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 was redesigned so that the common case — pointing SwissSys at a
ChessRoster .rbin/.rbin.gz rating database — needs no field knowledge at all, while the
expert controls for custom files stay available behind a single expander.
From top to bottom, the dialog has these sections:
| Section | Purpose |
|---|---|
| Which database is this? | Primary/Secondary radio plus a Swap button |
| Database file: | The file path, a Browse… button, and a Detected: indicator |
| Auto-configure field mapping for this file type | Checkbox that applies the matching defaults when you browse |
| Rating setup | Preset chips, Rating type, a capability line, and a More options expander (.rbin or no database) |
| Expert: override… | Expander housing the field-mapping grid and dBase index boxes |
The form adapts to the file type. For a binary .rbin/.rbin.gz database (and for an empty path,
the default state), it shows the Rating setup panel and keeps the field grid hidden behind the Expert
expander. For an editable file (.dbf, .txt, .csv, .tsv, .xls/.xlsx, .mdb/.mde) it
shows the field-mapping grid as the primary view instead of the Rating setup panel.
Selecting a Database File
The Database file: edit holds the path. Format is taken from the file extension — there is no separate format selector. As soon as a path is present, a gray Detected: indicator below the edit reports what SwissSys recognizes the file as, for example:
Detected: USCF/CFC/FIDE optimized binary— a.rbinor.rbin.gzfileDetected: USCF Joint rating list— a file namedrtglist.txtDetected: USCF+FIDE combined (kingregistration.com)— a.dbfwhose name containsuscffide
If nothing is recognized the indicator stays blank; you can still map the file by hand under Expert.
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. SwissSys reads the format from the extension and updates the Detected: indicator.
Auto-configure field mapping for this file type
The Auto-configure field mapping for this file type checkbox is on by default. When checked, browsing to (or typing) a recognized file applies the matching field defaults automatically — you do not have to open Expert or pick a preset by hand. Uncheck it if you want to set every field yourself.
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 | Read and written natively – no Office or ACE installed |
| .mdb, .mde | Access | Requires Microsoft Access Database Engine |
Auto-Detection
When you browse for a file, SwissSys may:
- Detect the database format from the extension and show it in Detected:
- Apply appropriate defaults automatically when Auto-configure field mapping for this file type is checked
- Validate binary database headers
- Check dBase field names for known patterns
SwissSys recognizes common database patterns and, with auto-configure on, applies the correct defaults for you.
Which Database Is This? (Primary / Secondary)
The Which database is this? radio at the top of the dialog chooses whether the controls below apply to the Primary or the Secondary database. SwissSys supports two simultaneous databases for cross-referencing ratings.
- Pick Primary or Secondary, then set that side’s file, profile, and (if needed) field mappings. Switching the radio reloads the dialog with the other database’s settings; the side you were on is left untouched.
- Click Swap to exchange the primary and secondary databases instantly.
See Primary and Secondary Databases below for the rules.
Telling SwissSys What the Database Contains
For a binary .rbin/.rbin.gz database, the dialog shows the embedded Rating setup panel
instead of a raw field grid. This is where you tell SwissSys which rating systems the file carries.
Capability line
A gray line on the right reports what SwissSys detects in the file — for a joint database it reads
This database: USCF + FIDE (joint), and with no database it reads
No local database - lookups run online (chessroster.com).
Preset chips
A single row of one-click chips sets the whole profile at once — which organization fills the primary ID and rating, which fills the secondary ID2 and Rating 2, plus the matching online search settings:
- USCF
- USCF + FIDE
- CFC
- CFC + FIDE
- FIDE
A joint chip (USCF + FIDE or CFC + FIDE) also turns on “fetch FIDE alongside USCF online”; a single chip turns it off. Pick a Rating type next to the chips (Regular/Quick/Blitz for USCF and CFC; Standard/Rapid/Blitz for FIDE). Two summary lines below state, in plain language, exactly what each player will receive.
More options
The [+] More options: IDs, search and import settings expander reveals the per-ID combos and
the rest of the settings:
- ID 1 + Rating and ID 2 + Rating 2 — assign each slot’s organization and rating category by
hand; a
<->button swaps the two. - Titles — Load FIDE titles, Load USCF NM titles, Load USCF CM titles (all off by default).
- Put secondary ID in ID2 and Put federation in Club.
- Online search settings and rating import settings, shared with the Ratings tab.
For the full meaning of every control, see Rating Configuration.
The same Rating setup panel appears with no database configured — it sets up online-only lookups via
chessroster.com. Browse to a .rbin file to add fast local searches.
Field Mappings (Expert)
Field mappings tell SwissSys which database fields correspond to player information. The mapping grid lives behind the Expert: override individual field mappings / index files expander. For an editable file the grid is the dialog’s primary view; for a binary database it stays collapsed unless you expand Expert.
Binary databases use a fixed schema. When you expand Expert over a .rbin/.rbin.gz file, the grid is replaced
by the notice “Binary databases use a fixed schema; no overrides available.” There is nothing to map — use the
profile frame above instead.
Inside the Expert panel you will find the field-name grid, Display field list…, the Choose Defaults split button, Clear all, Save settings… / Load settings…, and (for dBase) the Name index file / I.D. index file boxes.
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, CSV, TSV, plain text):
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).
All non-binary formats — including .csv, .tsv, .txt, .xls, .xlsx, .dbf, and .mdb/.mde — let you map any column to any SwissSys field. The dialog reads the actual headers (or, for FIDE-style fixed-column text, the standard column positions) and lets you assign them.
For read-only formats (binary .rbin / .rbin.gz):
- Field mappings are fixed and cannot be changed
- The field-mapping grid is hidden; the Rating setup panel (preset chips plus More options) is shown instead
- Expanding Expert shows the “Binary databases use a fixed schema; no overrides available.” notice rather than a grid
FIDE defaults exception: If you click Choose Defaults > FIDE for a text/CSV file, the field boxes are locked with the message “Field names for text format files cannot be changed.” This is a property of the FIDE preset, not of the file type — clear or change the preset to edit fields again.
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
Inside the Expert panel, Choose Defaults is a split button. Click its drop-down arrow to pick a preset field mapping:
| 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. Use the Which database is this? radio at the top of the dialog (see above) to choose which side you are configuring, and Swap to exchange them. The rules below govern both sides.
Rules
- Primary and secondary databases cannot be the same file
- Each database maintains its own field mappings — switching the radio button reloads the grid with that database’s mappings, leaving the other set untouched
- The two databases can use different formats (e.g., a
.rbin.gzUSCF primary alongside an.xlsxclub roster as secondary) - When one database is
.rbin/.rbin.gzand the other is editable, the field-mapping grid is hidden when the binary side is selected and visible when the editable side is selected
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.
Expand Expert
For an editable file the field grid is already shown; if it is collapsed, check Expert: override individual field mappings / index files.
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 / Hidden
Cause: A read-only format is selected, or a fixed-format preset is active.
Explanation:
- Binary databases (
.rbin,.rbin.gz) have a fixed schema; the field-mapping grid is hidden entirely. - For text/CSV files, the FIDE preset locks the field boxes to the FIDE fixed-column layout. Other presets (USCF Joint, USCF Golden, USCF TARSFLE, CFC) only fill in defaults — you can still edit afterward.
CSV, TSV, plain-text, Excel, dBase, and Access files all support full field mapping. If your fields are locked, clearing the active preset will re-enable editing.
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