FAQ - Frequently Asked Questions

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A. Meet Entries


1.I am supposed to send in my team's entries for a meet tomorrow.  I have set up the entries but how do I send them to the meet host?

Just use the Meet Entries Export feature of TEAM MANAGER so that the meet host can import those entries electronically.  Be sure to check your entries using the Meet Entries Report.


2.I have set up my meet entries for an upcoming meet and checked it using the Meet Entry Report.  But I see some of my athletes are assigned to the wrong team.  What gives?

When you declare meet entries either by Name or Event, the first question TEAM MANAGER asks is what team are these entries for.  For example, Billy may be assigned to an Unattached team in the Athlete Browser but if you declare meet entries for the FAST team, then FOR THIS ONE MEET, Billy's entries will be assigned to team FAST.  This feature allows you to assign an athlete to different teams depending on the meet, TEAM A, Unattached, All Star, League, etc. without having to change his "real" team assignment in the Athlete Browser screen.  If you have assigned an athlete the wrong team for a meet, use the Meet Entry Browser to delete those entries and then re-declare the entries for that athlete using Entries by Name.


3.I declared a meet entry for the wrong athlete.  How can I delete it?

Just use the Meet Entry Browser.  Pick the entry you wish to delete and then click on the Delete icon.  Or, use the Entries by Name or by Event screen and uncheck the "Entered" column for that athlete's entry.


4.When I declare my meet entries using the Entries by Event screen, TEAM MANAGER lists the eligible athletes in alphabetical  order but I want them listed based on their best mark.

Just click on the "underlined" Best Mark column header in the Entries by Event screen and TEAM MANAGER will sort the eligible athletes by Best Marks.  Click on the "underlined" Last Name column to sort the list alphabetically.


5.My league requires that I pre-enter my athletes in a specific heat and lane.  How do I do that?

Use the Entries by Event screen and choose which athletes you want to compete in an event.  Then enter the heat and the lane you wish them to compete under the Heat and Lane columns next to each athlete's entry mark.


6. How do I set up an Inter Squad meet?

If you want to use your MEET MANAGER and TEAM MANAGER to run a team inter squad or scrimmage dual meet, here's how.  For example, suppose the name of your team is FAST and you want to divide your athletes into a Red team and a Blue team.


MEET MANAGER - Before the Meet

Step 1        Set up the events for your dual meet.

Step 2        Export the events that you have set up.


TEAM MANAGER - Before the Meet

Step 3        Import the meet setup events from step 2 above.

Step 4        Add two new teams and call them QED and BLUE. DO NOT move any athlete from your FAST team into the QED or BLUE team.

Step 5        Using Entries by Name or Entries by Event, first select Team QED and click on the athlete you are entering in the meet for the QED team.

Step 6        Again, using Entries by Name or Entries by Event, select Team BLUE and click on the athletes you are entering in the meet for the Blue team.


Step 7        Run the Meet Entries Report to make sure you have designated the right athletes on the BLUE team and the QED team.

Step 8        Now Export Entries for that meet.


MEET MANAGER - Before and After the Meet

Step 9        Import the entry file created in Step 8.

Step 10        Run your meet.

Step 11        After the meet is completed change the name of the QED team to FAST and export results of FAST as Export file #1.

Step 12        Change the name of FAST from above back to QED.

Step 13        Change the name of the BLUE team to FAST and export results of FAST as Export file #2.


TEAM MANAGER - After the Meet

Step 14        Import Export file #1 from Step 11.

Step 15        Import Export file #2 from Step 13.



B. Meet Results


1.I entered a meet result for the wrong athlete.  How can I delete it?

Just use the Meet Results Browser.  Pick the result you wish to delete and then click on the Delete icon.


2.I just came back from a meet and I imported the meet results from the results file provided to me by the meet host but one of my athlete's mark is wrong - how do I correct that mark?

You would use the Results by Name feature and just edit the mark.


3.I just came back from a meet and the meet host has provided me with the results on a diskette.  How do I get them into my TEAM MANAGER database?

You would use the Import Meet results feature of TEAM MANAGER. Click Here for detailed information on how to import your meet results into your TEAM MANAGER database.


