Knowledge Base — Correcting a swimmer's name or information

Misspelled name? Missing USA-Swimming number? Wrong birthdate on a swimmer who's now in the wrong age group? You can fix all of that yourself from the Coach portal.

Where to make the change

Sign in and open the Coach portal.
Under My teams, click your club.
On the Roster tab, find the swimmer and click the small edit link next to their name.
Make your changes and click Save swimmer.

You'll see a green Saved message at the top when it's done.

You can edit any swimmer on a club you coach. If a swimmer isn't on your roster, you won't be able to open them — contact support instead.

What's on the edit page

The page has tabs. Identity, Address & contact, Registration and Medical are all one form — change things across several tabs, then click Save swimmer once and everything saves together.

Identity — the one you'll use most

Field	Notes
First name / Last name	Required. Use their legal name — it has to match what's on entries and registration. A suffix (Jr., Sr., II, III, IV) goes at the end of the last name, after a space: Hartwell III. It is kept apart from the name, so the swimmer is still found and matched as Hartwell, and it is written back into exported files the way your entry file had it.
Middle initial	One letter.
Preferred name	Put nicknames here ("Katie"), not in the first-name field.
Gender	Used for events and age-group placement.
Date of birth	Drives their age and age-group placement.
USA-S #	Their USA-Swimming registration number. Worth filling in for every swimmer — see below.
Grade / class	e.g. `10` or `SO`.

The other tabs

Address & contact — mailing address, swimmer email and phone numbers.
Registration — citizenship, high-school grad year, registration date, and unattached / attached dates if the swimmer transferred from another club.
Medical — doctor name and phone, plus general notes.
Contacts — parents and emergency contacts (this tab saves on its own).
Parent access — invite a parent or guardian by email so they can see their swimmer's times.

Correcting a misspelled name

Just fix the spelling and save. Their past results follow them automatically — it's the same swimmer record, so every entry, result and best time stays attached. You don't need to re-upload anything.

If the misspelling created a second swimmer (the same person listed twice), fixing the name isn't enough — you need to merge the two records. See the Merging duplicate swimmers guide.

Careful with gender and date of birth

The page warns you about this, and it's worth repeating:

Changing gender or date of birth can change age-group placement in past meets — only edit to correct a genuine error.

If a swimmer swam a 11-12 event and you change their birthdate, they may no longer look eligible for the event they already swam. That's fine when you're correcting a real typo, which is exactly what this is for. Don't use it to work around an age-group rule.

Filling in a missing USA-Swimming number

This is the most valuable thing you can fix. The USA-Swimming number is how we recognise the same swimmer across meets, clubs and uploaded files. With it filled in:

results files match the right swimmer instead of creating a new one
best times stay in one place
duplicate records mostly stop happening

If you've just uploaded results, the Review data screen lists every swimmer in that meet missing a USA-S number, birthdate or gender — a ready-made to-do list.

Other roster housekeeping

Add athlete — the button on the Roster tab adds a swimmer by hand.
Deactivate / Activate — for swimmers who've left or are sitting out a season. It keeps their history but takes them out of the active roster. Use this rather than trying to delete someone.
Download roster — exports your roster so you can check it against your team software.
View public profile — see what everyone else sees for that swimmer.

What you can't change here

Thing	How to fix it
A time or result that's wrong	Times come from the meet's results file. Ask the meet host to correct and re-upload, or contact support.
A swimmer who exists twice	Merge them — see Merging duplicate swimmers.
A swimmer on another club's roster	Contact support, or ask that club's coach.
Your team name or code	The team admin edits club details; contact us if the code itself is wrong.

Need help?

Open a support ticket from the Coach portal, or email support@meetdirector.online with the swimmer's name, your team code, and what needs correcting.