** All teams need to make sure they are using Hy-Tek's Meet Manager version 2.0
and Team Manager version 4.0 or newer**

These versions are required due to compatibility issues with the export files to older versions.

Remember, the Ribbon Labels Option is required for Meet Manager - all other add-on features are optional.

As members of the GGSL, we are eligible for the 25% Group Discount - this is available for orders placed both online or by phone

Click this link to access the Hy-Tek website or contact Hy-Tek by phone at (866) 456-5111


Using Hy-Tek Team Manager ®

Team Manager is a database that is used to create meet entries and store meet results for individual swimmers. It has reporting features which allow you track a swimmer's progress as well as create top times reports, keep track of team records, create entry labels and ribbon labels

This training will provide you with the basic information that you need to know to:

  1. Enter your swimmers in the database
  2. Create a meet and meet entries.
  3. Export those entries into Meet Manager
  4. Import meet results from Meet Manager into Team Manager
  5. Create Top Times and Records Reports

Before beginning you will need to Open a New Database:

  • Click the File menu and select Open / New
  • Type a name for your database. Click Open.

Set Up

  • Click on Set Up and select Preferences. From the fly-out menu select System Preferences.
  • For Gender designation choose Boys / Girls.
  • For Athlete Browser Options choose Show Age, and Last Name First.
  • Under Team/Swimmer Defaults set the Default Team Registration to Other, and the Default Team Type to Age Group.
  • For the Age Up Date, set both the System and Meet Age Up dates to 06/01/16.
  • Remember to re-set the age up dates every year.
  • At the beginning of each season you will need to update your swimmers age in the database by choosing the Age-Up Athletes option under the Set Up menu.

Entering Teams

  • Click on the Teams menu and select the Add button.
  • Enter Team Name information.
  • Registration and team type will default in from the System preferences.

Entering Athletes

You will need to set up your team under Teams before you can enter athlete information since each athlete is associated with a team.

  • Click on the Athletes menu.
  • Click the Add button.
  • Enter the athletes name, gender, birthdate (age will be calculated by the birthdate).
  • Select a Team for your athlete.
  • Click OK and continue to add athletes.
  • Be careful to adjust the gender with each new athlete.
  • Address and parent information is optional.

Inactivating Athletes

Each year you must edit your list of athletes to inactivate swimmers who do not return. It is important that you inactivate them rather than delete them from the database since they could be associated with relays and team records.

  • Click on the Athletes menu.
  • Highlight the athlete you wish to inactivate. Click the Edit button.
  • Place a checkmark in the "Inactive" box.
  • Click OK.

Creating A Meet

  • Click on the Meets menu and select Add.
  • Enter the Meet Information in the spaces provided.
  • Enter the date of the meet.
  • The Age-Up Date should default in from your system settings. If it doesn't enter the appropriate age up date (6/01/16).
  • Click the Use Times Since box to limit seed times to the current season. Set this date to the date of the first meet (6/18/16).
  • Click OK.

Creating Events for the Meet

  • While still in the Meets screen click on Events. You will see a blank screen.
  • Click Add.
  • A screen will appear with Event # 1. Click the radio buttons to set up the first event.
  • Click OK and the screen will change to Event # 2 and will automatically switch it to be a girls' event keeping all the other information the same.
  • Continue adding events according to the attached sheet of Event descriptions.
  • Note…it is important that the same event numbers are standardized throughout the league, since when importing entries into Meet Manager, the computer will match the entries based on Event Number.
  • You will notice that the two 6-under events have been moved (for computer purposes only) to the end of the event list and have been numbered events 51 and 52 since our old nomenclature of E-1 and E-2 cannot be utilized within Meet Manager. This does not mean that the actual swimming order will change. The kickboard event will continue to be held following the first relay and the 6-under freestyle just before intermission. The meet results do not need to be entered in absolute event order; they can be entered out of sequence.

Copying Events into Subsequent Meets

It is only necessary to set up your meet events one time. After that you can copy events into any other meet you create in your database as follows:

  • Click on Meets and select New.
  • Click on Events. You will see a blank screen.
  • Click Copy Events.
  • A window will appear in which you can select which meet to copy events from.
  • Click the box to copy Both Entry Events and Result Events.
  • Click OK.

