Athlete Registration Instructions


Detailed instructions appear below. Find the Printer-friendly version link at the bottom of this page and print these instructions for reference as you work on the website.

Athlete Registration requires that you Login using your team Username and password.

Step 1. Build a Roster of Athletes

You will be able to add athletes one-at-a-time using Add an Athlete, or you can upload the whole roster from your Excel spreadsheet or text file using Upload Athletes. You can start adding your athletes immediately at this website. You can make adjustments to your roster up until January 3, 2011.

Runners who participated in this meet previously or in other meets managed by TeamTrax have already been included in your roster. All athletes have been advanced a grade from last year.

Before uploading any names, check Maintain Roster to see your existing roster. You can manage your boys and girls rosters separately by clicking Male Athletes or Female Athletes.

You will need to add new students including freshmen. Your roster that you build for this meet can be used to register runners for any of the other invitational meets managed under TeamTrax.

Below are detailed instructions for building your roster (Create Roster).

Step 2. Change or Delete Athletes

Any time after you have uploaded or added to your Roster, you can change or delete athlete information using Maintain Roster. You will see that all rostered athletes are listed on the webpage in alphabetic order, but you can also manage your boys and girls rosters separately by clicking Male Athletes or Female Athletes. You can, at any time, edit any that are currently listed by pressing the Edit link next to the athlete’s name. You can delete one or more athletes by clicking in the check box below the Delete column, and then click the Delete button at the bottom of the list (you must confirm the Edit or Delete on the screen).

Step 3. Select Athletes from the Roster to Register Team for Meet
After all athletes have been added to your Roster, you will select from that list to build your Team, that is, to Register for the specific Meet, using Register Athletes in Meet. You will see that all rostered athletes are listed on the webpage in alphabetic order, but you can also register your boys and girls rosters separately by clicking Male Athletes or Female Athletes. Above the list is the number of athletes registered for the meet, by total of All, Male, or Female athletes, depending on the selection. Next to each name on your roster is a check-box. Use the Select All or Clear All buttons or check-mark individual names to Add to the Meet or Remove from Meet.

This can be done as often as necessary until January 3, 2011. On that date, all Team members will be assigned bib numbers. Only those runners who will participate in the Meet should be Registered (Selected) for this Meet.
Remember to Logout after completing your roster or registration updates.

GET ADDITIONAL HELP if you have questions or would like further assistance.


Create Your Roster of Athletes:

For each athlete on your roster, you need to provide the Last Name, First Name, Grade (9, 10, 11, or 12), and their Gender (M or F) in that order.

Detailed instructions appear below for the following methods:
  1. To Import a File Created in Excel containing a list of athletes
  2. To Import a Text File containing a list of athletes
  3. To Add One Athlete at at time

After adding one or more athletes, you can see all rostered athletes listed on the Maintain Roster screen who are then available to be registered for a meet.


I. To Import a File Created in Excel containing a list of athletes:

  1. Open Excel (On a PC, select Start button, Programs, Excel or Start button, Programs, Microsoft Office, Excel)
  2. Create a 4-column spreadsheet (blank rows and columns are okay)
  3. Arrange your columns such that the Last Name is in column A, the First Name is in column B, the Grade is in column C, and the Gender is in column D
  4. Include no other columns or rows (do NOT include a column heading row)
  5. After all names have been entered and verified, select on the top line menu: File, Save As
  6. Locate a folder to save in, or My Documents, and type in a file name such as My Athlete Roster
  7. *** IMPORTANT *** In the box labeled Save as type:, use the pull-down menu and select “CSV (Comma delimited) (.csv)” to create the file with a .csv extension
  8. Click Save; Exit Excel
  9. Use either Excel or Notepad to view or modify the file; remember to File, Save if you make changes
  10. From the left-side menu Athlete Registration, select and click the sub-menu Upload Athletes to Roster
  11. Press the Browse button
  12. Locate the athlete-roster file on your computer and highlight it
  13. Press Open and the filename will appear in the Browse box
  14. Press the Save button
  15. Review the status messages; a message will display for each athlete added or for an error. Messages indicating duplicate entries should be verified for correct grade and gender.
  16. If any athlete was not added, review the file for correct format; you may need to re-import or add athletes individually
  17. Similar tools are available using a Mac or other spreadsheet applications comparable to Excel. If you have questions or are having a problem with your file, see GETTING ADDITIONAL HELP.


II. To Import a Text File containing a list of athletes:

Open Notepad (On a PC, select Start button, Programs, Accessories, Notepad)
Type in your athlete information: Last,First,grade,gender with no spaces between words and commas as shown in the example below:
Smith,John,9,M
Walton,Janice,12,F
After all names have been entered and verified, select on the top line menu: File, Save As
Locate a folder to save in, or My Documents, and type in a file name such as My Athlete Roster (the extension .txt will be automatically added)
Click Save; Exit Notepad
Use Notepad to view or modify the file; remember to File, Save if you make changes
From the left-side menu Athlete Registration, select and click the sub-menu Upload Athletes to Roster
Press the Browse button
Locate the athlete-roster file on your computer and highlight it
Press Open and the filename will appear in the Browse box
Press the Save button
Review the status messages; a message will display for each athlete added or for an error. Messages indicating duplicate entries should be verified for correct grade and gender.
If any athlete was not added, review the file for correct format; you may need to re-import or add athletes individually
If you have questions or are having a problem with your file, see GETTING ADDITIONAL HELP.


III. To Add One Athlete at at time:
From the left-side menu Athlete Registration, select and click the sub-menu Add Athlete
Enter the First Name, Last Name, Grade, and Gender in the boxes provided
Press the Add Athlete button
Review the status messages; a message will display for each athlete added or for an error
If you have questions or are having a problem with your file, see GETTING ADDITIONAL HELP.