Database Setup
The Database Setup dialog provides advanced control over database configuration, including field mapping, index file management, and primary/secondary database switching.
When to Use Database Setup
Use the Database Setup dialog when you need to:
- Configure field mappings for custom database formats
- Work with legacy database files (dBase, Access, Excel)
- Set up index files for dBase databases
- Configure primary and secondary databases
- Save or load database profiles
- View available fields in a database
For simple setup: Use the Database Wizard for USCF, CFC, or FIDE databases. It’s easier and handles configuration automatically.
Accessing Database Setup
Menu Path: Database > Database setup…
Dialog Overview
The Database Setup dialog has several main sections:
| Section | Purpose |
|---|---|
| Database File | Select the database file to use |
| Primary/Secondary | Switch between primary and secondary database |
| Field Mappings | Map database fields to SwissSys player data |
| Index Files | Configure index files (dBase only) |
| Action Buttons | Apply settings, load/save profiles, view fields |
Selecting a Database File
Browse for a Database
Click Browse
Click Browse… next to the Database file field.
Navigate to File
Navigate to your database file location.
Select File
Select the file and click Open.
Supported File Types
| Extension | Type | Notes |
|---|---|---|
| .rbin.gz | Binary rating | Modern format, recommended |
| .rbin | Binary rating | Uncompressed binary |
| .tsv | Tab-separated | Text format |
| .csv | Comma-separated | Text format |
| .txt | Text | FIDE, USCF joint list |
| .dbf | dBase | Requires index files |
| .xls, .xlsx | Excel | Requires Access Database Engine for .xlsx |
| .mdb, .mde | Access | Microsoft Access |
Auto-Detection
When you browse for a file, SwissSys may:
- Detect the database format automatically
- Offer to apply appropriate defaults
- Validate binary database headers
- Check dBase field names for known patterns
SwissSys recognizes common database patterns and offers to apply the correct defaults automatically.
Field Mappings
Field mappings tell SwissSys which database fields correspond to player information.
Available SwissSys Fields
| SwissSys Field | Description |
|---|---|
| Section | Section/category name |
| Name | Player’s full name |
| ID number | Primary ID (e.g., USCF ID) |
| ID #2 | Secondary ID (e.g., FIDE ID) |
| Rating | Primary rating |
| Rating #2 | Secondary rating (e.g., quick) |
| Rating #3 | Third rating (e.g., blitz) |
| Club | Club affiliation |
| Team | Team name |
| Title | Chess title |
| Age | Player age |
| Sex | Player gender |
| Class | Rating class |
| Birthdate | Date of birth |
| Fees1-3 | Fee-related fields |
| Address | Street address |
| City | City |
| State | State/province |
| Zip | Postal code |
| Expired 1 | Expiration date 1 |
| Expired 2 | Expiration date 2 |
| Phone | Phone number |
| Email address | |
| Byes | Bye preferences |
| Brd order | Board order |
| Handle | Online handle/username |
Setting Field Names
For editable databases (dBase, Access, Excel):
Type Field Names
Type the field name directly into each box, or
Use Field List
Click Display field list… and drag fields to the boxes.
Match Exactly
Field names must match exactly (case-insensitive).
For read-only formats (binary, text):
- Field mappings are fixed and cannot be changed
- Gray background indicates read-only fields
Using the Field List
Display Available Fields
Click Display field list… to see all fields in your database.
Review Field Names
A list shows all fields with their exact names.
Drag to Map
Drag a field from the list to a field mapping box to automatically fill it in.
Applying Default Field Mappings
Click Choose Defaults to access preset field mappings:
| Preset | Use For |
|---|---|
| USCF Joint | USCF joint player list (.txt) |
| USCF Golden | Golden/TA format dBase (MEM_NAME, MEM_ID fields) |
| USCF TARSFLE | USCF TARSFLE format dBase (R_MEM_NAME, R_MEM_ID fields) |
| CFC | Chess Federation of Canada databases |
| FIDE | FIDE text databases |
When Defaults Are Offered Automatically
SwissSys detects and offers defaults when:
Binary databases (.rbin, .rbin.gz):
- Validates header and offers federation-specific defaults
dBase files (.dbf):
- Scans field names to detect USCF, Golden, or CFC patterns
- Offers appropriate defaults based on detected pattern
Access files (.mdb, .mde):
- Offers CFC defaults if appropriate structure found
Text files (.txt, .tsv):
- Checks for USCF TSV format headers
When defaults are offered, click Yes to accept them. This saves time and ensures correct configuration.
Index Files (dBase Only)
dBase (.dbf) files require two index files for fast searching:
| Index | Purpose | Field |
|---|---|---|
| Name index | Search by player name | Typically the name field |
| ID index | Search by player ID | Typically the ID field |
Binary format databases (.rbin.gz) do not require index files. This section only applies to legacy dBase format.
Specifying Index Files
Enter Name Index
Enter the filename in Name index file (e.g., TARSUPLF.NDX).
