HyTek: Importing Track Entries

==Loading meet entries from Athletic.net into Hytek==
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===Overview===
If your school is hosting a meet, you are able to download entries for all attending schools into Hytek.  

When you are signed in, go to the Meet Registration page, and click on the meet in the Left column you want to download entries for.  On that page is a link to Download Entries.  Make your selections, and click on 'Create and download entry file'.

=====My school is hosting a meet, but it is not in the Left column on the Meet Registration page.  What do I do?=====
You need to tell the site that you are hosting the meet.  To do this, go to the Edit Calendar page, click Edit next to the meet, and change the drop down to Yes, your school is hosting the meet.

=====The meet is already owned by someone else.  Can we have multiple schools host the meet?=====
Yes, multiple schools can have access to the entries.  Send us a feedback with a link to the meet and the schools who should have access to the entries.

===How to prepare HyTek for a new meet===[http://www.athletic.net/Help/Video/MeetDownload.aspx|watch tutorial] 

Copy an old meet (if you have one), then
* Click File -> Purge -> Remove Data Selectively
* Click "Teams"   (3 more options auto check, which is good) 
* Click OK 3 times

Now you have an empty database ready to import entries.



===How to load meet entries into HyTek===[http://www.athletic.net/Help/Video/MeetDownload.aspx|watch tutorial]

Download the meet data file for your meet (MeetEntries or MeetEntries.txt)

Then in HyTek
* Click File -> Import -> Semi-Colon Delimited Roster/Entries
* Select the meet data file (MeetEntries or MeetEntries.txt) 
* Click Open
* Click OK   

If you have errors, the exception report will open.  Take note of the events with errors.  These events are probably not configured as the site expects.  You will want to make any changes to the event set up, purge your entries, then re-import them.  Continue until you have no errors. 

If none of your entries imported, make sure Hytek is setup with Meet Type Standard or by Event, to match what you want.


===Our meet has Varsity and JV divisions.  How do I configure HyTek so the import will work?===
Select the best meet type for your situation.
====Meet Type - Standard====
In HyTek, click:
* Setup -> Meet Set-up -> Meet Type -> Standard

In this method, all of your entries (V, JV, F/S) are combined into the same races.  When you create your events you will not specify a Division.  

Your event list will look like this:
* Girls 100m
* Boys 100m
* Girls 200m
* Boys 200m
* Etc.

====Meet Type - By Event====
In HyTek, click:
* Setup -> Meet Set-up -> Meet Type -> By Event -> OK

[imageright|Correct Division Setup|{UP}HyTek%2fDivisions.gif]  Then click:
* Setup -> Division / Region Names -> Divisions

Configure the divisions in HyTek as shown on the right: (double click division name to edit)
* Div# 1 = V,  Varsity,
* Div# 2 = JV, Junior Varsity, 
* Div# 3 = FS, Frosh Soph

You may use other names for the divisions.

In this method, entries from Athletic.net will be placed by division into events in Hytek.  You will need to configure a separate event in Hytek for each race/division combo.  Example: you will need to create a Varsity boys 100m event, JV boys 100m event, and/or F/S boys 100m event.  

Your event list will look this:
* Girls 100m Varsity
* Girls 100m JV
* Girls 100m FS
* Boys 100m Varsity
* Boys 100m JV
* Boys 100m FS
* Etc.


===I am getting an import error...===  
Here is the most common HyTek configuration error:
The 800m is a Run.  (not a dash)

You will get many errors if your Meet Type is not set correctly (See above about setting meet type to Standard, or by Event).

Another common mistake is to not have the Frosh/Soph division set up in Hytek.  All athletes in that division will be skipped and show on the exceptions report.

It may help to compare the athletes/events listed in the exception report with the 'View all entries' from the site.  This can help narrow down any problems.



===How should I configure relay races?===
For relay events, you need to enter the total distance of the race, for HyTek to interface with Athletic.net.

Relay events that Athletic.net currently supports: Event = Meters  (Let us know if you would like to see additional relays)
* 4x100m = 400
* 4x200m = 800
* 4x400m = 1600
* 4x800m = 3200
* Sprint Medley 1,1,2,4 = 800
* Sprint Medley 2,2,4,8 = 1600
* Distance Medley = 4000
* Boys Shuttle Hurdles = 440
* Girls Shuttle Hurdles = 400

===Scoring questions=== 
Will Hytek know how to score my JV/V-B relays?

Under 'Set Up' -> 'Event/Scoring Preference' you can tell Hy-Tek to score only "A" relays. By leaving that option un-clicked, it will score your "B" relays, too.

Also, under 'Set Up' -> 'Scoring Setup' you can set the points awarded for running events and relays based on places.  These points will also be sent back to the site in the results upload and shown in the season points summary.
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HyTek: Importing Track Entries
