Track & Field Meet Manager Notes

Track & FieldTrack & FieldMeet Manager NotesMeet Manager Notes

Why Use T & F Meet Manager?Why Use T & F Meet Manager?

The ability to run any Track & Field The ability to run any Track & Field Meet from school to International Meet from school to International levelslevels

Transfer information between Meets Transfer information between Meets with ease with ease

Produce reports in various formats- Produce reports in various formats- entries, start lists, programs, resultsentries, start lists, programs, results

Setting up the MeetSetting up the MeetOnce the Program has been loaded this is a fairly Once the Program has been loaded this is a fairly

easy procedureeasy procedure

Meet Set UpMeet Set Up

Meet Set UpMeet Set Up

PreferencesPreferences

PreferencesPreferences

Preferences - SeedingPreferences - Seeding

In this sample the yellow just indicates that the meet is set up for 9 and 10 lanes

Preferences - ReportsPreferences - Reports

Preferences - ReportsPreferences - Reports

Preferences Preferences ReportsReports

Punctuation… Footer if you have a sponsor… Printer options and # of copies

Preferences – Entry ScoringPreferences – Entry Scoring

Add the number you wish to score points..if you want to limit thisCheck out the other options but it is unlikely you will want to change these for athletics

RegionsRegions

Divisions set up in same way Divisions set up in same way as Regionsas Regions

LanguageLanguageTranslation of KeywordsTranslation of Keywords

Change from US spelling to Australian or change to whatever you wish – e.g. Men could be changed to BoysAlso the number of characters you wish to allowSimilarly you can do this for Phrases and Event Names

Enter EventsEnter Events

Select Add to enter events

Enter EventsEnter Events

Select Add

Enter EventsEnter Events

Make your selections

Multi Age GroupsMulti Age Groups

To combine To combine ages but ages but receive results receive results per age section per age section select Multi Age select Multi Age then set up as then set up as shownshown

Individual Entries – Method 1Individual Entries – Method 1

Firstly Add Teams – Houses, Schools Firstly Add Teams – Houses, Schools etc. etc.

Secondly – Add Individuals – this could be Secondly – Add Individuals – this could be hundreds or thousands. Do this for 6 studentshundreds or thousands. Do this for 6 students

Individual Entries – Method 1Individual Entries – Method 1

You will be able to select Team from drop down menu and enter times if you need to do so for seeding in Entry Mark

Method 2Method 2Hopefully this will make you feel Hopefully this will make you feel

more likemore likethis than thisthis than this

Importing NamesImporting Names

1. Set up a spreadsheet in Excel

2. Change the date of birth format to US from Aus

3. Copy file to Word

4. Change from table to text

5. Save as Text File

6. It is now ready to import into MM through comma delimited entries

Set up SpreadsheetSet up Spreadsheet

Note : These are not the correct school codes – used an old file for example

Highlight the date of Birth Highlight the date of Birth Column (not the header)Column (not the header)

Change the DOB FormatChange the DOB Format

US FormatUS Format

Copy Columns A-I to MS WordCopy Columns A-I to MS WordDo not copy headersDo not copy headers

Open Word & Paste in WordOpen Word & Paste in Word

Select TableSelect Table

Then select convert to text

Change from Table to TextChange from Table to Text

Select other and add a semi-colon then OK

The result should look like this

Save as a Text FileSave as a Text File

Save as a Text FileSave as a Text File

When this box comes up just select OK

Open Track & Field Meet Manager Program

Import Athletes to T & F MMImport Athletes to T & F MM

Find the Import FileFind the Import File

Hopefully you will get the message Hopefully you will get the message on the right!!!!!on the right!!!!!

Click Yes to both boxes as they come up one after the other

Go to the Athletes menu and you should see your Athletes have been imported. Note the change of DOB to AUS format

Entering Athletes in EventsEntering Athletes in Events

Enter time/distance without stops

e.g. 1754 not 17.54. It will automatically covert it.

Competitors Competitors Numbers - Numbers -

Choose how Choose how you would you would

like thislike thiseg. Team eg. Team order start order start

numbernumber

Competitors NumbersCompetitors Numbers

OR Alphabetically by Athlete with higher starting number

Competitors NumbersCompetitors Numbers

Select OK and you will receive a message similar to this depending on your choice

RelaysRelays

Make sure you have a relay event in EventsMake sure you have a relay event in Events

Select Select RelaysRelays

Highlight Highlight Relay to Relay to add add namesnames

Select Select School School double double click- OKclick- OK

Drag appropriate names across to enter them into the event

(or double click)

You can change order by dragging or remove from event by double click

SeedingSeedingTrack Event Track Event

Go to Athletes menu and selectGo to Athletes menu and select

Enter 18 eligible students inEnter 18 eligible students inan eventan event

..to help with this use the age filter just enter any ..to help with this use the age filter just enter any times (remember don’t use full stops)times (remember don’t use full stops)

Seeding

Select the Seeding Menu then select the event in which you entered students and start

Seeding (top left)

Seeding- Track EventSeeding- Track Event

Seeding- Track EventSeeding- Track Event

Seeding - Field EventSeeding - Field Event

Rather than making another 18 Rather than making another 18 entries here is a way of entries here is a way of

copying/moving entries from one copying/moving entries from one event to anotherevent to another

Copying from one Event to another Copying from one Event to another Select the 2Select the 2ndnd option in this case so the option in this case so the

source event retains the namessource event retains the names

Copying from for in this example Event Copying from for in this example Event 29 (200m) to 41 (Shot Put)29 (200m) to 41 (Shot Put)

Copying from Event 29 to 41Copying from Event 29 to 41Tick the boxes to ensure students Tick the boxes to ensure students

will be copied acrosswill be copied across

Copying from Event 29 to 41Copying from Event 29 to 41Once boxes are ticked click save Once boxes are ticked click save