4.The meet host gave me a file containing meet results but when I import it, nothing comes in.  How can I get my team's results into TEAM MANAGER?

There could be a number of reasons why the meet results did not import.  The meet host may have not provided you with the correct file to import, the file or disk could be damaged, or the team abbreviation does not match what you have entered into your TEAM MANAGER. Click Here for information about the type of file the meet host should have provided as well as what to do if the team abbreviations for the meet and your database do not match.


5.We have a large team and the athletes are grouped and assigned to 5 different coaches.  When we go to a meet, what's the best way to submit our entries if each coach has his own TEAM MANAGER database?

1. If your coaches are all on a Local Area Network, you can use the TEAM MANAGER Pro option to share one common database on your network server. Click Here for detail information about the TEAM MANAGER Pro option.

2. All of the coaches would set up his/her own meet entry declarations and then 4 out of the 5 coaches would use the Export Meet Entries feature and then email the 5th coach the exported file.  Of course, each coach would have to have set up the same set of events for the meet.  That coach would then use the Import Meet Entries feature and TEAM MANAGER would merge the entries from the five coaches.  That coach would then check the entries using the Meet Entries Report and then set up any relays based on the Individual Entries that were imported.



C. Athlete Performances - Best Marks and Improvement


1.How do I find an athlete's Best Mark in the events they have competed in so far this season?

To view an athlete's meet results, use the Athlete Browser, pick the athlete, and then use the Athlete Results Browser to filter by Best Marks, converted times, all the marks for the season, etc.  Click on the Print icon to print a report just for that athlete.


2.The Top Marks Report uses events that do not match what my league uses.  How can I get these reports to honor my league's events?

Unless you specify otherwise, TM will use Built-In events for that report. Click Here to learn how to customize your custom event definitions so that when you run this report, you can choose "Custom" instead of "Publication" events in the Top Marks Report menu.


3.I want to hand each of my athletes a complete one page report of what they have done this season.  What do you suggest?

You might want to look at the Top Marks Report, sorted by name (1 athlete per page) and pick All for Top How Many with a Since date sorted chronologically.


4.I want to set up specific Goal Marks for each of my athletes and then track their progress towards those goals.  How do I do that?

Use the Goals feature in the Athlete Browser to specific a goal in each event and distance.  Then report progress on those goals using the Top Marks Report and click on the Include Goals check box.



D. Athlete Administrative Reports and Features


1.I have set up all of my athletes' email addresses.  How can I get them into Outlook so I can actually use them?

Click Here for information on how to export your email addresses to Outlook or Outlook Express.


2.I have looked at all of the standard TEAM MANAGER Roster Reports but none of them satisfy my needs.  Is there a way for me to customize my reports?

Yes there is. Click Here for detailed information on how to set up customized Athlete Roster reports that include just the fields you want in any order you want and sorted the way you want them.


3.We have a large team and they are a number of volunteers and coaches that need to enter and view information in TEAM MANAGER.  What options do we have to "share and update information" about our team?

Here are your options for sharing and updating information in multiple TEAM MANAGER databases.

1. If your volunteers or coaches are all on a Local Area Network, you can use the TEAM MANAGER Pro option to share one common database on your network server. Click Here for detail information about the TEAM MANAGER Pro option.

2. You can assign one person to maintain all the administrative changes (new athletes, changes in address, telephone numbers, typos) and then periodically email a backup of the database to each volunteer and/or coach for then to restore.

3. You can use the various Import/Export features of TEAM MANAGER to keep everyone up-to date with changes.  This is more involved than option #2.  For example, if Volunteer A corrects a typo in Billy Jones' name and exports Rosters to Volunteer B, that change will not be imported since TEAM MANAGER considers him a "new athlete".  If Volunteer B clicks on the "Add new Athlete" check box, then he will be added and a duplicate will result, which of course Volunteer B can resolve through the Athlete Browser.

4. Use a combination of option #2 and #3 in which say once a month, you get everyone "on the same page" with a backup/restore.



E. Backup/Restore


1.I want to backup my Database onto a CD but TEAM MANAGER keeps telling me that I do not have a CD in my drive?  What do I need to do?