Entering Your Swimmers in the Meet

  1. Click on Meets and select the meet for which you wish to make entries.
  2. Click on Events and select Entries by Event.
  3. The first event will appear.

To Enter Swimmers in a Relay

  • For Events 1, 2, 49 and 50 click on the event in the top section to highlight it.
  • In the lower half of the screen click on New Relay.
  • An "A Relay" will appear in the list.
  • From the list of swimmers on the left, click and drag the swimmer's name into the appropriate position on the relay team.
  • Repeat the procedure to add your B and C relays, beginning with New Relay.
  • If you make a mistake and wish to remove a swimmer from a relay, you can double click on his or her name in the relay team. You will get a dialog box asking if you wish to remove the swimmer. Click Yes.

To Enter Swimmers in Individual Events

  • Select an event from the Event List at the top of the screen.
  • A list of eligible swimmers will appear at the bottom.
  • Click on a swimmer's name so that it turns yellow and a checkmark appears in the "Entered" column.
  • Enter a heat and lane assignment. This will print on the card label and will carry over when you export the entries to Meet Manager. *NOTE…you cannot enter a lane assignment only without also entering a heat assignment, even if there will only be one heat. The system will remove the lane when you close out of Entries.
  • Choose exhibition if necessary. It is not necessary to mark the 6-unders exhibition since those events are set up in Meet Manager as un-scored.
  • Click the next event in the list at the top of the screen and repeat the procedure until all events have entries.
  • Close the Entries screen to exit and save your entries.

Exporting Meet Entries into Meet Manager

The next step is to get your entries to the person who is setting up the meet. This can be done by USB memory device or by emailing the file as an attachment to an email.

  • From the Team Manager main menu screen, click on File and select Export.
  • From the fly out menu select Meet Entries.
  • Select the location where you want the program to save the file. This could be a USB device or your hard drive. Just remember where you save it.
  • Click OK to create the zip file.
  • In the dialog box click OK.
  • Close the Export window or hit Cancel.
  • Your file is now ready to be emailed.

Exporting Your Team Roster

Having a current roster for both teams make it possible for the scorers to make adjustments to the entries when there are scratches. If you are trying to substitute a person who had no other entries in the meet, that individual's name would not be available to enter.

  • Click on the File menu and scroll down to Export.
  • From the fly-out menu select Athletes/Teams.
  • Set the destination drive and directory for the file you are about to save (USB device or hard drive). Remember where you save it.
  • Make sure the team selection is set to your team.
  • Set other options as desired; you do not need to include inactive athletes.
  • Click OK.
  • If you saved to a USB memory device, give it to the home team along with your entries. Both files may be saved on the same device.
  • If you are emailing your entries, make sure that you include the roster file as a second attachment.

Creating Event Card Labels

  • From the main menu click on Labels and select Entry.
  • Make the appropriate selections and click Create Report.
  • Click the printer icon to get a print preview of the labels on the page.
  • On the print preview screen click on the Print Set Up icon (printer with a tool) to check your default printer and set page ranges to print.
  • If your team did not purchase the label package as part of your Team Manager software, you can still create event card labels by using Meet Manager. You will need to create the meet in Meet Manager (whether or not you are the home team), export the entries from TM and import them in to the correct meet in MM. Then refer to the Meet Manager instructions for printing labels.

Importing Meet Results into Team Manager

After each meet you may import the meet results back into your TM database using the import function.

  • In order to use your meet results file you will first need to unzip it.
  • Click on the File menu and select Import.
  • On the fly out menu select Meet Results.
  • Select the correct drive in the "Look In" window. When the zip file appears in the window, right-click on the file name and select Extract All.
  • Select the destination where you want your unzipped file to go. Remember where you put it.
  • When the file is extracted, return to the Team Manager File menu and select Import.
  • On the fly out menu select Meet Results.
  • Browse for your unzipped file, highlight it so that its name appears in the File Name and click Open.
  • You will get a dialog box telling you the import was successful.

Creating A Top Times Report by Event

  • Click on Reports and select Performance.
  • On the fly out menu select Top Times.
  • On the options screen make selections as desired. You must select a course (SO).
  • To list your current swimmers fastest to slowest for each event, select Event (Current Age).
  • In the lower right change the 1 to 0.
  • Click Create Report. 
  • You should immediately get a dialog box asking if you want to limit the report to the fastest time for each swimmer. Click Yes.