CAL Team Manager Instructions - League Athletics
CAL Team Manager Instructions These instructions were made from Team Manager 4.0. Refer to Team Manager 3.0 Instructions document for instructions on how to setup and use Team Manager 3.0.
Preparing Team Manage for the New Swim Season Setting Up Your Team Manager Preferences This is where you database preferences are chosen for Team Manager.
From the main menu, select Set-up, Preferences, System Preferences.
From this screen, make sure the following selections have been made: • Gender Designations: Boys/Girls (B/G) • Athlete Browser Options: o Check Show Ages o Check Show Birth Date CAL Team Manager 4.0 Instructions 05-14-08.doc
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•
• •
o Select Last Name First Team/Swimmer Defaults: o Default Team Registration: USS o Default Team Type: AGE o Default Country: USA o Default LSC: VA o Default State: VA Meet Age-Up Date: May 31 of the current year System Age-Up Date: May 31 of the current year o Then click on the Ageup button to update the ages of the swimmers
Select Yes at this popup. When all is complete, select OK.
Setting Up Report Preferences This is where you set up your preferences for your printers-paper and label sizes, printer type, and your headers
From the main menu select Set-up, Preferences, Report Preferences.
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From this screen, enter the following information: • Header 1: should say the name of your team. Example “Foxcroft Aquatic Swim Team” • Header 2: Input the current year • Output Options: select Upper/Lower Case • Paper Size: select the appropriate paper size • Label Types: select the appropriate label sizes (most use 3x10) • Report Printer: Select the printer that you will use to print your reports. The only printer(s) that will be listed will be printer(s) that have been configured for your computer. • Label Printer: Select the printer that will be used for labels. It may be the same printer if your labels are printed on the same printer as the reports. • # of copies to printer: enter the number of copies you want printed. When finished, select OK.
Setting Up Course Conversion
From the main menu, select Set-up, Course Conversion CAL Team Manager 4.0 Instructions 05-14-08.doc
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From this screen, enter the conversion factor to convert yards to meters as 1.105. Ignore the remainder of the screen. Select OK to save and close this screen.
Entering Your Team Name and Coaches Entering your Team Name
From the main menu, select Teams. This screen will appear. Select Add from the top menu. CAL Team Manager 4.0 Instructions 05-14-08.doc
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From this screen, enter the following information: • Team Code: enter the two to four letter abbreviations for your team (i.e. FAST). • Team Name: enter the name of your team (i.e. Foxcroft Aquatic Swim Team). • “Short” Name: enter your team’s mascot. • The remainder of the information is optional. Select OK when finished.
Entering the Coaches
From the Teams screen, select Coaches from the top menu.
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Select Add from the top menu of the Coaches screen. Enter the information about your coach. Select Head Coach if the information is for the head coach. When finished, select OK.
Select this “folder” icon to return to the Team screen.
Select this “folder” icon to return to the Main screen.
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Importing CAL Time Standards Every swim season the time standards are reviewed and updated. So, there is a new time standards file for every swim season. These standards must be imported into Team Manager at the beginning of each season. This one file contains time standards for both Yard and Meter pools. From the Main screen…
Select “Standards”, then “Import Standards”
Go to the folder where you copied the standards file to and select the file. Then select “Open”.
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Select OK to import the standards.
Select OK to finish.
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OPTIONAL – Importing CAL’s League Records Into Team Manager Anytime a new league record is set, you will want to import CAL’s new league records into you Team Manager’s database. You will find the new league records file on CAL’s website. Download (copy) the records file onto your computer to the “c:\TMIIdata” folder. You will need to do the following steps twice to import the Mete (S) and Yard (Y) records; once for meters and the other for yards.
From the main menu, select Records, Import Records.
Select “CAL-S.REC” (meters file), and then select Open. Repeat the above steps but select “CAL-Y.REC” (yards file).
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Select OK.
If this is not your first time importing league records, you might get this popup. Select Yes to overwrite the existing file and import the new records.
When finished, this popup will appear to indicate how many records were imported. Select OK and both popups will disappear.