TEAM MANAGER supports backups to a CD-RW (Not a CD-R) but it must be formatted for Windows first.  Please use your CD-RW Writer software to format the CD-RW for use by Windows.


2.I want to give my coach a copy of my database - what's the best way to do that?

You would Backup your database to a diskette or CD or email it to your coach and then he/she would Restore that database on their computer.


F. Records


1.How can I get TEAM MANAGER to automatically set up my Team Records?

You would first Create a Records File and then add the records that you want to track - for example, Girls 11-12 200m Dash.  As you set up each record, either enter the current Record Holder and record mark or enter a Dummy Record holder name and very slow mark.  Then when you run the Record Match Report and choose the Update feature, TEAM MANAGER will automatically update that "dummy record" with the current best mark in the database.


G. Miscellaneous


1.I just got a new computer.  How do I move the TEAM MANAGER software and my database over to the new computer?

Just install TEAM MANAGER on your new computer using the CD you received from HY-TEK and then download and install the current release. Click Here for information on how to move your database from one computer to another.


2.I am taking over TEAM MANAGER for my team and they lost the CD.  How do I get a new one?

If your team's TEAM MANAGER software is current, you can order a replacement CD.  If it is not a current release, then you can purchase just an upgrade. Click Here for information on how to order either Online.


3.I have exported various reports to Word but the fonts and layouts are just not what I want.   What can I do?

TEAM MANAGER uses the Crystal Reports software to display, print, and export all of the reports.  Sometimes due to font differences, screen resolution, and other variables, not all of the exports look exactly like the printed reports.  Try the rtf export instead of Word to see if that helps.


4.How do I know if I have the latest release of TEAM MANAGER?

Just start TEAM MANAGER and click on Check for Updates from the Main Menu bar and TEAM MANAGER will check our web site and let you know if you are current.  You can also click on Help then About to see what release you are running and then check TEAM MANAGER web site to see what release is the latest.


5.Why does HY-TEK keep putting up new releases of TEAM MANAGER on the web site?

As the leader in Track & Field software, we believe that we have a responsibility to respond to correct problems in a very timely manner.  We have worked very hard to make the update process as fast and easy as possible with the new Check for Updates feature in TEAM MANAGER.


6.How can I get information from my TEAM MANAGER database to my team's web site?

You really have a couple of options.  TEAM MANAGER offers a simple HTML export of Meet Results from the Meet Results Report screen.  And any report can be exported in HTML format using the Crystal Report export feature at the top of all report previews.  


7.I am a new user of your TEAM MANAGER software and I have previously set up all my athletes and their mailing addresses in Excel and another Database software product.  How can I get this data into TEAM MANAGER without having to re-key it all?

Unfortunately, you will have to key the information into TEAM MANAGER.  TEAM MANAGER requires some information while other information is optional.  For example, each athlete must have a last name, first name, team abbreviation, gender and if they are on an age group team, a birth date.  This information must be in a specific format and abide by specific editing rules.  For example, the Team Abbreviation must be 5 characters or less and must be associated with a Team Type (High School, College, Masters, Age Group, etc), Registration Type, etc.  This information cannot be guaranteed to be included in a general purpose spreadsheet or database program.


8.Every time I run a report or view a screen, TEAM MANAGER asks me to choose a Team.  I have two teams set up - one for most of my athletes and one for my unattached athletes.  How can I get TEAM MANAGER to default to my main team so I don't have to enter it all the time?

Just use the Favorite Filters feature to set up a default Team as well as other parameters like subgroup, seasonal dates, etc.


9.I coach a high school team in the winter and a club team in the summer. Each team has its own licensed version of TEAM MANAGER.  How do I install my athlete club's version without overriding the high school version on my laptop?

Windows does not allow one to install a second copy of any software product on a single computer.  But HY-TEK does offer a very powerful tool that allows you to manage multiple track teams with multiple T&F TEAM MANAGER licenses - Click Here for specific information on how to do that.


10.I want to post various reports on our web site.  How can I do that with TEAM MANAGER?

In order to publish a report on the web, you will need to export it in HTML format.  The Top Marks, Meet Results, and Meet Entries reports have a menu option for this called "Flat HTML".  You can also export any report in HTML format - Click Here for information on how to do that.