Manual:Entries Explorer

From Winswimwiki

The objective of using the Entries Explorer is to create all the entries for the meet and put them into the correct seeding order.

Contents 1 Create Meet Entries 2 Automatic Entries Creation 2.1 Enforce Qualifing Time 2.2 Enforce Maximum Entries 2.3 Alternative Approach 3 Entries Explorer 3.1 Changing Views 3.2 Moving Entries Around 3.2.1 Add new swimmer 3.2.2 Move a swimmer 3.2.3 Insert Heats 3.2.4 Drag Swimmers Between Heats 3.2.5 Change Lane or Leg Assignments 3.2.6 Create Relay Teams 3.3 Active and Inactive Swimmers 3.3.1 Delete All Entries 3.3.2 Set Entries Active 3.3.3 Set Entries Inactive 3.4 On Exit Processing 3.4.1 Replace Seed Times 3.4.2 Rebuild Event Descriptions 4 Verify Report 4.1 AgeGroup 4.2 Errors

Create Meet Entries

You create the meet entries by pressing the menu Meet->Meet Entries. This will open a dialog that contains the swimmers on the left and the entries on the right. The idea here is to create a visual representation of the meet entries.

There are two approaches to creating the entries for the meet. One is for WinSwim to determine all the qualified swimmers and assign them to each of the events automatically or you can drag and drop the swimmers into the individual events. The typical approach is to allow WinSwim to create entries for all eligible swimmers and then make manual adjustments as needed.

Automatic Entries Creation

Let’s take the approach of having WinSwim automatically assign the swimmers. Use the Edit->Create… menu in the Entries Explorer to open the Create automatic meet entries dialog.

Simply check the teams that need to have entries created and then press the Create… button. WinSwim will then combine all the active swimmers and the events created assigning all swimmers to events where they are the correct age and sex. If you want to limit swimmers to a maximum number of events or enforce qualifying times, use the Qualifying Times in the dialog. After pressing the Create… button all the qualified swimmers are now assigned. Either use the manual approach to correct entries or seed the meet automatically in the next step.

Enforce Qualifing Time

This optional option is if you have set minimum and maximum times in the event. A swimmers seed time must be within these ranges or will be excluded from the entries by either deletion or setting status to inactive for the entry depending on the option you specify.

Actually, never have heard of a team using this feature!

Enforce Maximum Entries

This optional option will set a maximum number of entries for a swimmer. The creation is in event order, so if a swimmer fills the maximum criteria he/she will be excluded for events later in the meet.

Actually, never have heard of a team using this feature!

Alternative Approach

I would recommend not using these options for setting maximum entries and allow all the swimmers to be in all qualified events. Then, you would use the Verify report to see the maximum swimmers from the values set in the AgeGroup table and manually delete each swimmer 1 by 1.

Entries Explorer

Changing Views

As you can see in the pictures above there are two views that the entries can be seen. One is in event order starting with the first event whilst the other is in event type order having the relays first. You use the View menu and toggle Show Event Order to shift back and forth between the view.

You can refresh the view at anytime by just pressing the F5 key on the keyboard.

Moving Entries Around

One approach for using the entries explorer is to allow WinSwim to create all the possible entries from the active swimmers in the roster. These entries will initially be assigned to Heat = 0 (Not Yet Assigned). You can then allow WinSwim to seed the entire meet and then make manual adjustments to finalize the meet entries. Or, another approach is to seed the 1st heat and the allow WinSwim to seed the rest of the entries by protecting the reserved heat by having the seed option Begin automatic seeding after manually assigned reserved heats.

Add new swimmer

Now, select the swimmer on the left and then hold down the right mouse button and then hover over the event and release the mouse button. You will see either a green check or a red x as you hover over each of the events. This is telling you if the swimmer is the correct age and sex to be dropped into the event if a green check. Swimmers in the roster that are inactive can not be dragged into the entries. If you want to override this policy then hold down the CTRL key as you do the drag and drop and you can place swimmers in unqualified events. This is the approach used to age up a swimmer.