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Updating the Team Roster This is where you update the team’s database with the new swimmers and make those who are not swimming this year inactive. New swimmers have to be entered individually.
Adding New Swimmers
From the main menu, select Athletes. Select Add from the top menu.
Enter the following information: • Last Name: enter the swimmer’s last name • First Name: enter the swimmer’s first name • Initial: enter the swimmer’s middle initial (not required) CAL Team Manager 4.0 Instructions 05-14-08.doc
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• • • • •
Birth Date: enter the swimmer’s birth date Team 1: select the down arrow to reveal your team. Select your team. Select “Build ID” to assign an identification number to this swimmer. Male/Female: choose the gender The remaining information on this screen is for your information. Fill in as much of the information as you want to. Note: After having entered the initial information of a sibling, you will not have to re-enter information for the remaining siblings. To do this, enter the second child’s name, birth date, sex, Team name, Build ID, and then a box will display above the “Primary Contact” box and ask you if you want to use the information from the previously entered sibling. Click Yes if it displays the child’s correct family information. The information previously entered will automatically be entered for you.
Swimmer Inactive Instead of deleting a swimmer and having to re-enter it again, perhaps next year, make the child inactive from the Athlete’s roster. • Double click on the child’s name • Check the box marked Inactive (located in the lower right hand corner above the Registration box. • Close the screen when finished.
Printing Copies of Your Team’s Roster You will want to print a copy of the team’s roster for a number of people on your team. Provide a copy for the coaches, the computer operator, the team’s president, the treasurer, and the registration person. You will also need to bring a copy of the roster to all of the meets for reference purpose. For away meets, give a copy to the opposing team’s computer operator.
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From the Athlete’s screen, select Print. This screen will display. • Select you team in the Team box. • Report Formats: select Roster • Sort by: select Name • Click on Create Report. The report will be created on the screen. You can send this to the printer by selecting the printer icon and then the number of copies. When finished, select the “X” at the top left of the screen. This will return you to the Athlete Reports popup. Select “Cancel” when finished to return to the Athlete screen.
Select this “folder” icon to return to the Main screen.
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Backing Up the Team Manager Database You never know when you will have computer problems and need a backup of your Team Manager database. Make a backup as soon as you have completed the steps above through this step and anytime during the season that changes are made to the database.
From the Main menu, select File, Backup.
Select the Backup Drive and the Backup Directory. Enter any comments in the box provided. Then select OK.
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Select Yes to this popup if the information is correct.
Select OK on this information popup.
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Getting the Database Ready for Your Meets Creating a New Meet This is where you create a new meet, import entries, and select the meet parameters. To determine which kind of relay will be swum and whether the pool the meet is being held at is a Yard or Meter pool, look at the CAL handbook. Note: You can create all of your meets at the beginning of the season. Follow the instructions below to create each meet.
From the Main menu, select File, Import, Meet Events.
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Select either the “Meet Events-Free Relay.hyv” (Free Relay) or the “Meet Events-Medley Relay.hyv” (Medley Relay) file and then select Open.
This popup will appear. Select OK to continue.
Select OK to continue. Note: The meet name will be called either CAL Free Relay Template or CAL Medley Relay Template.
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From the Main menu screen, select Meets. This screen will appear. Double click on either the CAL Medley Relay Template or CAL Free Relay Template meet to display the Meet Maintenance popup.
From this Meet Maintenance popup, enter the following information: CAL Team Manager 4.0 Instructions 05-14-08.doc
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• • • • • • • •
Meet Name: change the meet name to the name of your meet. Example, “Walton Lake at Foxcroft” or “WL at FAST”. Location: change the location to the name of the home pool. Course: select “S” for Meters or “Y” for Yards of the home pool Start Date: enter the date of the meet End Date: enter the date of the meet Age Up date: May 31 of the current year Use Times Since: if you are using a database of swimming data from previous years, you may need to enter the date of the first meet of this season or the date of a Mock meet. Make sure you select the check box for the “Use Since Date”. Maximum Entries: o Maximum Individual Entries per Athlete: 3 o Maximum Relay Entries per Athlete: 1
Select OK to accept these changes.
Select Yes to Ageup athletes to the meet ageup date.
