Entries and Results Import Reference

This page describes the file format and column specification for importing race entries and results into the system. Imports are performed from the Files section of the relevant race.

Contents

Supported file formats

The import tool accepts:

  • Microsoft Excel 2007+ workbooks (.xlsx) — the recommended format for most imports
  • CSV files (.csv) — see CSV files below for additional requirements

Column names are case-insensitive, so name, Name and NAME are all treated as the same column. Unrecognised columns are silently ignored.

Excel workbooks

Sheets and race classes

The import processes every sheet in the workbook except sheets whose name begins with an underscore (_). You can use underscore-prefixed sheets as notes or working space without affecting the import.

By default the race class for each row on a sheet is taken from the sheet name. The sheet name should therefore match the race class code defined for the race type (or results type) being imported.

Header row

Each sheet must contain exactly one header row listing the column names present in that sheet. The header row does not have to be the very first row of the sheet — rows before it are skipped — but any rows above it must not contain more than one non-empty string value. The header row must not be duplicated.

Flat format (single worksheet)

Instead of using one sheet per race class you can use a single flat worksheet covering multiple race classes, provided that a Race class column is included in the data. Each row then specifies its own race class explicitly.

CSV files

CSV files follow the same column conventions as Excel sheets. Because there are no sheet names in a CSV file, the Race class column is required for every data row. The first row of the CSV must be the header row containing the column names.

Competitor rows and crews

Each row in a sheet (after the header) defines one competitor. Rows where no name is provided are silently skipped.

For crew events (e.g. K2, C4), each crew member occupies their own row. Crew members who belong to the same entry must share a common Number (bib/boat number) so the import tool can group them into a single entry or result.

Data columns

The following columns are recognised. All column names are case-insensitive.

Entries and results

These columns apply to both entry imports and result imports.

Column name Alias(es) Description
First name   Competitor first name
Last name Surname Competitor last name
Name   Full name of the competitor. Used only when separate first name and last name columns are not provided. For entries, separate first name and last name values are required; Name alone is accepted for results only.
Age class   Code of the age class for this competitor — must already exist in the system, e.g. J, S
Gender class Gender Code of the gender class for this competitor, e.g. F, M
Discipline class   Code indicating the type of craft/crew, e.g. K, C, SUP
Class   Combined age, gender and/or discipline class codes as a single value
Club Club code Code of the club the competitor represents — must already exist in the system
Div Division, Ranking Declared ranking of the competitor at the point of entry
Number Bib Race number. Required when multiple crew members need to be linked together into a single entry or result; optional for individual competitors.
Membership organisation Membership org Code of the membership organisation — must match a membership organisation defined in the system. Can alternatively be provided as part of the Membership number value.
Membership number   Membership identifier for the competitor. If Membership organisation is not provided separately, the value here must include the organisation code followed by a space and then the number (e.g. BCU 12345). If the organisation is provided separately, only the number is needed.
Race class   The race class for this row. For results it should match a race class code defined for the results type, but race classes are created even if no match is found. If not provided, defaults to the name of the current sheet.
Subclass Subclasses Comma-separated list of subclass codes. For entries these must match subclasses already defined in the system for this race type or results type.

Entry-specific columns

The following columns apply only when importing entries and are ignored for results.

Column name Alias(es) Description
Crew type   Crew type of the entry — must correspond to an existing crew type defined in the system, e.g. K2

Result-specific columns

The following columns apply only when importing results and are ignored for entries.

Column name Alias(es) Description
Crew name   Overall name of the crew — for example, the team name in a team results set
Position Pos, Posn, Overall Finishing position of the competitor or crew — must be a numeric value
Time Elapsed Elapsed time as a time value, or a non-finishing status code (see below)
Points   Points allocated to the competitor for this result — must be a numeric value
P/D   Marker indicating that a promotion or demotion is due for the competitor based on this result
Notes   Additional information displayed alongside the result for the crew
Crew notes   Additional information displayed alongside the result for the individual crew member

Time values and status codes in the Time column

The Time column accepts either a time value or a non-finishing status code.

Time values should be provided as an elapsed time in H:MM:SS or MM:SS format (seconds and fractions of a second are also accepted where the timing data includes them).

Non-finishing status codes are placed in the Time column in place of a time and indicate that the competitor did not record a valid finish. The following codes are accepted (case-insensitive):

Code Meaning
dns Did not start
dnf Did not finish
rtd Retired
dsq Disqualified

A row where the Time column contains a recognised status code is recorded with that status and no time. Any other non-numeric, non-time value in the Time column will cause a validation error.

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