Database Overview
Rating databases allow you to look up player ratings during registration, saving time and reducing errors. SwissSys supports official databases from USCF, CFC, and FIDE, plus custom databases.
Alternative: Online Player Search - Don’t want to download a database? SwissSys can search USCF or FIDE websites directly during registration for real-time rating lookups. See Online Player Search for details.
Supported Database Types
SwissSys supports three major chess rating organizations:
| Database | Format | Auto-Download | Players | Notes |
|---|---|---|---|---|
| USCF | Binary (.rbin.gz) | Yes | ~450,000 | US Chess Federation, fastest performance |
| CFC | Binary (.rbin.gz) | Yes | ~20,000 | Chess Federation of Canada |
| FIDE | Text (.txt) | Yes | Worldwide | International ratings |
Recommended Format: Binary (.rbin.gz) format offers the best performance, smallest file size, and fastest downloads. All previous USCF and CFC database formats remain fully supported.
Quick Start: Database Wizard
The fastest way to set up a database is using the Database Wizard.
Open Database Wizard
Go to Database > Database wizard…
Select Database Type
Choose your database type (USCF, CFC, or FIDE).
Download or Browse
Choose whether to download the latest database or browse to an existing file.
Automatic Configuration
SwissSys handles the rest automatically.
The Database Wizard is recommended for most users. It provides automatic configuration with sensible defaults.
Detailed Guides by Database Type
For step-by-step instructions specific to each database type:
Download and configure US Chess Federation databases with ~450,000 player records.
🇺🇸USCF DatabaseDownload and configure Chess Federation of Canada databases with Canadian player ratings.
🇨🇦CFC DatabaseDownload and configure international FIDE databases with worldwide player ratings.
🌍FIDE DatabaseWork with older database formats including dBase, Access, Excel, and CSV files.
📁Legacy FormatsDatabase Wizard vs. Database Setup
SwissSys provides two ways to configure databases:
Database Wizard (Recommended)
Access: Database > Database wizard…
Best for:
- First-time setup
- Downloading the latest database
- Quick configuration with sensible defaults
The wizard guides you through the process with minimal decisions required.
Database Setup Dialog
Access: Database > Database setup…
Best for:
- Advanced configuration
- Using custom database formats
- Field mapping customization
- Working with legacy database files
- Configuring primary and secondary databases
See Database Setup for complete details.
Primary and Secondary Databases
SwissSys can work with two databases simultaneously:
- Primary Database: Your main rating lookup source
- Secondary Database: An additional database for cross-referencing
Common Use Cases
| Primary | Secondary | Use Case |
|---|---|---|
| USCF | FIDE | US tournaments with international players |
| CFC | FIDE | Canadian tournaments with international players |
| USCF | CFC | Events spanning both federations |
Setting Up a Secondary Database
Open Database Wizard
Go to Database > Database wizard…
Enable Secondary Database
Check “Apply this to the secondary database”
Select and Configure
Select your database type and complete the setup.
Swapping Databases
To swap primary and secondary databases:
Go to Database > Swap primary and secondary databases
Or use the Swap button in Database Setup.
See Swap Primary and Secondary Databases for details.
Where Are Databases Stored?
By default, downloaded databases are stored in:
[Documents]\SwissSys\Databases\Common database filenames:
uscf-players.rbin.gz- USCF binary databasecfc-players.rbin.gz- CFC binary databaseplayers_list_foa.txt- FIDE text database
You can change the download location during the wizard or in Database Setup.
Tip: Using the default location makes backups and updates easier. The default path is:
C:\Users\[YourName]\Documents\SwissSys 11\Databases\
Keeping Your Database Current
Automatic Downloads
The Database Wizard always downloads the most current database available.
Open Database Wizard
Go to Database > Database wizard…
Select Database Type
Choose your database type (USCF, CFC, or FIDE).
Choose Download
Select Yes when asked to download.
Download Latest
Click Download and install to get the most recent data.
Update Frequency by Federation
| Federation | Update Frequency | Notes |
|---|---|---|
| USCF | Monthly | New supplement released each month |
| CFC | Periodic | When CFC publishes new lists |
| FIDE | Monthly | Typically on the 1st of each month |
Important for Tournament Directors: Download databases close to your tournament date to ensure ratings are current. For USCF tournaments with specific supplement requirements, select the appropriate supplement date in the download dialog.
USCF Supplement Dates
USCF publishes rating supplements monthly. Understanding how SwissSys handles supplement dates:
Database Downloads:
- Downloads always retrieve the latest available database
- The downloaded database contains all recent supplements (typically the last 12-24 months)
- No supplement selection during the download process
Supplement Selection at Search Time:
- When you search for a player, SwissSys uses your Rating Search preference to choose which supplement to use
- “Latest” - Uses the most recent supplement available in the database
- “Tournament date” - Uses the supplement closest to your tournament’s start date
This means you download once and can use different supplements for different tournaments by changing your Rating Search preference.
