Roster Submittal Process

Modified

March 12, 2026

This guide walks GPSA Representatives and administrators through the complete process of publishing team rosters to the league SwimTopia site.

Quick Reference

  • When to publish: Prior to first dual meet and whenever roster changes
  • Tool used: GPSA Roster Formatter
  • Data source: SwimTopia Athlete Roster CSV export
  • Where to publish: Your team’s roster page on the league SwimTopia site

Before You Start

Before using the formatter tool, gather the following:

1. Export Your Roster CSV

  1. Log in to your team’s SwimTopia website with admin access
  2. Navigate to Reports > Athlete Roster
  3. Click Generate Report
  4. Click Download Athlete Roster Data (CSV) (top right)
  5. Save the file to your computer

2. Gather Contact Information

GPSA Representatives - Your team’s designated league representatives:

  • Full name, phone number, email address
  • Most teams have 1-2 GPSA Representatives

Coaches - Head coach and assistant coaches:

  • Full name, phone number (optional), email address

3. Gather Officials List

Stroke & Turn Judges - Officials certified to judge stroke technique and turn legality

Starter / Referee - Officials certified as starters or meet referees

Step-by-Step Walkthrough

Logging into the GPSA Site

1. Log into the league SwimTopia site

Login to league site

Logged in view

2. Go to the Meet Schedule page

Meet Schedule page

3. Click on your team name - This will open your team’s roster page in a new tab

Click team name

4. Also click on the GPSA Roster Formatting Tool link - This will open the GPSA Roster Formatter in a new tab

Tip: It’s best to have both your team’s roster tab and the GPSA Roster Formatter tab open next to each other to aid in copying information between the two.

Both tabs open

5. In the top right corner, select Edit Page Content

Edit Page Content

Updating Team Contacts

1. Select the Contacts tab of the Swim Team Roster Formatter

Contacts tab

2. Input the necessary information for your team’s GPSA Representative(s) and Coach(es). Format phone numbers as: 123-456-7890

3. Click the Export Contacts HTML button

Export Contacts HTML

4. Click the Copy Code button

Copy Code

5. Click the Edit icon for the Team Contacts snippet

Edit Team Contacts

6. Click the HTML editor button (the <> icon)

HTML editor button

7. Select all existing text and delete it

8. Paste the HTML code into the Contacts snippet editor

9. Press Update

Paste and Update

Updating the Team Roster

1. Click on the Roster Input tab of the Swim Team Roster Formatter

2. Click to upload your team’s CSV export from your team’s SwimTopia site

Roster Input tab

CSV uploaded

3. Click the Export Roster button

Export Roster

4. Click the Copy Code button

Copy Code

5. Click the Edit icon for the Athlete Roster snippet

Edit Athlete Roster

6. Click the HTML editor button

HTML editor

7. Select all existing text and delete it

8. Paste the HTML code into the Athlete Roster snippet editor

9. Press Update

Paste and Update

Updating the Team List of Certified Officials

1. Click on the Officials tab of the Swim Team Roster Formatter

2. Paste in the lists of certified officials (one name per line in each box)

3. Click the Export Officials HTML button

Officials tab and Export

4. Click the Copy Code button

5. Click the Edit icon for the Certified Officials snippet

Edit Officials snippet

6. Click the HTML editor button

HTML editor

7. Select all existing text and delete it

8. Paste the code into the Officials snippet

9. Click Update

Paste and Update

Roster Update Process

When to Update

Submit roster updates when:

  • New swimmers join your team
  • Swimmers leave your team
  • Contact information changes
  • Officials certifications change

How to Update

  1. Export fresh CSV from SwimTopia (for roster data changes)
  2. Upload to the Roster Formatter tool
  3. Your contacts and officials will load automatically from local storage
  4. Update any changes to contacts or officials
  5. Export and republish to the league site

Tip: For minor contact updates only, you can skip the CSV upload and just export the updated contacts HTML.

Troubleshooting

“Missing required columns” Error

Cause: The CSV doesn’t have the required columns.

Solution: Re-export from SwimTopia using Reports > Athlete Roster. Other report types may not include all required fields.

Swimmers Appear in Wrong Age Group

Cause: SwimTopia age group assignments may not match GPSA age groups.

Solution:

  • Verify swimmer birthdates in SwimTopia
  • Check the age-up date setting for your team
  • The tool strips gender prefixes automatically (e.g., “Boys 9-10” becomes “9-10”)

Contacts/Officials Didn’t Save

Cause: Browser localStorage was cleared, or you’re using a different browser/device.

Solution:

  • Re-enter the information (it will auto-save)
  • Use the same browser and device consistently
  • Consider keeping a backup document with contact information

Email Shows Red Border

Cause: The email format is invalid.

Solution:

  • Verify the email includes @ and a domain (e.g., name@example.com)
  • Check for extra spaces or typos
  • The border turns green when the format is valid

Export Button Doesn’t Work

Cause: Browser clipboard permissions or compatibility issue.

Solution:

  • Use a modern browser (Chrome, Firefox, Safari, Edge)
  • Allow clipboard permissions if prompted
  • Refresh the page and try again
  • The modal shows a “Copy Code” button as backup

Checklist

Use this checklist to ensure complete roster submittal:

Before You Start

Export and Format

Publish

Reference

Required CSV Columns

The exported CSV must contain these columns (automatically included in SwimTopia exports):

Column Name Description Example
AgeGroup Age group (may include gender prefix) 9-10, Boys 11-12
AthleteCompetitionCategory Gender code M or F
AthleteDisplayName Swimmer’s full name Smith, John
AthleteAge Numeric age 10

Data Persistence

The formatter tool automatically saves your contacts and officials to your browser’s local storage:

  • Contacts and officials persist between browser sessions
  • Roster data (CSV) is NOT saved and must be re-uploaded each time
  • Use the same browser/device for consistency
  • Use Clear buttons to reset saved data if needed

Questions?

For questions about the roster submittal process:

  • Tool issues: Contact the GPSA webmaster
  • SwimTopia export issues: Contact SwimTopia support or your team administrator
  • Deadline questions: Contact your division representative