Importing Keelboat Entrants into TopYacht via Step 6a

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Background

TopYacht is designed to import the entrants either at the start of an event or for every race from TES.

So, for an event (like a one-design championship) the user can import the entrants prior to race one.

As well, it also enables you to import Race (Casual) entrants automatically AND it allows the Club’s Handicapper to easily alter the Handicaps for the next race via the Handicapper log in to TES.

  • So, for each race use 6a to import the entrants and
  • After each race uploads the handicap data back to TES for the Club’s Handicapper to evaluate and update as needed.

However, Step 6a importer has some limitations. There are some four hundred separate fields in TES. The 6a importer only caters for a pre-defined selection that handles most Club’s requirements. If there are other fields that are needed in TopYacht then alternative import arrangements need to be made. Remember that these are limited to populating the Note, Note1, Note2, and Note3 fields in TopYacht

Prerequisites

  • A TopYacht TES Interface licence;
  • An Internet connection to the computer hosting TopYacht
  • Knowledge of the TES User-name and Password (This will be supplied by TopYacht as part of the Club’s first-ever TES setup).
  • Knowledge of the TES Event ID (EVid) and TES Series ID (Sid) (See the article ‘TES Determining Event and Series ID’)

Part 1

Open the Registration Page. Admin | Database | User Registration:

 

  1. TES User Name (Supplied by TopYacht)
  2. TES User password (Supplied by TopYacht)
  3. http://topyacht.com.au/db/kb/excels/ty/get_ty_entrants.php
  4. http://topyacht.com.au/db/kb/ty/club_hcs_update.php
  5. http://topyacht.com.au/db/kb/ty/results_to_web.php
  6. KB – http://topyacht.net.au/ow/kb_add_ents.php |otb – http://topyacht.net.au/ow/otb_add_ents.php
  7. http://topyacht.net.au/tyres/
  8. TES Event_ID
  9. For TYRES users, enter the year this database is first used Database (DB) Number. For non-TES users, clear the DB Num box
  10. For TYRES users, the Database (DB) Num. This is a Club Controlled sequential  number of the databases created in a specific calendar year

Now, to make the changes to take effect, Close TopYacht then Re-Open it.

Part 2

Open the Series Select Page… Series | Select a Series (Or TopYacht Menu Step 1)

Step 1

Enter the TES Series ID (SID) into the

  • “TES SE ID” column (red) OR
  • the “TES SIDs” column (blue). This option is used for multiple TES Series IDs on occasions where the entrants from several TES series are combined in one TopYacht Series e.g. “J24 Pre-Summer” AND “Dragon’s Pre_Summer”. Separate the SIDs with a comma.

When a Block Entry is used in TES, the TES system automatically populates the relevant TES ‘child’ series. Additionally, end-users may also enter at the child series level where they choose only to enter one series (and not a block of series).

Where block entry is used within TES, only use the child SE ID number in the red column.

For auto upload of handicaps to TES only use a single SEID in the TES_SE_ID column.

Step 3

Provide a unique a “short name” for each series (black). This will become the file name of the downloaded list of entrants. So, make it short and series-specific e.g. “IRC-DIVA” for IRC Division A.

For Performance Handicaps to Auto Update in TES tick the X Club HC Upload” (red) checkbox.

For results that you want to be sent to the cross club Handicapping database tick the “Club HC Logging” (blue) checkbox.

Important Note: Please ONLY tick the “HC Logging” for Series that..

  • Are unique i.e. don’t tick a Series if it is a child Series where the Parent is already uploading to the cross club Handicap database.
  • Is NOT Pursuit: i.e. do not upload Pursuit Handicaps are they are unique to that club series.

Part 3

Other Important Considerations

Item 1: TES Boat IDs.

When you import boats into TES it will automatically import and match against the TES Boat ID. If the same boat is already in the TopYacht master list without the correct TES BID, the boat will be imported a second time. It is best to start using 6a in a new database without any boats.

For the same reason it is important not to manually add boats into TopYacht – unless you also add their TES BID[1].

