1. I get an error saying an OSSID/bodcard number is in use when creating an athlete.
2. I get an error saying my OSSID/bodcard number is in use when signing up.
3. My account doesn’t have any permissions.
4. One of my athletes is listed as unswimtested.
5. I can’t add someone as a full member.
6. One of my athletes is listed as an associate.
7. I can’t find one of my athletes.
8. I can’t find one of my coxes/How do I add a cox?
9. I can’t find one of my female rowers.

1. I get an error saying an OSSID/bodcard number is in use when creating an athlete.

This error arises because the system is trying to link your new athlete with an existing record which has the same numbers but the names don’t match. To find out what name the system has for them, either check their record if they already belong to your club and you are fixing one of the issues below, or try to find them in the crew lists for an event.

2. I get an error saying my OSSID/bodcard is in use when signing up.

This arises for the same reasons as above. You will need to look yourself up on the Eights or Torpids crew lists, or ask another committee member at your club to check the name on your record.

3. My account doesn’t have any permissions.

There are various reasons why this might happen, but they all end in e-mailing the webmaster to fix it, so just do that.

4. One of my athletes is unswimtested.

If they have done a swimtest and this is wrong, contact the Sab. If they haven’t and this is correct, they can only do five outings total and cannot race. If they’ve done a swimtest and failed, they must not row until they pass.

5. I can’t add someone as a full member.

When a full member is being added, the system performs a lookup against the Oxford University Contact Search as a crude validation of their full member status. If this check fails, then either an error is produced or they are added as an associate, depending on the setting. It is possible this is caused by problems with the contact search that will resolve themselves given a bit of time, but if the error persists, contact the Sec or the Sab.

6. One of my athletes is listed as an associate.

When someone is erroneously listed as an associate, you can upgrade them to a full member by re-adding them with the same name and OSSID/bodcard but “Full Member” selected as membership type, or by using the "alter" button on their record. This may result in issues covered by #1 and #5.

7. I can’t find one of my athletes.

This issue can be raised in a number of places but the process is the same: Start by going to the athlete list for your club and looking for them. If they appear on this main athlete list but not somewhere else, your problem is probably one of the two specific issues below. If they are also missing from the list, click ‘show inactive’ button and look for them again. If they appear on this list but don’t have your club listed under their club affiliations, then their record has been marked as inactive. To revive it, simply add a new athlete with the same name and OSSID/bodcard number and they should now appear on the main athlete list.
If they don’t appear on either list, try creating a new athlete record for them (see #1 and #5), and contact the webmaster if that doesn’t work.

8. I can’t find one of my coxes/How do I add a cox?

For the system to identify someone as a cox, they must have a coxing licence number on their record. Assuming they appear on the main athlete list for your club (otherwise see #7), there will be a link for you to add a licence number both on the athlete list and their record. If you don’t know their licence number, contact the Captain of Coxes who will be able to look it up for you. They should now appear on the main list of coxes for your club and elsewhere in the system.

9. I can’t find one of my female athletes.

For the system to identify someone as eligible for women’s boats and show them as an option for these entries, they must be listed as female. This won’t be the case for athletes created by swimtest uploads since we do not record this data. You will need to find their record on the main athlete list for your club and navigate to their record (If they’re missing, see #7). The green ‘+’ on the gender line will allow you to mark them as female and they should then appear as an option for women’s crews.
If adding women to men’s crews, they are listed below the men, so keep scrolling down through the list.