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Athlete Registration and Upload
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Athlete Registration and Upload

Uploading the Athlete Registration List

You can use any registration platform for athlete registration that you choose.  You will need the following information for each competitor:

(Birthdate is only required for Sectionals or Australian registration, and is NOT uploaded into NinjaWorks)

Athlete information should be loaded into a spreadsheet with the above categories as the column names.

NOTE: NO INFORMATION LISTED IN THE SPREADSHEET SHOULD CONTAIN A COMMA.  This will affect the upload of the information.  

No other athlete information may be present on the upload document than the categories listed above or the document will not be accepted.

Divisions for FINA are listed under the Divisions subtab for your comp if you need the full list.

They include the athlete’s age group and male /female listing.  Divisions on the spreadsheet must match the Divisions listed in NinjaWorks.

Correct: 9U Female

Incorrect: 9u F

Incorrect: F/9U

The Wave listed for each athlete on the upload sheet must match EXACTLY the Waves that you created for your competition (including capitals, spaces, punctuation, etc. - feel free to copy and paste from NinjaWorks to ensure accuracy).

The Athlete ID is a 6 digit NinjaWorks Athlete ID number specific to each athlete.  NinjaWorks Athlete IDs are NOT league specific, so FINA can accept any current NinjaWorks number.  All athletes listed on the upload sheet MUST have a NinjaWorks Athlete ID.

If an athlete does not have a NinjaWorks ID, they can register for a free one at timing.ninjaworks.com.  If you have an athlete who registered without a number, and they cannot register for a new one in time for your comp, you must remove them from your upload list and manually register them for your comp as a new competitor (see below).   If an athlete cannot remember their NinjaWorks ID, you can search for their number (see Athlete ID Help).

Once all information has been entered and checked (briefly look over to ensure no obvious mistakes or mis-spellings), save or download the spreadsheet as a CSV file.

To upload your CSV file:

Click on the Competitors subtab.

Scroll to the bottom of the page and click on Edit.  

The page will now have a green button that says Upload Competitors.

Click on the green Upload Competitors button.

This will take you to the upload page. Scroll down to see the following:

Click on Choose File, and pick the CSV file you saved or downloaded.  Confirm that you want it uploaded in the same order as the sheet (you can randomize it later if you choose), and click Upload.

If there are any issues with your sheet, an error message will show up for each mistake.  Read what the error is, and correct it on the original spreadsheet.  Resave the spreadsheet as a CSV file and attempt the upload again.  Repeat this process until all errors have been fixed, and the competitors are uploaded into NinjaWorks.

Registering a Single Athlete

To register a single athlete, click on Go To Registration on the bottom of the Competitors subtab.

Note: once you’re in Registration, there is no easy way to go back to your comp without starting over at League on the black bar.  So we recommend adding your single athlete registrations last.

Now click on the green button in the upper right corner that says “Register New Competitor.”

That button will take you to this page:

If the competitor already has a NinjaWorks ID, enter their number in the box under “Returning Athletes.”

You can also click on “Search by Athlete Name.”  Enter the athlete’s name.  Find them on the search results, and click the blue Select button next to their name.

To register a competitor who is NEW to NinjaWorks and does not have an Athlete ID (and cannot create their own account at timing.ninjaworks.com), click on the green Create New Athlete Profile on the bottom of the Registration page.  If you are unsure if an athlete has an NinjaWorks ID or not, use the Athlete Search function (see Athlete ID Help) BEFORE registering for a new ID.

Enter the athlete information (Capitals and Lowercase letters - check your spelling!) and click Create.  The page will now show them as a competitor with their new 6-digit Athlete ID at the top of the page.

Choose the athlete’s Division and Wave, whether they have physically checked in, and if you want to register them for the start of the wave or the end of the wave and click Register.

Suggestion: If you are hosting Speed AND Endurance, individually register all athletes for one of the comps after you have uploaded your initial athlete list.  Then add these athletes back to the original list with their new numbers to create a new complete upload list for the second comp.