Item 2: Handicaps and division number in TES

TopYacht will not import a Keel Boat entrant unless the entrant has a Handicap and a Division Number set in TES in the Handicapper screen. (The exception is a One Design Series.)

Item 3: Matching to Group Names

When you import into TopYacht the system must know which results groups in TopYacht to use for each boat e.g. AMS, IRC etc.  This is done by matching the handicap name in TES to the Group name in TopYacht. The handicap group names are pre-set by TopYacht personnel at the time the series is set up.

This can be added with Admin | Maintain | For Master List | Edit Boat Skipper Details. PS: do not use this screen for any other changes to the boat/sailor- all other changes must be done in TopYacht menu item step 6.]

 

Remember

  • There must be a One-for-One name match in TopYacht and TES.
  • The Div No must be numeric (no alpha characters)
  • The process is case insensitive.

Example:

Series in TES uses IRC, AMS and PHS handicaps.

In TopYacht you set up the group names to also be IRC, AMS and PHS.

During the import process these will be matched against Handicap names in TES similarly called IRC, AMS and PHS.

Handicap names available in TES are listed in Appendix 1:

There are some other Group matchings that are possible for One Design and OTB Series. Contact TopYacht support for details.

Some events/clubs require separate Group/Tabs for each Division Number. They may have “PHS Div 1” and “PHS Div2”.

The data feed that TES provides has a column with the name of each handicap e.g. “PHS”. It also has a column titled “PHS Div 1”, and another called “PHS Div2” etc for each division number you set up in TES.

By using these “alternate” handicap columns you can import the handicap data and link it to the separate groups provided those group names are “PHS Div 1” etc.

This is particularly useful for Regattas and special events.

As a variant of this you might have created handicaps with those names in TopYacht.

Item 4: Exporting handicaps from TopYacht to TES

Important:

When exporting handicap data from TopYacht to TES, you can only use the “Boat in Series” handicap types. The Boat specific handicaps are either externally set or set manually by the relevant authority.

To Upload Handicap values from TopYacht to TES:

On the “View Results” screen every time you print the results TopYacht will offer to update the Handicaps in TES and to update the results in the TES cross club Handicapper database.

This is done for a particular Series based on the TES Series ID you attached to the Series at the start of this document. And whether you have ticked the relevant check box at the far right of the ‘Series Set Up screen ‘as per Part 2:of this document.

The upload URLs are noted in Part 1: above

Item 5: NEW TopYacht additional import features.

Additional columns

You will also see on the Config screen that TopYacht now allows up to 4 ‘note’ fields plus a new, separate ‘Design’ field.  The original 2 notes plus the Design field are viewable in results. The two new Notes fields are only available when editing the boat detail and are there for ‘once of use’ data for regattas eg “Paid’. These are used when you ask TopYacht support to customise reports for special events or particular club needs.

Additional information

The TES to TopYacht interconnection makes it very easy to import data from TES into TopYacht.

You can do this at the start of a Regatta or on a race by race basis.

TopYacht imports the data from one or more TES Series into one series in TopYacht.

It matches on the group name in TopYacht (see more in details above).

The import puts the competitors into the TopYacht master list and Series and Race all by simply pressing step 6a on the main menu.

Appendix 1: Handicap Names Available in TES:

  • AMS,
  • AMS NS,
  • AMS 2HD,
  • IRC,
  • IRC_SH,
  • ORCi,
  • ORCi_I,
  • ORCi_O,
  • ORCc_I,
  • ORCc_O,
  • OMR,
  • PHC,
  • SMS,
  • YV,
  • XtraHc1,
  • XtraHc2
  • Classic,
  • Cruz,
  • DhHC,
  • EHC,
  • JMPHS,
  • OD,
  • PHS,
  • PHSTCF,
  • PHSTCF_SH,
  • PHRF,
  • PHRF_SH,
  • PurHC,
  • ShHC,
  • XtraHc10,
  • XtraHc11

Measurement Handicaps like AMS, IRC, SMS, ORCi: apply to the boat irrespective of the Series

Performance Handicaps like PHS, PurHC, DhHC: apply to the boat within a specific Series. So (for example) the PurHC value for a boat will most likely be different in different Series.

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