Move a swimmer

You can select a swimmer by hovering the mouse over the swimmers name and press the left button and then drag the swimmer to another heat or to any event that the swimmer is qualified to compete and not already entered.

Insert Heats

Hover the mouse over the events on the right panel and press the right mouse button over each node to see the appropriate context menus. You can use the Insert heat… context menu to insert heats to place each of the swimmers.

Drag Swimmers Between Heats

Easily just left click on a swimmers entry and hold down the mouse button and drag the swimmer to another heat. The software will automatically determine the available lane or leg.

Change Lane or Leg Assignments

To assign the lane or leg there is 3 different approaches. One is select the swimmer in the event and use the + or – keys on the numeric keypad to increment the lane/leg. Or, right click on the node and use the context menus. Or, just press the number on the keyboard.

Create Relay Teams

You can create Relay Teams under heats in relay events by right clicking on the heat and insert a relay team. The relay team names are completely configurable and just double click on the relay team name and the relay team name becomes editable.

Active and Inactive Swimmers

Both active and inactive swimmers can be seen in either the left side roster or the right side entries. These inactive swimmers and cooresponding entries have a GRAY background. By right clicking on any swimmer in the roster you can either make a swimmer active, inactive or delete all the swimmers entries.

Delete All Entries

This will delete all the entries for the swimmer. Once deleted, these are totally gone. You will have to drag the swimmer back into each event to replace them.

Set Entries Active

This will both make the swimmer active in the roster and will make all of the swimmers entries active.

Set Entries Inactive

This will both make the swimmer inactive in the roster and will make all the swimmers entries inactive. You can tell by the fact all the entries have a GRAY background.

On Exit Processing

There are some optional processing of the entries that can occur on exiting the entries dialog. This processing is controlled by the menu options you see under the View menu.

Replace Seed Times

When you automatically create the entries the seed times are populated. But, when you drag a swimmer from the roster into the event the seed time IS NOT populated and contains zeros. To get these populated, you need to check this option and WinSwim will replace all the seed times with the most current values.

Rebuild Event Descriptions

Every entry contains a event description even if it's repetive because the data model for Winswim is almost totally denormalized (i.e. Google term to figure this out.). In some cases you might want to rebuild these descriptions when there's a change to the events. This allows you the chance to rebuild these descriptions without starting over.

Verify Report

The verify report is accessible from the File menu in the Entries Explorer. It will run a series of edits against the entries and produce a Crystal Report, verify.rpt. Any errors will not inhibit execution of other features and just is an optional report for quality assurance of the entry and seeding process.

AgeGroup

The MaxTotalHeats and MaxReservedHeats is used when the entries verify report is run. It will add up the number of entries a swimmer is participating and if the number exceeds these limits then a error will be displayed on the verify report. This will not inhibit any processing, just a method to display a error message in a report.

Errors

This is a list of the possible error conditions that the verify report can display.

Err=1	LANEERROR	No lane specified.
Err=2	HEATERROR	No heat specified.
Err=3	SAMEERROR	Multiple swimmers assigned to same event, heat and lane.
Err=4	LAPERROR	Swimmers lap not specified for relay event.
Err=5	LANERESERVEERROR	Lane not valid for team = '< Team Name >'
Err=6	RELAYERROR	'< Relay Team Name >' relay team does not have swimmers in all laps.
Err=7	MAXAGERSERVEERROR	Swimmer entered in <number> more RESERVED heats than eligible.
Err=8	MAXRESERVEERROR	Swimmer entered in <number> more heats than eligible.
Err=9	NORELAYTEAMNAME	No Relay Name for relay team.
Err=10	MISSINGRELAYLAP	'< Relay Team Name >' is missing a swimmer!
Err=11	INACTIVESWIMMER	Inactive swimmer has entries.