SHRSL - Southwest Houston Recreational Swim League

↑ Return to Data&Docs

Team Mgr / Swimtopia


The SHRSL League is assuming that ANY and ALL swimmers submitted via TEAM MANAGER/SWIMTOPIA roster have turned in an official league Indemnity & Liability form to their respective teams – and that your coaches, board, League Board has immediate access to the forms should an emergency arise. Expectations for SHRSL League Liability forms are addressed in the bylaws/amendments and due dates posted below, per the SHRSL bylaws.


REPORTS DUE by WEDNESDAYS at 12 noon to MEL: [email protected]

  • Complete Swimtopia Export of Athletes before any TEAM ACTIVITY. PDF is fine if PDF / Excel doc is from Swimtopia.
  • Complete export of TM ROSTER (including non-competitive, practice only, competitive, etc). Looking for TOTAL NUMBER of swimmers. Should match your forms on Swimtopia.
    • 2019 TM RESULTS & SPLASH REPORTS along with copies of SCORESHEETS (photos are fine)! DUE BY WEDNESDAYS at Noon
      • June 5, 12:00p
      • June 12, 12:00p
      • June 19, 12:00p
      • June 26, 12:00p
      • July 3, 12:00p (along with MOC entries)
  • DIRECTIONS for Meet Results
    • Reports can be found under Reports.
    • SEND THE TEAM MANAGER ZIP  file of your meet results. Do not unzip.
  • Scoresheet – IN THE EMAIL SUBJECT, tell me the score. Scan, take a pic, doesn’t matter – just don’t forget. Photos are fine. Great app – take a pic with phone & app turns it into a PDF: GENIUS SCAN (free)
  • 100 point deduction, per bylaws for reports not turned in on time.


TEAM MANAGER 8.0 MEET SET UP FILE > Regular Season Meet File (Current Year)

  • Check “AGE UP” DATE | Set to: 5/31/19
  • Please use the meet file above “Regular Season Meet File” – this will get us ALL on the same page.
  • PLEASE PLEASE PLEASE check your COURSE SETTINGS for EACH MEET! Meter pools below.
    • 2019 TM8 – YARDS Meet File
    • 2019 TM8 – METERS Meet File


Team Manager/Pool Notes – MEET SET UP

Database Maintenance & Computer Set Up: HERE

The following pools are METERS. Set your meet preferences accordingly!

Sweetwater * Covington Woods * Sugar Land Sharks * Maplewood * Townewest

“Other” Pool Information:

Commonwealth Pool: FIVE (5) Lanes (Entries: Only heat TWO swimmers per team in HEAT ONE)

SWIMTOPIA & TEAM MANAGER 8.0: Inputting Swimmer Information

Swimmer ID numbers:

  • TM | Please place your team’s TWO initials IN ALL CAPS (please remove ALL ST – example: NTST – New Territory Swim Team) at the front of all swimmer numbers in the Swimmer ID field. (Example: NT101, ME296, GW-987.) As long as the OFFICIAL team initial is at the front of the ID number, you may use whatever number code post-team-initials of your choosing.
  • TM | Swimmer Information (personal information – emergency info included) shall be entered on each swimmer. The original swimmer ID number assigned by each team WITH THE TEAM INITIALS as the first two characters will remain the swimmers’ number throughout the entire season.
  • PLEASE DO NOT REMOVE ANY SWIMMERS from you rosters. If for some reason you have to, please email Melanie an explanation for the records and let her know so she can correct things on her end. Duplicate swimmers will be viewed as ineligible swimmers. There are so many ways to handle “non-competitive” and “practice-only.” Need help? Email Mel.
  • DATA BASE & Athlete information: On the right side of the athlete information frame, is a GROUP setting.
    • ONE DATABASE per Team!
    • You may use the GROUP CODES for whatever your heart desires.
      • Suggestion: Go ahead and mark your PT (practice team) in the “athlete groups” area on the RIGHT SIDE of the ATHLETE info box. Just a suggestion for your bookkeeping!
      • Suggestion: Set up a group code for NON-COMPETITIVE.
      • Suggestion: Set up a group code for MEET TEAM (MT).
      • Suggestion: You could use the group codes to label the AGE GROUPS (easier to run report filter).
    • No multiple databases necessary for those on “practice teams” or pre-season clinics (follow the bylaws).
    • ALL SWIMMERS entering the water under the name of a team are required to be on a roster and have a WAIVER on file through Swimtopia.
    • Mark them whatever you want in the columns – just need to be on a roster. This is MORE than communicated at meetings. NO SECONDARY DATABASES.
  • The official team count should NEVER be smaller. Reports are run each time a roster is submitted and compared to the previous rosters for an accurate swimmer count. These are official counts and will be updated ONLINE (not via individual email). Any discrepancies should be handled IMMEDIATELY, so we don’t “lose” a swimmer.
  • Splash Report (TM8): This tells you how many kids have entered the water AT A MEET. This is your “Competition Team”.
  • Splashes on Swimtopia: A “results” or Top Times report (filter our your Mock Meet by date) will tell you who has swam in a meet. Watch for 200.
  • Remember – you may only have 200 swimmers on your COMPETITIVE.MEET TEAM roster.


  • PLEASE use the export team roster function found under FILE > Export Athlete/Team. Send me the ZIP file (not Excel, not PDF…just the Zip)
  • **VERY IMPORTANT** When emailing rosters, please use your Team Name & Team Initials in the SUBJECT LINE. Saving your exports with your initials in the file name would help me tremendously!


SET UP INSTRUCTIONS FOR NEW USERS or  FOR SETTING UP Team Manager – Swimtopia issues: Email / Call Melanie:

NEW SEASON: If you used HyTek/ Team Manager last year and want to keep the information: Read this > NEW SEASON-MAINTENANCE

Set Up- Preferences (found in the links at the top of your screen)


Gender Designation                          Boys/Girls (B/G)

Athlete Browser                                Show Ages

Show Birthdate

Last Name First

State/Province Labels                      TX

Team/Swimmer Defaults

  • Default Team Reg                    OTH
  • Default Team Type                   REC
  • Default Country                        USA
  • Default LCS                             GU (or leave blank)
  • Default State                            TX

Meet Age-Up Date                   05/31/20**

System Age-Up Date               05/31/20**

** If you have all of this set up correctly, TM8.0 will NOT allow you to only enter ONE of the dates. It will force you to enter both. If you are NOT asked for both, check your DEFAULT TEAM TYPE…..

MEET SET UP on TM8 (Update 8.0E)

Add a Meet

DATES: Set the MONDAY MEET DATE – for Start Date & End Date. You can use the HOST ENTRY date of the Sunday prior.

AGE: Set your AGE UP date to MAY 31, 20**

EVENTS: You can copy from last year’s meets OR hand enter.



Melanie Remy 281.543.7803 | [email protected] / [email protected]