Step 16 - Setting Up a Database for Player Registration
Databases dramatically speed up player registration by automatically populating ratings, membership status, and other player information. This tutorial introduces database setup in SwissSys.
Why Use a Database?
Setting up a database provides several benefits:
- Save Time: Look up players instantly by name or ID
- Reduce Errors: Eliminate manual data entry mistakes
- Verify Membership: Check expiration dates automatically
- Access Ratings: Pull current ratings from USCF, CFC, or FIDE
- Offline Operation: Work without internet connection once downloaded
Online Alternative: For USCF tournaments with internet access, you can use the “Search online” tab in the registration dialog for real-time player lookups without downloading a database.
Supported Database Types
SwissSys supports official databases from three chess federations:
| Database | Players | Update Frequency | Recommended Format |
|---|---|---|---|
| USCF | ~450,000 | Monthly | Binary (.rbin.gz) |
| CFC | ~20,000 | Periodic | Binary (.rbin.gz) |
| FIDE | Worldwide | Monthly | Text (.txt) |
The new .rbin format provides significantly faster performance. All previous USCF and CFC database formats remain fully supported.
Quick Setup with Database Wizard
The Database Wizard is the fastest way to get started.
Open the Database Wizard
Go to Database > Database wizard…
Select Your Database Type
Click the appropriate button:
- USCF - For US Chess Federation database
- CFC - For Chess Federation of Canada database
- FIDE - For international FIDE database
Download or Browse
When prompted, choose:
- Yes - Download the latest database from the internet (recommended)
- No - Browse to an existing database file on your computer
Complete Setup
Follow the wizard prompts. SwissSys will automatically configure the database for you.
Example: USCF Database Setup
Here’s a complete example using the USCF database:
Run the Wizard
Go to Database > Database wizard… and click USCF.
Download Latest
Click Yes when asked to download.
Choose Location
Select where to save the database (the default location is recommended).
Note: The download gets the latest available database. Your preference for which supplement to use (“Latest” vs “Tournament date”) is configured later in the Rating Search dialog when you actually register players.
Download and Install
Click Download and install.
The wizard will download approximately 15-20 MB and configure SwissSys automatically.
Test Your Setup
Go to the registration dialog and click “Search database” to verify the setup works.
For detailed USCF setup instructions, see Downloading USCF Database.
CFC and FIDE Databases
Setup for CFC and FIDE databases works similarly:
CFC Database
Run Wizard
Database > Database wizard… → Click CFC
Download
Click Yes to download (~1-2 MB download)
Auto-Configure
The wizard configures everything automatically
See Downloading CFC Database for details.
FIDE Database
Run Wizard
Database > Database wizard… → Click FIDE
Download
Click Yes to download
Extraction
The wizard downloads a zip file, extracts it, and configures SwissSys automatically
See Downloading FIDE Database for details.
Custom and Legacy Databases
If you have a database in another format (Excel, Access, dBase, CSV):
Use Database Setup
Go to Database > Database setup… instead of the wizard.
Select File
Browse to your database file.
Configure Fields
Map your database fields to SwissSys fields.
Save Configuration
Click OK to save your settings.
See Legacy Database Formats for detailed instructions.
After Setup is Complete
Once your database is configured:
Configure Rating Search Settings
The first time you register a player, SwissSys will prompt you with the Rating Search dialog. This is where you configure:
- Federation (USCF, FIDE, or N/A)
- Rating type (Regular, Quick, or Blitz)
- Supplement date preference (Latest or Tournament date)
Your choices persist across tournaments, but you can change them anytime via Options > More options in the registration dialog.
For complete details on rating configuration options, see Ratings Tab - Environment Options.
Test the Database
Open Registration
Go to Players > Register
Configure Rating Search
If prompted, configure the Rating Search dialog settings and click OK.
Enter a Name
Type a player’s last name.
Search Database
Click the “Search database” button.
Verify Results
The player’s information should populate automatically.
Using the Database
The workflow during tournaments:
- Download database (one-time setup, done above)
- Configure Rating Search (first-time prompt, settings persist)
- Register players (ratings pulled from database with your configured preferences)
During registration:
- Enter the player’s name or ID
- Click “Search database”
- SwissSys fills in ratings, membership, and other data automatically based on your Rating Search configuration
- Verify the information and complete registration
Learn More
For comprehensive database information, see:
- Database Overview - Complete guide to databases
- Database Wizard - Detailed wizard instructions
- Downloading USCF Database - USCF-specific guide
- Downloading CFC Database - CFC-specific guide
- Downloading FIDE Database - FIDE-specific guide
- Legacy Database Formats - Working with older formats
- Database Menu - Complete menu reference
Conclusion
Databases are a powerful tool for speeding up tournament registration and reducing errors. The Database Wizard makes setup quick and easy, so you can focus on running a great tournament.
End of Tutorial.
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