Creating Entries for the Meet This is where you select the swimmer’s entries for the meet you just created.
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From the Meet Browser screen, select Entries. Choose which way you want to enter your entries for the meet; Entry Browser, Entries by Name, or Entry by Event.
Exporting Meet Entries This is where you copy your swimmer’s meet entries onto diskette. The diskette will be given to the computer operator at both home and away meets. If PreSeeding the meet, you have to have your entries emailed to the home team no later than 24 hours prior to the meet, earlier if possible (refer to CAL’s handbook for details). You may want to make a backup copy of the entries, in the event of a problem.
From the Main menu, select File, Export, Meet Entries.
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From the Export Entries popup, select the “Export to Drive”, “Export to Directory” location, and the meet to export. Make sure the “Export Relays” is checked. Select OK when ready to export.
When the export is finished, this popup will appear indicating the path and the file name. Make a note of the information and select OK. Select Cancel from the Export Entries to close the popup.
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Importing Meet Entries into Team Manager If your team is using two computers to run the team, you will need to update the second computer with the meet entries that were created on the other computer. For example, Foxcroft’s coaches create the meet entries on their computer. They export the entries into diskette and give them to the computer operator, prior to the upcoming meet. Those entries need to be imported into the computer operator’s Team Manager.
From the Main menu, select File, Import, Meet Entries.
Select the “zip” file with the meet entries (in this example, “FAST-VA-Entries001.zip”) and then select Open.
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Select OK from this information screen.
Select the file “HFILE001.HY3” and then select Open.
Select OK from this Import Entries popup.
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Select OK from the TMII popup.
Select Close to complete the import.
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Printing Labels for Index Cards This is where you print labels containing swimmer’s event information. The labels are put on index cards that will go to the clerk of course. Note: Labels for the meet can be printed at one time or by a selected stroke, distance, gender, age, or by single or group of events.
From the Main menu, select Labels, Entry.
From the Meet Entry Labels screen, select the following information: • Select the correct meet from the pull down list. • Team: select your team name • Label Types: select the label type you are using (3x10 seems to be popular). • Standards: select the current CAL time standards in use (CALTM05) and check the “Include Time Standards” box.
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• •
Note: Labels will print showing Gold, Silver, and Qualify. Bronze swimmers who have not yet qualified for champs will have nothing printed on their card. Click on Create Report to view the report. Click the printer icon on the report screen to actually send the data to the printer.
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Printing a Copy of Your Swimmer’s Meet Entries Print at least two copies of the swimmer’s meet entries for the upcoming meet. One will be displayed at the pool and the other is for the coaches to review (others may be required for the computer operator at the meet and the clerk of course). Note: If you are PreSeeding the meet, the report will be different and printed from Meet Manager. Note: You can print copies of your swimmer’s meet entries two ways. One way is as listed below, or you can go into “Meets”, then select the meet, select print, select Entry Report, and choose the options you desire.
From the Main menu, select Reports, Performance, Meet Entries.
Select the following: • Meet: select the correct meet from the pull down list • Team: select your team.
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• • • • • •
Event Filters: select Individual Standards: select CALTM05 (or current standards); check the “Include Time Standards” box. Sort by: select Name (you may want to see what the other reports look like) Select Create Report to view the report. Select the printer icon to actually send the report to the printer. Return to this Meet Entries popup to print the Relays by changing the Event Filters to Relay.
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After the Meet is Completed Importing Meet Results from Meet Manager After the meet is complete, you will want to import the meet results into Team Manager.
From the Main menu, select File, Import, Meet Results.
Select the “zip” file that has the results exported from Meet Manager and then select Open.
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Select OK to this information popup.
Select the “cl2” file of the meet and then select Open.
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Select the following options when importing: • Import Criteria: o Add New Teams/Athletes – checked (if you want to import both teams) o Import Relays – checked • Course: select “All Courses” Select OK to import results.
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When the import is completed successfully, select Close to close this popup.
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Preparing Team Manage for the New Swim Season Setting Up Your Team Manager Preferences This is where you database preferences are chosen for Team Manager.
