Add athletes : Roster Athletics

This guide explains how competition organizers/organisers can create and manage athlete profiles in Roster Athletics, including adding personal details, club affiliations, and performance records.

You can add a new athlete to the Roster Athletics database from the start lists of a competition, or from OVERVIEW → Athletes in the left-hand side menu. Depending on the place, follow these steps:

Creating a new athlete
Entering data
- International name
Adding a club
Adding para classes
Saving
Editing

Step 1: Creating a new athlete

To add a new athlete from the start list, click Add athletes → Create new.

To add a new athlete from the OVERVIEW → Athletes in the left-hand side menu, click Create new athlete.

Step 2: Entering data

The Create new athlete window will open.

To add a new athlete, you must enter or select mandatory fields:

Given/First name
Surname/Last name
Gender
Country

You can also add a Middle name, a full Birthday (Day, Month, Year), or just the year if the full date is not known.

If you select the United States as a country, you will see a new Grade field that can be used if applicable.

International name

If the athlete's name differs between the local alphabet and Latin, you can add the International name.

Example of using an international name:

If the athlete's local name is Γιάννης Παπαδόπουλος, enter Giannis Papadopoulos as the international name.
If the athlete's local name is John Doe, there is no need to enter the international name.

The format of athletes' names (local or international) displayed in the start lists and results depends on the Athlete name display setting that can be changed in the competition details. For more information, see the Set up a competition guide.

If you wish to use capital letters within a name (e.g. if you'd like to format to McDonald), turn off the Auto-format names option.

Step 3: Adding a club

You can also add a club, a school, or mark an athlete as unattached if they are not club or school members.

To assign an athlete to a club or school, click the Add club/school button and find your club/school in the Select club/school window.

You can add more clubs once the athlete's profile is created. See the Clubs section below.

For more information on adding a new club or school, see the Add club/school guide.

If an athlete is not a member of any club or school, select the Unattached option.

Step 4: Para classes

If you are adding a para athlete, you can choose one or two Para classes (one T-class and one F-class) from the fields at the bottom of the window.

Step 5: Saving

After adding all the data, click the Save button.

Important:

After an athlete is added to a competition or receives a license/licence, the following fields cannot be changed without contacting Roster support:

First name
Last name
International name
Gender
Date of birth

Step 6: Editing

If you have added a new athlete correctly, you will see a window with a menu containing links to Personal, Clubs, License/Licence, and Records. The Permissions button will also appear at the bottom of the page.

Photos

In the Personal tab, in addition to previously added information, you will find the option to add photos. To add a new photo, click the Upload button and upload a photo of the athlete. All photos are verified by Roster Athletics Staff and will only be displayed once approved.

The Face photo will be used as the avatar, for example, displayed next to the athlete's name on a start list. The Profile photo is displayed when viewing the athlete's profile in the Roster app and does not need to be a headshot.

Clubs

Under Clubs, you can add all of the athlete's affiliated clubs and schools. Next to the name of a club managed in the Roster database by its representative, you will find the verification status. Verified members of that club can use the group payment feature if it has been activated. Learn more in the Organizers/Organisers: Group payment guide.

Licenses/Licences

Under License/Licence, you can add a new license/licence number for the following federations:

Athletics Northern Ireland
England & Wales Athletics
Greek Athletics
Icelandic Athletic Federation
Lithuanian Athletics Federation (legacy)
New Zealand Athletics
Romanian Athletics
Scottish Athletics
TFRRS (NCAA)
World Athletics
World Para Athletics (SDMS)

Licences for the following federations are managed through the Roster Athletics registration portal and can only be added to and paid for by registrants:

Lithuanian Athletics Federation
Athletics Federation of Nigeria

Records

Under Records, you can view the athlete's personal and season records. If you created the athlete profile or have edit permission, you can add records manually by clicking the Add records button.

In the new Add new PB & SB window, select the right season, event, and implement (if relevant). Enter the record in the proper format (see below) and save. Your records will be marked as added by the Organizer/Organiser (Source column and start lists).

In the lower-left corner, you can switch between metric and imperial (feet-inches) units.

Proper format of records:

Track Events (Sprints & Distance)

Use the following time formats depending on event length:

Seconds only: SS.ss

Example: 10.85 (100m)

Minutes and seconds: M:SS.ss

Example: 1:50.13 (800m)

Hours, minutes, and seconds (with decimals): H:MM:SS.ss

Example: 1:20:15.20 (20000m Race Walk)

Hours, minutes, and seconds (no decimals): H:MM:SS

Example: 2:10:11 (Marathon)

Field Events

Use distance/height formats based on the measurement system:

Metric: M.cm

Examples:

6.13 (Long Jump)

20.13 (Shot Put)

Imperial: ft-in.xx

Example: 180-10.25 (Discus Throw)

Combined Events

Enter as a whole number (points only)

Example: 7542 (Decathlon)