Download and Import Instructions - Sydex:
  • Sydex Preparation before import of data.
    • Do not download and install any Sydex Updates!
      • In 2011 Sydex added a block to the import of files generated from any web site other than Sydex.
      • Sydex is still good, but they want to force users to use their online entry services!
    • If you have already installed the Sydex update, you will either need to:
      • Contact Sydex immediately and make arrangements to use their online entry system.
      • Or re-install Sydex will a pre-2011 version of Sydex Gold.
      • Please contact us immediately to discuss your alternatives!
    • We suggest doing a "clean" install of Sydex for each meet.
    • Setup all events in Sydex before import.
      • Edit each event with the specifics for your meet.
        • For HS events, the default Event Code and Event Name are 5K RUN.
        • For MS/JH events, the default Event Code and Event Name are 3200M.
      • If you used different Event Codes, you'll need to:
        • Either edit the import files and replace our Event Codes with yours.
        • Or Add New events to match our Event Codes.
    • Test the import process prior to the actual closing of the entry window!
    • If there are problems, note the exceptions and resolve them!
  • Web Site Preparation
    • Login to your account and monitor the entries.
    • Use • Managers • | Cross Country | Submitted Rosters | Select event | click Get Event
      • Scroll through the schools and coach contact information.
      • Click View Roster Data to display rosters submitted.
      • Click Get Coaches Contact List to generate printable list.
      • Click Download Attendance Counts List to generate a summary by team and gender.
    • Follow-up appropriately with coaches that may be late or are missing information!
  • Download of Import Files
    • Login to your account and use • Managers • | Cross Country | Download Imports.
    • Select Get Sydex Import File and note the file name and location.
    • Repeat for other gender or divisions.
    • See aqua section below
  • Import into Sydex
    • Follow import instructions in coral section below.
  • If there are problems, e-mail support@baumspage.com ASAP! 
    • In an emergency, call Gary Baumgartner at 513-594-6154 or Terry Young at 740-517-0195.
To Download from the Web:
  • Go to www.baumspage.com and login to your account
    • Only the manager or assigned delegate will be able to access the data.
  • Use Manage Events | Track | Download Imports |  select event | click Get Event
    • Use View Roster Data to see the actual rosters submitted.
    • Click Get Sydex Import File and note the file name and download location:
      • SYHS_M_#.txt, SYHS_F_#.txt, SYMS_M_#.txt, or SYFS_F_#.txt
    • Repeat for each gender or division.
Overview of Import Rosters Process:
  1. Click on Entries Options | Receive Entries
  2. Select a meet
  3. Type the Location of entries:  in the Box or click Find and browse to it.  (See options below for hard drive or disk .)
  4. Choose athletes for Receive: Usually Click the Entire team's roster
  5. Click Go to begin

Receiving Entries from email/hard drive location:

  1. The default name of the file is entries.txt but the online files will be named SYHS_M_#.txt, SYHS_F_#.txt, SYMS_M_#.txt, or SYFS_F_#.txt
    • First copy this file to the folder where your track program is located on your hard drive (usually c:\ccstat) or some other appropriately named folder using Windows Explorer or My Computer.
      • If using data from Baumspage Online Entry Conversion the file will be appropriately named.
    • If the file entries.txt or whatever is not found the system will give you the error message "No entries.txt file found".
  2. Select the meet from the list.
  3. Always import the boys data before importing the girls data!
    • If you get errors note the exceptions.
    • The import may give an error message of Unusual dup key(540) Click Ok.
      • Sydex never explained it, but we figured out that the error is caused by the coach having the same athlete listed twice on the roster.
    • Really large meets may need to "split" the import files into two smaller files!
      • Open the file in Notepad.  Hightlight about half of the data | delete | Save with new name | Repeat for other half | Import each separately
  4. Click Current directory of hard drive for the location of your entries.
  5. Change the letter case of team and roster names if needed.
    • Team names and abbreviations import automatically from the Control Program database.
      • Suggested Setting: Team Names: No Change
    • Athletes names are imported as the coaches entered them on the web.
      • Change the letter case of runner names to upper and lower case (ex. Mike Smith)
      • Suggested Setting: Roster Names: Initial Capitals
  6. Click Go to begin.
    • The file may give an error message of Unusual dup key(540) Click Ok
    • If events codes don't match, select appropriate code and continue.
      • After testing, you may edit the codes so they match.
  7. If there are problems, e-mail support@baumspage.com ASAP! 
    • In an emergency, call Gary Baumgartner at 513-594-6154 or Terry Young at 740-517-0195.