From the main menu, select Set-up, Preferences, System Preferences.
From this screen, make sure the following selections have been made: • Gender Designations: Boys/Girls (B/G) • Athlete Browser Options: o Check Show Ages o Check Show Birth Date CAL Team Manager 4.0 Instructions 05-14-08.doc
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•
• •
o Select Last Name First Team/Swimmer Defaults: o Default Team Registration: USS o Default Team Type: AGE o Default Country: USA o Default LSC: VA o Default State: VA Meet Age-Up Date: May 31 of the current year System Age-Up Date: May 31 of the current year o Then click on the Ageup button to update the ages of the swimmers
Select Yes at this popup. When all is complete, select OK.
Setting Up Report Preferences This is where you set up your preferences for your printers-paper and label sizes, printer type, and your headers
From the main menu select Set-up, Preferences, Report Preferences.
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From this screen, enter the following information: • Header 1: should say the name of your team. Example “Foxcroft Aquatic Swim Team” • Header 2: Input the current year • Output Options: select Upper/Lower Case • Paper Size: select the appropriate paper size • Label Types: select the appropriate label sizes (most use 3x10) • Report Printer: Select the printer that you will use to print your reports. The only printer(s) that will be listed will be printer(s) that have been configured for your computer. • Label Printer: Select the printer that will be used for labels. It may be the same printer if your labels are printed on the same printer as the reports. • # of copies to printer: enter the number of copies you want printed. When finished, select OK.
Setting Up Course Conversion
From the main menu, select Set-up, Course Conversion CAL Team Manager 4.0 Instructions 05-14-08.doc
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From this screen, enter the conversion factor to convert yards to meters as 1.105. Ignore the remainder of the screen. Select OK to save and close this screen.
Entering Your Team Name and Coaches Entering your Team Name
From the main menu, select Teams. This screen will appear. Select Add from the top menu. CAL Team Manager 4.0 Instructions 05-14-08.doc
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From this screen, enter the following information: • Team Code: enter the two to four letter abbreviations for your team (i.e. FAST). • Team Name: enter the name of your team (i.e. Foxcroft Aquatic Swim Team). • “Short” Name: enter your team’s mascot. • The remainder of the information is optional. Select OK when finished.
Entering the Coaches
From the Teams screen, select Coaches from the top menu.
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Select Add from the top menu of the Coaches screen. Enter the information about your coach. Select Head Coach if the information is for the head coach. When finished, select OK.
Select this “folder” icon to return to the Team screen.
Select this “folder” icon to return to the Main screen.
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Importing CAL Time Standards Every swim season the time standards are reviewed and updated. So, there is a new time standards file for every swim season. These standards must be imported into Team Manager at the beginning of each season. This one file contains time standards for both Yard and Meter pools. From the Main screen…
Select “Standards”, then “Import Standards”
Go to the folder where you copied the standards file to and select the file. Then select “Open”.
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Select OK to import the standards.
Select OK to finish.
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OPTIONAL – Importing CAL’s League Records Into Team Manager Anytime a new league record is set, you will want to import CAL’s new league records into you Team Manager’s database. You will find the new league records file on CAL’s website. Download (copy) the records file onto your computer to the “c:\TMIIdata” folder. You will need to do the following steps twice to import the Mete (S) and Yard (Y) records; once for meters and the other for yards.
From the main menu, select Records, Import Records.
Select “CAL-S.REC” (meters file), and then select Open. Repeat the above steps but select “CAL-Y.REC” (yards file).
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Select OK.
If this is not your first time importing league records, you might get this popup. Select Yes to overwrite the existing file and import the new records.
When finished, this popup will appear to indicate how many records were imported. Select OK and both popups will disappear.
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Updating the Team Roster This is where you update the team’s database with the new swimmers and make those who are not swimming this year inactive. New swimmers have to be entered individually.
Adding New Swimmers
From the main menu, select Athletes. Select Add from the top menu.
