entered or not exported Relay runners in wrong positions – alternates in positions 5-8 Missing coaches info

Team Entries using Hy-Tek Team Manager (TM) or Team ...pdvorak/tfweb/pdfword...– athletes without...

Documents

Transcript of Team Entries using Hy-Tek Team Manager (TM) or Team ...pdvorak/tfweb/pdfword...– athletes without...