Introduction
When using third-party registration platforms, you will find it necessary to import a list of teams for any Team Races. Please be aware that before Athletes can be assigned to teams in CT Live, the Teams must already exist within CT Live. When importing teams, each Team must have a different Team External ID. At minimum, Team import files should contain External ID, Team Bib Number, Team Name, Team Registration Choice, and Team Registration Bracket.
Please note that Team bib numbers can only be assigned via Team Import.
The below process should not be taken as an exact representation of every Team Import. The number and type of fields used in your Team file may differ from what is shown below which may make the process longer or shorter.
External Team ID Theory
An External ID is a unique string of numbers or letters that identifies each Team. The simplest method for assigning External IDs to Teams is to use the Team Name. In your Team File, simply copy the Team Name column to a new column, then rename the copied column as 'External Team ID'.
You can also assign a random string of letters and/or numbers as the External Team ID. This complicates the process of importing Team Members, however.
Warning: Be very careful not to map the External Team ID to the Team ID field when importing. These two fields are NOT the same thing.
Importing
To speed up the import process, you should ensure that the column headers in your file match the values in CT Live. The exact values for all available fields are:
- Custom
- Bib
- External Team ID
- Registration Choice
- Tag Number
- Team ID
- Team Reg Bracket
- Team Status
- Team Name
The minimum requirement for importing teams include:
- External Team ID
- Team Name
- Registration Choice
- Bib (if the team is a Relay type)
To Import Teams:
- From the Teams tab, click Import Teams between Export Teams and Add Team.
- Select your Team file. These files should be in CSV, TSV, or TXT format with one team per row. An External ID that never changes is required in order to properly update existing teams.
- Signify if the file has a Header Row by either checking or unchecking the box. Select the applicable Column Separator. Available options are Comma or Tab.
- Click Continue.
- In the next section, you must map the various columns in your file to their corresponding features in CT Live. CT Live will attempt to automatically detect which columns belong to which setting, but it may be necessary to manually specify. The default setting for ambiguous lines is Ignore, meaning that the column will not be used when importing the teams. You may check the Ignore box for any line to exclude that column of data from the import.
- Click Continue.
- Next, map the Reg Option if applicable.
- Click Continue.
- Map the Registration Bracket if applicable.
- Click Continue.
- Confirm the upload procedure and click Complete & Save.
- You will see an Upload Status bar. When the upload has finished, a confirmation dialogue will appear. Click Close & Refresh.
If any errors are encountered during the upload, they will be displayed with details about which lines were faulty, the reason for the error, and a clip of the file containing the errors. If an error is ever unclear, please feel free to contact the ChronoTrack Support Team. Remember to use the Import Errors file to adjust faulty data.
Once Teams have been added to your event, they are assigned a Team ID, and displayed in list form on the Teams tab. The main Team page will list Teams in order of registration time from most to least recent. You can view the teams’ Team ID, Name, Race, Team Captain, Reg Bracket, Members, Type, and current Bib in the team list.
Once you are finished with the Team Import, you can Import Team Members.