We have had the ability to export participant information to the (unusual) Hy-Tek format for a couple of years. Recently, we had two different timers approach us and ask for improvements.
Thanks to Brian Sparacino for giving up the information at the bottom of this post for matching of I Record and D Record information and mapping event codes.
The Hy-Tek Download is available as an option on the Participant Report page.
From Brian Sparacino:
A semi-colon delimited format is available for importing entries, relays, rosters, and addresses. Semi-Colon Delimited Import was created as a courtesy to our users for importing entry/roster data into MM in a plain text file.
If you wish to use this feature, please note that HY-TEK does not support semi-colon delimited import other than the guidance provided below.
To import, click File / Import / Semi-Colon Delimited Rosters/Entries File. When importing using the semi-colon delimited format, if a mark is out of range and you answer “No” to use the mark, the athlete, team, and mark will be listed on the Exception Report. If an athlete’s first name is missing, this too will be listed on the exception report. And thirdly, when importing, the last directory used for the import file will become the default directory for the next import.
There are five file types:
I = Information Record (24 fields separated by semi-colons)
D = Individual Entry Record (18 fields separated by semi-colons)
E = Individual Entry Record (14 fields separated by semi-colons)
Q = Relay Entry Record (15 or more fields separated by semi-colons)
R = Relay Entry Record (10 or more fields separated by semi-colons)
It is preferred that the D file type be used instead of the E file type and that the Q file type be used instead of the R file type. These newer D and Q file types contain more information.
Rules
1. If no information for a given field, leave it blank, but include the semi-colon.
2. Each record must be followed by a carriage return & line feed.
3. If at any point in a record, all remaining fields in the record are blank, it can be ended with a carriage return without all the extra semi-colons.
4. For each athlete there can be one information record. You create one E record or D record for each individual entry. The 2nd thru 10th fields of both the I, D and E reco types are identical. One relay per relay entry record with up to 8 relay runner names.
5. The order of each record makes no difference.
6. For each I, D or E record for the same athlete, fields 2 through 8 must be the same.
7. The I record is optional and thus not required.
Data Max Notes for the I Record
1 I 1 Information Record
2 Last Name 20 (Required)
3 First Name 20 (Required)
4 Initial 1
5 Gender 1 M = Male, F = Female (Required)
6 Birth Date 10 MM/DD/YYYY (Optional)
7 Team Code 4 4 character max; use UNA if unknown (Required)
8 Team Name 30 Use Unattached if unknown (Required)
9 Age 3 Optional if birth date provided
10 School Year 2 (Optional)
11 Address line 1 30
12 Addr 2 / Province 30
13 City 30
14 State 3 state code for USA, Canada, Australia, etc.
15 Zip 10
16 Country 3 use country code, such as USA, GER, AUS
17 Citizen Country 3 use country code, such as FRA, CAN, BRA
18 Home Phone 20
19 Office Phone 20
20 Fax # 20
21 Shirt size 4 S, M, L, XL, etc.
22 Registration # 15
23 Competitor # 5
24 E-mail 30
Example: I; Doe; John; P; M; 09/07/1947; USA; United States; ; ;3395 West Street; Suite 101; Sullivan; ME; 04664; USA; USA; 207-422-6243; ; ; XL; 49-345-6789;296;mm@hy-tekltd.com [Carriage Return]
Data Max Notes for the D Record
1 D 1 Individual Entry Record
2 Last Name 20 (Required)
3 First Name 20 (Required)
4 Initial 1 (Optional)
5 Athlete Gender 1 M = Male, F = Female (Required)
6 Birth Date 10 MM/DD/YYYY (Optional)
7 Team Code 4 4 characters max; use UNA if unknown (Required)
8 Team Name 30 Use Unattached if unknown (Required)
9 Age 3 Age is optional if birth date provided
10 School Year 2 (Optional)
11 Event Code 10 Examples: 100, 5000S, 10000W, SP, HJ, DEC
12 Entry Mark 11 Time: hh:mm:ss.tt (1:23.44.55, 1:19.14, 58.83, 13.4h)
Field Metric: 12.33, 1233;
English: 12-10.25″, 12′, 121025
Combined-event: 3020 (points)
