Roster Athletics

This guide covers how to add multiple athletes at once using the Import CSV tool, located on the left-hand side of the Details page. You can do this instead of adding one athlete at a time.

Important: The import CSV feature cannot be used if registration is enabled.

The guide is divided into the following sections below:

1. Creating the CSV File
2. Column Reference
   • LicenseType accepted values
3. Importing the CSV File
4. Resolving Conflicts
   • How to resolve a conflict
   • Example: duplicate relay team names
5. Relay Events
   • Standard relay events
   • Mixed-gender relay: separate male and female teams in one event
   • Mixed relay team: male and female athletes on the same team
   • Mixed-gender individual events
6. Event Codes (EventCode)
   • Event stage (EventStage) accepted values
7. Age Group Codes (AgeGroup)
   • Youth and senior
   • Masters
   • School (US)
8. School Grade Codes (SchoolGrade)
9. Opening a CSV File in Excel

1. Creating the CSV File

Build your CSV file using a spreadsheet application such as Excel. Each row represents one athlete or relay team entry. The columns are described in the Column reference section below.

Note: Mandatory columns are marked “Yes” in the Required column of the reference table.

Formatting rules

• Athletes names: Capitalize/capitalise the first letter only in first, middle, and last names, except where the name itself requires otherwise. Example: John Joseph McDonald.
• Date of birth: Use the format YYYY-MM-DD. You can use Excel’s cell formatting to ensure the correct format.
• Do not use placeholder dates: If you only know an athlete’s birth year, leave DateOfBirth blank and use YearOfBirth instead. Do not enter a fake date such as 1990-01-01.
• Personal and season bests: Use . as the decimal separator for distances and times (e.g. 9.58). Use : between hours, minutes, and seconds.
• Avoid special characters: Do not use commas (,), semicolons (;), or quotation marks (") anywhere in the file, as these will break the CSV format and cause errors.
• Column headers are case-sensitive: Do not modify these header names in any way. Both captilization/capitalisation and spelling must match exactly; for example, FirstName is not the same as firstname or Firstname.
• Capital I, not lowercase l: In column names such as EntryId, StartListId, RelayId, and TilastopajaId, the "Id" suffix ends with a capital I (as in "Ivan"), not a lowercase l (as in "letter"). These can look identical depending on the font.
• File encoding: Save the file as UTF-8 CSV.

Note: An example CSV file and an Excel template are attached at the bottom of this guide. If you use the PZLA or HyTek export functionality, use the CSV file directly from those systems. If a HyTek file fails to import, check that it uses semicolon-delimited entries.

2. Column Reference

The table below lists all supported columns. Columns marked Yes in the Required column must be present for the import to succeed.

LicenseType accepted values

The following values are accepted for the LicenseType column:

• NorthernIrelandAth — Athletics Northern Ireland
• EnglandWalesAth — England & Wales Athletics
• GreekAth — Greek Athletics
• IcelandicAth — Icelandic Athletic Federation
• LithuaniaAth — Athletics Federation of Lithuania
• NewZealandAth — Athletics New Zealand
• RomaniaAth — Romanian Athletics Federation
• ScotlandAth — Scottish Athletics
• TFRRS — NCAA
• WorldAth — World Athletics
• WAPara — World Para Athletics (SDMS)

3. Importing the CSV File

Click the Import start lists button on the Details page, then choose Auto or Roster format. You can also drag and drop the file directly onto the page.

Important: If you have an existing event schedule set in the web admin platform and leave the EventStart field blank in your CSV, the existing schedule will be overwritten with default values. To keep your schedule, either fill in the EventStart column or update the schedule manually after import.

Once imported, a CSV Import menu option appears on the far left. This option remains visible until you change competition, upload another file, click Finished, or reload the page.

4. Resolving Conflicts

After import, each athlete or relay entry is marked with a status indicator:

Status	Meaning
	Exact match found — the athlete or relay already exists in the Roster Athletics database.
	No match found — a new profile will be created automatically.
	Partial match — one or more possible matches found. You must select the correct athlete or relay team.
	Conflict — action required. Select the correct match, delete duplicated entry, or create a new profile.

Important: You must resolve all yellow and red conflicts before you can save the start list. The Import button will remain inactive until all conflicts are resolved.

How to resolve a conflict

Click Select a profile from the list next to the flagged entry, then:

• Search & select — search the Roster database to find and link the correct existing profile.
• Create new athlete profile — create a new profile using the data in the CSV file.
• Create relay team profile — create a new relay team profile.

Example: duplicate relay team names

If your CSV contains two relay teams with the same name (e.g. “Roster Relay Team” with entries 1 and 2), but only one team with that name exists in the database, both entries will match the same team — causing a conflict. To resolve this, create two new relay teams with distinct names such as “Roster Relay Team 1” and “Roster Relay Team 2”.

Once all conflicts are resolved, click Import to save the start list, then click Start list to view the result.

5. Relay Events

This section explains how to structure relay entries in the CSV file. Follow the rules relevant to your event type.

Standard relay events

Each relay entry consists of a team definition row followed by individual athlete rows.

• Team row: Set EntryId, StartListId, RelayTeamName, Gender, CountryCode, EventCode, EventStage, AgeGroup, ClubName (if relevant), and TeamName (relevant only if team competition is enabled).
• Athlete rows: Add one row per athlete. Set RelayId to the EntryId value from the relay team row. This links each athlete to their team.
• Athlete rows must follow the team row: Relay members may not appear above the team row in the file.
• Same StartListId: All athlete rows must share the same StartListId as the team row. Relay teams in the same event must all share the same StartListId — otherwise separate events will be created.

Mixed-gender relay: separate male and female teams in one event

If your event has separate male and female teams competing together in the same event, set the same StartListId for all teams. They will all appear in the start list under the same event.

Mixed relay team: male and female athletes on the same team

For events such as 4x400m MIXED TEAM (or any 4x___m MIXED TEAM event) where individual teams include both male and female athletes:

• EventCode: Use 4x400m MIXED TEAM (or the applicable mixed team code).
• Gender for the team row: Set to Mixed.
• Gender for each athlete row: Set to Male or Female as appropriate.
• RelayId: Set as described above for standard relays.

Mixed-gender individual events

To upload a mixed-gender individual event, set Gender to Male or Female for each athlete and assign the same StartListId to all athletes. The event will be imported as mixed-gender.

6. Event Codes (EventCode)

You can use either the full event name (e.g. 100m Hurdles) or the short code (e.g. 100H) as the EventCode value. The full list of events is available in the List of Events guide on the support portal.

Event stage (EventStage) accepted values

Use one of the following values exactly as written:

• Qualification
• Preliminary
• Heat
• SemiFinal
• Final

7. Age Group Codes (AgeGroup)

You can use Auto to assign athletes to an age group automatically based on their date or year of birth. The full list is also available in the List of Age Groups guide on the support portal.

Youth and senior

Masters

School (US)

8. School Grade Codes (SchoolGrade)

For US school meets only. Use the following codes in the SchoolGrade column:

9. Opening a CSV File in Excel

Opening a CSV file by double-clicking it in Windows may cause Excel to misread characters, especially accented letters and special characters. To open the file correctly with UTF-8 encoding, follow these steps:

• Open Excel and create a blank workbook.
• Go to the Data tab and click Get Data > From Text/CSV.
• Select your CSV file and click Import.
• In the preview dialog, set File Origin to 65001: Unicode (UTF-8) and confirm the delimiter is set to comma.
• Click Load to import the data.

Note: If you are using an older version of Excel or need more detailed steps, refer to the Microsoft support documentation for opening UTF-8 CSV files.