& the entrants are copied & the entrants are copied to 41 but remain in 29to 41 but remain in 29

When seeding Field When seeding Field Select NO to break Select NO to break

points points &&

Make sure number of Make sure number of athletes per flight is athletes per flight is greater than your greater than your entries – if not you entries – if not you need to go back to need to go back to events double click events double click the event and edit the event and edit

the number allowed the number allowed as belowas below

Seeded Field Event – alphabetical- this choice can be Seeded Field Event – alphabetical- this choice can be made when setting up the event- this is easier for made when setting up the event- this is easier for

recorders when compiling the resultrecorders when compiling the result

Scratching AthletesScratching AthletesGo back to any event you have set up – you may decide you only want a timed final so Go back to any event you have set up – you may decide you only want a timed final so

you are going to remove 9 students Select the event then the Scratch Pad from the menu you are going to remove 9 students Select the event then the Scratch Pad from the menu click on time to sort Fast to Slow- remove 7 students leaving 2 alternatesclick on time to sort Fast to Slow- remove 7 students leaving 2 alternates

You must then re-seed the eventYou must then re-seed the event

Setting Up SessionsSetting Up SessionsGo to Events – then select Sessions

Setting Up SessionsSetting Up SessionsPlacing events in Sessions – possibly you may Placing events in Sessions – possibly you may only want one session or you may want to put only want one session or you may want to put

Track in session 1 and Field in session 2 or other Track in session 1 and Field in session 2 or other options as suggested in next slideoptions as suggested in next slide

Select a session then double click events to add them to a session

Setting Up SessionsSetting Up SessionsYou can set up a number of sessions You can set up a number of sessions

Generally this a heats/ finals breakdown on Generally this a heats/ finals breakdown on a single day a single day

but each morning and afternoon would be a but each morning and afternoon would be a a new session over a 2 day carnivala new session over a 2 day carnival

This keeps the data of a reasonable size to This keeps the data of a reasonable size to handle without slowing the system right handle without slowing the system right

down.down.

RecordsRecordsTo set these up go to Events – select Records- choose the folder to edit the tag then select the record and complete the detail

You can then print the records and also export them to another file

Backing UpBacking Up

This is used for safety and as a This is used for safety and as a means of sending data to others means of sending data to others

From file select BACK UP not saveFrom file select BACK UP not save

Choose where you want to save itChoose where you want to save it

A ZIP FILE is then saved which can be A ZIP FILE is then saved which can be imported to TF MMimported to TF MM

To import it you select RESTORE and To import it you select RESTORE and select the option you wantselect the option you want

Purge InformationPurge InformationOccasionally you wish to remove some data- particularly useful when setting up a new year from the previous year, say CIS Primary 2013 to CIS Primary 2014 Firstly to prevent losing data from the 2013 in case you wish to refer to it at some later date Select File and save the 2013 as CIS Primary 2014 . Then select purge and Remove data selectively ……

Purge InformationPurge Information

Make the choices as shown and you will be left with the events and records already in place for your new event

RestoreRestoreFrom File select RestoreFrom File select Restore

This is to obtain data from a zip file that your next level may send to you for your entries – e.g. CSSA may send you this at your school so you can enter your studentsTo avoid overwriting anything choose option 4 unless you are certain you are happy to copy over a file

ExportExportThis may be used to send your entries to your AssociationOnce the export file is created you can email it to whoever

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AdvancersAdvancersThis is used to forward selected Athletes from one This is used to forward selected Athletes from one meet to the next levelmeet to the next level

ReportsReportsYou can produce various information for checking and You can produce various information for checking and running your meetrunning your meet

Administrative – gives you a summary of entriesAdministrative – gives you a summary of entries

Events – Event listEvents – Event list

Teams – Team listTeams – Team list

Athlete RosterAthlete Roster

Entries list Entries list

Meet Program – after you have entered and seeded Meet Program – after you have entered and seeded eventsevents

You can even print out finish line sheets (probably You can even print out finish line sheets (probably best in UK format) and Field events sheets – best in UK format) and Field events sheets – Horizontal and vertical jumpsHorizontal and vertical jumps

Reports- SavingReports- SavingOnce the report shows choose the way you want to save or print it To save Once the report shows choose the way you want to save or print it To save – for example in Word-select the little envelope paper icon beside the – for example in Word-select the little envelope paper icon beside the printer in top left corner printer in top left corner

Then scroll to format you Then scroll to format you want and save in folder of want and save in folder of your choice down to your choice down to select Word select Word

Print ReportPrint ReportSelect printer on left – make choices and OKSelect printer on left – make choices and OK

Maintain the programMaintain the programCheck for updates- choose install updates Check for updates- choose install updates which will download and install but often which will download and install but often you get an error using this method so……..you get an error using this method so……..Alternately go to the Hy-Tek site – Alternately go to the Hy-Tek site – http://www.hy-tekltd.com/downloads.htmlSelect the update and download to your Select the update and download to your desktopdesktopFrom File select install update – you will From File select install update – you will receive the following message – choose No receive the following message – choose No and install from the file on your desktopand install from the file on your desktop

Install update from DesktopInstall update from Desktop

T & F MM VersionsT & F MM VersionsT & F MM Version 4.0 released in 2013T & F MM Version 4.0 released in 2013

Pro Option allows for Live Results but is Pro Option allows for Live Results but is more expensivemore expensive

Last update 4.0Bn as at 4 August 2014Last update 4.0Bn as at 4 August 2014

Contacts for programContacts for program

SDS Ron Jordan & Helen WoodSDS Ron Jordan & Helen Wood

Ron – 0408677422Ron – 0408677422

Helen - 0418430762Helen - 0418430762