13 Event measure 1 M for Metric, E for English (Required)
14 Event Division 2 A Division number; Optional; For JV, Varsity, Bantam, etc.
15 Competitor # 5 Optional
16 Finish Place 2 Place from prior round if an advancer (optional)
17 Declaration Status 1 D = Declared, S = Scratched, A = Alive, blank = Undeclared (optional)
18 Entry Note 60 Optional
Example: D;Doe;John;P;M;09/07/1947;HURR;Hurricane High School;;;SP;21.23;M;;304;;D;Qualified 12-05[CRLF]
Data Max Notes for the E Record
1 E 1 Individual Entry Record
2 Last Name 20 (Required)
3 First Name 20 (Required)
4 Initial 1 (Optional)
5 Athlete Gender 1 M = Male, F = Female (Required)
6 Birth Date 10 MM/DD/YYYY (Optional)
7 Team Code 4 4 characters max; use UNA if unknown (Required)
8 Team Name 30 Use Unattached if unknown (Required)
9 Age or Comp # 5 Age is optional if birth date provided; or enter comp#
10 School Year 2 (Optional)
11 Event Code 10 Examples: 100, 5000S, 10000W, SP, HJ, DEC
12 Entry Mark 11 Time: hh:mm:ss.tt (1:23.44.55, 1:19.14, 58.83, 13.4h)
Field: Metric: 12.33, 1233;
English: 12-10.25″, 12′, 121025
Combined-event: 3020 (points)
13 Event measure 1 M for Metric, E for English (Required)
14 Event Div or 2 A Division number; Optional; For JV, Varsity, Bantam, etc.
Finish Place or can be the finish place from prior round of advancers
Example: E;Doe;John;P;M;09/07/1947;HURR;Hurricane High School;;;SP;21.23;M;[CRLF]
Notes for Individual Events:
1. One D or E record per individual entry; 4 entries for same athlete requires 4 D or E records.
2. For Open meets, birth date and age are not required.
3. For division meets with birth date ranges, birth date is required, but if division number is used, birth date is not required.
4. For division meets without birth date ranges, division number is required.
5. For age group meets, the age is required. However, if the birth date is entered, the age is not required.
6. For meets that are not division meets and where the entries are advancers going to the next higher level meet, the division slot in the E record can be used for the place finish in the prior round.
7. The competitor number can be entered in the I record or it can be included in the E record in place of the Age (this assumes you are not entering an age). The D record has a separate field for the comp#.
Event Codes
Running Events: Distance without commas, such as 100, 800, 3200, 10000, 1MILE, 2MILE, HMAR half marathon, MAR
Note: For the 800 and longer, MM must have these events setup as Runs. If they are setup as Dashes, they will not be imported.
Hurdle Events: Distance plus H, such as 80H, 400H.
Steeplechase Events: Distance plus S, such as 2000S, 3000S.
Race Walk Events: Distance plus W, such as 5000W, 20000W.
Field Events: HJ High Jump, PV Pole Vault, LJ Long Jump, TJ Triple Jump, SP Shot Put, DT Discus
HT Hammer, JT Javelin, WT Weight Throw, SWT Super Weight Throw
Combined-Events: DEC Decathlon, HEP Heptathlon, IPENT Indoor Pentathlon, OPENT Outdoor Pentathlon, TRI Triathlon, WPENT Weight Pentathlon, BI Biathlon, TET Tetrathlon, OCT Octathlon