Enter ID Index
Enter the filename in I.D. index file (e.g., TARSUPID.NDX).
Index File Requirements
- Extensions must be
.ndxor.ntx - Filenames cannot exceed 19 characters
- Files must be in the same folder as the database
Creating Index Files
If index files don’t exist:
Configure Field Mappings
Set up your field mappings in Database Setup.
Apply Settings
Click OK - Apply.
Create Indexes
When prompted, click Yes to create index files, or
Use Create Index Menu
Go to Database > Index… later to create them.
Primary and Secondary Databases
SwissSys supports two simultaneous databases for cross-referencing ratings.
Switching Between Databases
Select Database Type
Use the Which database is this? radio buttons.
Choose Primary or Secondary
Select Primary or Secondary.
Configure Settings
Configure the selected database’s settings.
Apply Changes
Click OK - Apply to save.
Swapping Databases
Click Swap to exchange primary and secondary databases instantly.
Rules
- Primary and secondary databases cannot be the same file
- Each database maintains its own field mappings
- You can use different formats (e.g., USCF primary, FIDE secondary)
Saving and Loading Profiles
Database profiles save all field mappings for reuse.
Saving a Profile
Configure Mappings
Set up your field mappings as desired.
Click Save Settings
Click Save settings….
Choose Location
Choose a location and filename (.dbp extension).
Save Profile
Click Save.
Loading a Profile
Click Load Settings
Click Load settings….
Browse to Profile
Browse to your .dbp profile file.
Open Profile
Select it and click Open.
Field mappings are restored from the profile.
Profile Contents
Profiles save:
- Database file path
- All field mappings
- Index file names
Tip: Save different profiles for different database types (USCF, CFC, custom club database) for quick switching.
Common Tasks
Setting Up a Custom Database
Open Database Setup
Go to Database > Database setup…
Browse for File
Click Browse… and select your file.
Display Fields
Click Display field list… to see available fields.
Map Fields
Drag fields to the appropriate mapping boxes.
Configure Index Files
For dBase files, configure index files.
Apply Settings
Click OK - Apply.
Fixing “Missing field” Errors
If you see “Missing field in database: [FIELDNAME]“:
Check Spelling
Verify the field name is spelled correctly.
Display Field List
Use Display field list… to see actual field names.
Correct Mapping
Correct the field mapping, or
Ignore Error
Click Ignore to continue without that field.
Changing Rating Sources
To use a different rating field:
Open Database Setup
Go to Database > Database setup…
Change Rating Field
Change the Rating field to your preferred rating field.
Apply Changes
Click OK - Apply.
For more control over which rating types are used during registration, see Rating Configuration.
Troubleshooting
”Database must have an extension”
Error: Database files need a file extension (.dbf, .txt, etc.).
Solution: Ensure your file has the correct extension.
”Unrecognized database type”
Cause: SwissSys doesn’t recognize the file format.
Solutions:
- Check that the file extension is correct
- Verify the file is a supported format
- Ensure the file isn’t corrupted
”Database paths must not contain any commas”
Cause: dBase files cannot be in folders with commas in the path.
Solution: Move the database to a folder without commas in its path.
”Index file name error”
Cause: Index file name doesn’t meet requirements.
Solutions:
- Ensure filename is 19 characters or fewer
- Use
.ndxor.ntxextension - Place files in same folder as database
Fields are Grayed Out
Cause: This indicates a read-only format.
Explanation:
- Binary databases (.rbin, .rbin.gz) have fixed schemas
- Text databases (.txt, .csv, .tsv) have fixed field positions
- These formats don’t require field mapping configuration
Advanced Configuration Tips
Using Custom Databases
For club or school databases:
Create Spreadsheet
Create an Excel or CSV file with columns for player data.
Use Clear Headers
Use clear column headers (Name, Rating, ID, etc.).
Load in Database Setup
Use Database Setup to load the file and map fields.
Test Thoroughly
Test by searching for several players to verify mappings.
Multiple Database Configurations
To manage multiple databases:
Configure First Database
Set up your first database completely.
Save Profile
Save the configuration as a profile.
Configure Second Database
Switch to a different database and configure it.
Save Second Profile
Save this configuration with a different name.
Switch Quickly
Load saved profiles to switch between databases instantly.
Network Database Setup
For network/shared databases:
- Place database file on network drive accessible to all computers
- Configure database path using UNC path (\server\share\database.rbin.gz)
- Binary format works best for network access (no file locking issues)
- Avoid dBase format on networks (index file locking problems)
See Network Mode for real-time database updates.
See Also
- Database Overview - Complete database introduction
- Database Wizard - Quick setup for USCF/CFC/FIDE
- Downloading USCF Database - USCF-specific guide
- Downloading CFC Database - CFC-specific guide
- Downloading FIDE Database - FIDE-specific guide
- Legacy Database Formats - Older format details
- Database Troubleshooting - Common issues
- Rating Configuration - Configure rating sources and defaults