Removing Duplicate Swimmers and Syncing Times

How do I remove duplicate swimmers and sync times with past seasons?

 

How SwimTopia matches swimmer records during registration

During registration, SwimTopia automatically syncs a swimmer's imported roster and meet result data with the new registration data, matching them by their name AND birthday.

Why duplicate swimmer records are created

Sometimes swimmers are registered with a different name (nickname -> legal name) or birthday (data entry error) than what was imported. In these cases, SwimTopia will create a new swimmer record instead of inadvertently overwriting an unrelated swimmer. 

For example, Jenny's 2010-2013 results are imported as:

  • First name: Jenny
  • Preferred name:
  • Middle name:
  • Last name: Smith
  • Birthday: Jan 1, 2000

But her new registration looks like this: 

  • First name: Jennifer
  • Preferred name: Jenny
  • Middle name: Lynn
  • Last name: Smith
  • Birthday: Jan 1, 2000

 

How to remove the duplicates and sync their times

Use the Athlete De-Duplication tool by going to Manage Team > Settings > Data Maintenance. This tool will allow you to review and merge potential duplicate athlete records.

Athlete_De-duplication.png

In the above example, the system identified the first duplicate because the names don't match exactly (highlighted in yellow), but the birthdates do match.  In the second example, the names and gender are an exact match, but the birthdates don't match. In that case, you should contact the parents to determine the correct birthdate.  

Once you determine which record is the correct record, you can select that record and click on the blue "Merge" button.

How to identify duplicates

Every now and then, some duplications are different enough that they won't show up on the Data Maintenance tool… Here are steps you can follow to identify duplicate swimmers:

Often parents will point out right away when their swimmer's past results times or past season affiliations with your team do not show up in their account.

Admins can also identify possible duplicated swimmers by looking for similar names in the "Years On Team Report" in Manage Team > Reports. This report lists cumulative number of years on your team, even if a swimmer skips a season. Again, Jenny Smith might show 4 years on your team, but Jennifer Smith will only have 1.

Another way to accomplish this is to review the ”Rookie Athlete Report” with the “Non-returning Athlete Report”. Obviously, a swimmer couldn’t be on both.

Compare those two profiles in Manage Team > People to determine if you have an unsynced swimmer.  

 

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