When Selection Happens: Supplement date preference is configured in the Rating Search dialog, which appears the first time you register players. Your choice is applied when SwissSys searches the database for player ratings. See Ratings Tab - Environment Options for configuration details.
FIDE Searches:
FIDE searches use a simplified Rating Search dialog without supplement date options since FIDE only publishes one current list each month.
Database Features and Benefits
Binary Format (.rbin.gz) Advantages
The new binary format offers significant advantages over legacy formats while maintaining full backwards compatibility:
| Feature | Benefit |
|---|---|
| Fast Loading | 2-5 seconds for 450,000 USCF players vs. 15-20 seconds with legacy formats |
| Instant Searches | Player ID lookups return almost immediately |
| Lower Memory | Uses ~50% less memory than older formats |
| No File Locking | Can be read from network drives without locking issues |
| No Dependencies | Works without Microsoft Access or ODBC drivers |
| Corruption Resistant | Built-in validation detects damaged files |
| Smaller Downloads | ~60% smaller than equivalent legacy files |
| Wide Compatibility | Works on Windows 7 through Windows 11 |
What You Can Do With Databases
Once configured, you can:
- Instant Lookups: Look up players by ID number and automatically populate ratings
- Fast Searches: Search by name to find player records
- Verify Membership: Check expiration dates and membership status
- Reduce Errors: Eliminate manual data entry mistakes
- Save Time: Speed up registration significantly
Official Player Databases
USCF, CFC, and FIDE all maintain lists of players with ratings, expiration dates, states/provinces, and other information.
By obtaining these lists and setting them up in SwissSys, you can:
- Instantly look up a player by ID number and pull in their current rating and membership status
- Avoid manual data entry for each player – saves time and reduces errors
- Access historical rating data (USCF supplements)
Database Contents by Federation
USCF Database Includes:
- Regular, Quick, and Blitz ratings (OTB and Online)
- USCF ID and FIDE ID
- State and chess title
- Membership expiration
- Game counts for each rating type
CFC Database Includes:
- Regular and Quick ratings
- CFC ID and FIDE ID
- Province and chess title
- Membership expiration
FIDE Database Includes:
- Standard, Rapid, and Blitz ratings
- FIDE ID and federation
- Chess titles (including women’s titles)
- Birth year
Custom Databases
SwissSys also supports custom user-created databases.
Use Cases for Custom Databases
- School Leagues: Maintain player lists for league events
- Club Databases: Track club member ratings and information
- Regional Lists: Create databases for regional player groups
- Historical Data: Preserve player data from past events
Supported Custom Formats
- Excel (.xls, .xlsx)
- Access (.mdb, .mde)
- dBase (.dbf)
- CSV files
See Legacy Database Formats for details on setting up custom databases.
Creating Your Own Database
SwissSys can create and update a database for you as you run tournaments.
Automatic Database Creation
When registering players in a tournament, any new players (or updates to existing players) can be saved to a “club” database file.
Choose Location
Decide where to keep the database file and what to name it.
Configure in Database Setup
Set up the file in Database > Database setup…
Register Players
As you enter players, SwissSys adds them to the database automatically.
Use in Future Events
Use the database for quick registration in future tournaments.
For steps on setting up a custom database, see Database Setup.
For using databases in real-time between multiple computers, see Network Mode.
Troubleshooting
Common issues and solutions for database problems.
”No database file selected”
You need to configure a database before searching for players.
Solution: Go to Database > Database wizard… and follow the setup process.
”Missing index files”
This applies only to legacy dBase (.dbf) files. Binary format does not use index files.
Solution:
Open Database Setup
Go to Database > Database setup…
Specify Index Files
Specify your index files (.ndx or .ntx).
Create Indexes
Or use Database > Create index to generate them.
Database Download Fails
Possible causes:
- Internet connection issues
- Firewall blocking SwissSys
- Server temporarily unavailable
Solutions:
Check Connection
Verify your internet connection.
Check Firewall
Ensure your firewall allows SwissSys to access the internet.
Try Again Later
The server may be temporarily busy.
Contact Support
If the issue persists, contact support.
”Database appears to be incomplete”
Cause: The download was interrupted.
Solution: Delete the partial file and try downloading again.
For more troubleshooting help, see Database Troubleshooting.
Getting Help
- Press ? (Help button) in any database dialog for context-sensitive help
- See the specific guides linked above for detailed instructions
- Review Database Troubleshooting for common issues
See Also
- Database Wizard - Quick setup guide
- Database Setup - Advanced configuration
- Downloading USCF Database - USCF-specific guide
- Downloading CFC Database - CFC-specific guide
- Downloading FIDE Database - FIDE-specific guide
- Legacy Database Formats - Older format guide
- Secondary Database Use - Using multiple databases
- Database Menu - Complete menu reference