Data Max Note for the Q Record
1 Q 1 Relay Entry Record
2 Team Code 4 4 characters max; use UNA if unknown (Required)
3 Team Name 30 Use Unattached if unknown (Required)
4 Relay Letter 1 A, B, C, etc.
5 Relay Gender 1 M = Male, F = Female, X = Mixed (Required)
6 Relay Age 3 Required for age group meets
7 Event Code 10 Examples: 400, 1600S, 3200D
8 Entry Time 10 Time: hh:mm:ss.tt (44.55, 4:19.14)
9 Event meas. 1 M for Metric, E for English (Required)
10 Event Division 2 A Division number; Optional; For JV, Varsity, Bantam, etc.
11 Finish Place 2 Place from prior round if an advancer (optional)
12 Declaration Status 1 D = Declared, S = Scratched, A = Alive, blank = Undeclared (optional)
13 Entry Note 60 Optional
14 Spare For future use
15 Spare For future use
== Runner number 1 ==
16 R1 Last Name 20
17 R1 First Name 20
18 R1 Initial 1
19 Athlete Gender 1 M = Male, F = Female (Required)
20 Birth Date 10 MM/DD/YYYY (Optional)
21 Age 5 Age is optional if birth date provided
22 School Year 2 Optional
23 Competitor # 5 Optional
== Runner number 2 ==
24 R2 Last Name 20
25 R2 First Name 20
26 R2 Initial 1
27 Athlete Gender 1 M = Male, F = Female (Required)
28 Birth Date 10 MM/DD/YYYY (Optional)
29 Age 5 Age is optional if birth date provided
30 School Year 2 Optional
31 Competitor # 5 Optional
== Continue same pattern for runners 3 through 8 ==
Example:
Q;HURR;Hurricanes;A;M;;1600;4:01.44;M;;;D;Altitude;;;
Doe;John;P;M;09/07/1977;;SR;189;Jackson;Jim;;M;;;JR;186;
Avery;Mark;A;M;10/20/1979;;SO;190;Lathrop;Terry;T;M;01/08/1980;;SR;199[CRLF]
Data Max Note for the R Record
1 R 1 Relay Entry Record
2 Team Code 4 4 characters max; use UNA if unknown (Required)
3 Team Name 30 Use Unattached if unknown (Required)
4 Relay Letter 1 A, B, C, etc.
5 Relay Gender 1 M = Male, F = Female, X = Mixed (Required)
6 Relay Age 3 Required for age group meets
7 Event Code 10 Examples: 400, 1600S, 3200D
8 Entry Time 10 Time: hh:mm:ss.tt (44.55, 4:19.14)
9 Event meas. 1 M for Metric, E for English (Required)
10 Event Div or 2 A Division number; Optional; For JV, Varsity, Bantam, etc.
Finish Place or can be the finish place from prior round of advancers
== Runner number 1 ==
11 R1 Last Name 20
12 R1 First Name 20
13 R1 Initial 1
14 Athlete Gender 1 M = Male, F = Female (Required)
15 Birth Date 10 MM/DD/YYYY (Optional)
16 Age or Comp# 5 Age is optional if birth date provided; or enter competitor#
17 School Year 2 (Optional)
== Runner number 2 ==
18 R2 Last Name 20
19 R2 First Name 20
20 R2 Initial 1
21 Athlete Gender 1 M = Male, F = Female (Required)
22 Birth Date 10 MM/DD/YYYY (Optional)
23 Age or Comp# 5 Age is optional if birth date provided; or enter competitor#
24 School Year 2 (Optional)
== Continue same pattern for runners 3 through 8 ==
Example:
R;HURR;Hurricanes;A;M;;1600;4:01.44;M;;Doe;John;P;M;09/07/1977;;SR;
Jackson;Jim;;M;;;JR;Avery;Mark;A;M;10/20/1979;;SO;Lathrop;Terry;T;M;01/08/1980;;SR[CRLF]
Notes for Relays:
1. For Open meets, relay age is not required.
2. For division meets, event division is required.
3. For age group meets, the age is required.
4. The competitor number can be entered in the I record or it can be included in the R record in place of the Age for each runner (this assumes you are not entering an age). The Q record has separate fields for the comp#’s.
Relay Event Codes
Regular relays: Just the distance without commas, such as 400 for 4×100, 1600 for 4×400, 4 for 4Mile relay.
Sprint Medley relay: Distance plus S, such as 1600S.
Distance Medley relays: Distance plus D, such as 3200D.
Shuttle Hurdle relay: Distance plus H, such as 240H.