Enter the following information: • Last Name: enter the swimmer’s last name • First Name: enter the swimmer’s first name • Initial: enter the swimmer’s middle initial (not required) CAL Team Manager 4.0 Instructions 05-14-08.doc
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• • • • •
Birth Date: enter the swimmer’s birth date Team 1: select the down arrow to reveal your team. Select your team. Select “Build ID” to assign an identification number to this swimmer. Male/Female: choose the gender The remaining information on this screen is for your information. Fill in as much of the information as you want to. Note: After having entered the initial information of a sibling, you will not have to re-enter information for the remaining siblings. To do this, enter the second child’s name, birth date, sex, Team name, Build ID, and then a box will display above the “Primary Contact” box and ask you if you want to use the information from the previously entered sibling. Click Yes if it displays the child’s correct family information. The information previously entered will automatically be entered for you.
Swimmer Inactive Instead of deleting a swimmer and having to re-enter it again, perhaps next year, make the child inactive from the Athlete’s roster. • Double click on the child’s name • Check the box marked Inactive (located in the lower right hand corner above the Registration box. • Close the screen when finished.
Printing Copies of Your Team’s Roster You will want to print a copy of the team’s roster for a number of people on your team. Provide a copy for the coaches, the computer operator, the team’s president, the treasurer, and the registration person. You will also need to bring a copy of the roster to all of the meets for reference purpose. For away meets, give a copy to the opposing team’s computer operator.
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From the Athlete’s screen, select Print. This screen will display. • Select you team in the Team box. • Report Formats: select Roster • Sort by: select Name • Click on Create Report. The report will be created on the screen. You can send this to the printer by selecting the printer icon and then the number of copies. When finished, select the “X” at the top left of the screen. This will return you to the Athlete Reports popup. Select “Cancel” when finished to return to the Athlete screen.
Select this “folder” icon to return to the Main screen.
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Backing Up the Team Manager Database You never know when you will have computer problems and need a backup of your Team Manager database. Make a backup as soon as you have completed the steps above through this step and anytime during the season that changes are made to the database.
From the Main menu, select File, Backup.
Select the Backup Drive and the Backup Directory. Enter any comments in the box provided. Then select OK.
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Select Yes to this popup if the information is correct.
Select OK on this information popup.
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Getting the Database Ready for Your Meets Creating a New Meet This is where you create a new meet, import entries, and select the meet parameters. To determine which kind of relay will be swum and whether the pool the meet is being held at is a Yard or Meter pool, look at the CAL handbook. Note: You can create all of your meets at the beginning of the season. Follow the instructions below to create each meet.
From the Main menu, select File, Import, Meet Events.
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Select either the “Meet Events-Free Relay.hyv” (Free Relay) or the “Meet Events-Medley Relay.hyv” (Medley Relay) file and then select Open.
This popup will appear. Select OK to continue.
Select OK to continue. Note: The meet name will be called either CAL Free Relay Template or CAL Medley Relay Template.
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From the Main menu screen, select Meets. This screen will appear. Double click on either the CAL Medley Relay Template or CAL Free Relay Template meet to display the Meet Maintenance popup.
From this Meet Maintenance popup, enter the following information: CAL Team Manager 4.0 Instructions 05-14-08.doc
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• • • • • • • •
Meet Name: change the meet name to the name of your meet. Example, “Walton Lake at Foxcroft” or “WL at FAST”. Location: change the location to the name of the home pool. Course: select “S” for Meters or “Y” for Yards of the home pool Start Date: enter the date of the meet End Date: enter the date of the meet Age Up date: May 31 of the current year Use Times Since: if you are using a database of swimming data from previous years, you may need to enter the date of the first meet of this season or the date of a Mock meet. Make sure you select the check box for the “Use Since Date”. Maximum Entries: o Maximum Individual Entries per Athlete: 3 o Maximum Relay Entries per Athlete: 1
Select OK to accept these changes.
Select Yes to Ageup athletes to the meet ageup date.
Creating Entries for the Meet This is where you select the swimmer’s entries for the meet you just created.
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From the Meet Browser screen, select Entries. Choose which way you want to enter your entries for the meet; Entry Browser, Entries by Name, or Entry by Event.
Exporting Meet Entries This is where you copy your swimmer’s meet entries onto diskette. The diskette will be given to the computer operator at both home and away meets. If PreSeeding the meet, you have to have your entries emailed to the home team no later than 24 hours prior to the meet, earlier if possible (refer to CAL’s handbook for details). You may want to make a backup copy of the entries, in the event of a problem.
From the Main menu, select File, Export, Meet Entries.
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From the Export Entries popup, select the “Export to Drive”, “Export to Directory” location, and the meet to export. Make sure the “Export Relays” is checked. Select OK when ready to export.
When the export is finished, this popup will appear indicating the path and the file name. Make a note of the information and select OK. Select Cancel from the Export Entries to close the popup.
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Importing Meet Entries into Team Manager If your team is using two computers to run the team, you will need to update the second computer with the meet entries that were created on the other computer. For example, Foxcroft’s coaches create the meet entries on their computer. They export the entries into diskette and give them to the computer operator, prior to the upcoming meet. Those entries need to be imported into the computer operator’s Team Manager.
From the Main menu, select File, Import, Meet Entries.
Select the “zip” file with the meet entries (in this example, “FAST-VA-Entries001.zip”) and then select Open.
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Select OK from this information screen.
Select the file “HFILE001.HY3” and then select Open.
Select OK from this Import Entries popup.
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Select OK from the TMII popup.
Select Close to complete the import.
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Printing Labels for Index Cards This is where you print labels containing swimmer’s event information. The labels are put on index cards that will go to the clerk of course. Note: Labels for the meet can be printed at one time or by a selected stroke, distance, gender, age, or by single or group of events.
From the Main menu, select Labels, Entry.
From the Meet Entry Labels screen, select the following information: • Select the correct meet from the pull down list. • Team: select your team name • Label Types: select the label type you are using (3x10 seems to be popular). • Standards: select the current CAL time standards in use (CALTM05) and check the “Include Time Standards” box.
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• •
Note: Labels will print showing Gold, Silver, and Qualify. Bronze swimmers who have not yet qualified for champs will have nothing printed on their card. Click on Create Report to view the report. Click the printer icon on the report screen to actually send the data to the printer.
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Printing a Copy of Your Swimmer’s Meet Entries Print at least two copies of the swimmer’s meet entries for the upcoming meet. One will be displayed at the pool and the other is for the coaches to review (others may be required for the computer operator at the meet and the clerk of course). Note: If you are PreSeeding the meet, the report will be different and printed from Meet Manager. Note: You can print copies of your swimmer’s meet entries two ways. One way is as listed below, or you can go into “Meets”, then select the meet, select print, select Entry Report, and choose the options you desire.
From the Main menu, select Reports, Performance, Meet Entries.
Select the following: • Meet: select the correct meet from the pull down list • Team: select your team.
CAL Team Manager 4.0 Instructions 05-14-08.doc
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• • • • • •
Event Filters: select Individual Standards: select CALTM05 (or current standards); check the “Include Time Standards” box. Sort by: select Name (you may want to see what the other reports look like) Select Create Report to view the report. Select the printer icon to actually send the report to the printer. Return to this Meet Entries popup to print the Relays by changing the Event Filters to Relay.
CAL Team Manager 4.0 Instructions 05-14-08.doc
Revision Date: 05/14/2008 Page 28 of 32
After the Meet is Completed Importing Meet Results from Meet Manager After the meet is complete, you will want to import the meet results into Team Manager.
From the Main menu, select File, Import, Meet Results.
Select the “zip” file that has the results exported from Meet Manager and then select Open.
CAL Team Manager 4.0 Instructions 05-14-08.doc
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Select OK to this information popup.
Select the “cl2” file of the meet and then select Open.
CAL Team Manager 4.0 Instructions 05-14-08.doc
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Select the following options when importing: • Import Criteria: o Add New Teams/Athletes – checked (if you want to import both teams) o Import Relays – checked • Course: select “All Courses” Select OK to import results.
CAL Team Manager 4.0 Instructions 05-14-08.doc
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When the import is completed successfully, select Close to close this popup.
CAL Team Manager 4.0 Instructions 05-14-08.doc
Revision Date: 05/14/2008 Page 32 of 32
