Creating and Managing Swim Meets

Your team's Meets and Events are managed in the Schedule tab in the Manage Team console.

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The events listed here will be by default from your site's "current season", which is set in the Seasons tab. To view meets and events in a different season, click on a season name on the left.

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 See the Managing Seasons tutorial for more info on your current season.

About Meets and Events 

Two types of events can be added here which will display on your website's Upcoming Events snippet and Swim Meets page.

» Swim Meets allow you to define events and set specific meet parameters. Members can sign themselves up to work a job and enter their swimmers in meet events.  

» Calendar (Social) Events are non-meet events such as banquets or informational meetings that members can sign up to attend and/or work.  For more information, see our tutorial on Creating Calendar Events (Non-Meets).

Note: For swim clinics or other paid events which require a limited capacity, you can add these as Merchandise items with limited slots and offer them for sale on your Online Store or during Registration.

Creating Swim Meets

Click the Add Swim Meet button to create a new meet event.   

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From there, you can click "New (Empty) Swim Meet" to enter a meet from scratch, or you can use an existing ev3 file by clicking "Import Meet Event File..." (recommended). If your league is also on SwimTopia and has a league meet template set up, your new empty swim meet will actually have events already.

There are several components to setting up your meet:

  • Meet Settings - Set up your meet name, date, and initial settings
  • Events - Create individual swim events and relay events for each age group and stroke
  • Entries - Set up Entry Requirements settings and manage meet entries for your swimmers, run reports, and export entries to a .hy3 file for Meet Manager
  • Results - Import and view meet results from Meet Manager
  • Jobs - Set up jobs and shifts for your meet
  • Files - Attach files to your meet

Let's begin!

 

Meet Settings

Meet Name, Date and Location

When you create your meet, you will be taken to this screen:

 

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» Tip: Create a "Meet Template" with all of your typical meet events plus jobs and shifts, and then create copies to avoid extra data entry. Click the "Do not display" box in the meet details to keep it hidden on the public website calendar.

Meet Entry Settings

The Meet entry online sign-up status controls whether parents can sign up their swimmers for meet events from your Swim Meet schedule. Some teams refer to meet attendance as an “RSVP”—in SwimTopia, we refer to this as Swimmer Signup or Meet Attendance Declaration.  And SwimTopia uses "RSVP" for non-meet calendar events—see: Creating Calendar Events (Non-Meets)

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Open:

✓ Allow sign-up, view and change meet events (parent account login required)

Pending: 

×  Disable view and change meet event signups

Closed:

✓ Allow view meet events (parent account login required)

×  Disable meet event signups and changes

 

Unofficial Meets

Practice meets or time trials can be marked "unofficial." 

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When this setting is selected, results for the meet will not be considered as a seed time for another meet configured with the "only allow official times" entry setting. Results from this meet will also be excluded from high point and top/best times reports.

Meet Age-Up date and Course

Enter this meet's age-up date, course/pool length (which will default to the preferred course length in your Team Settings), and whether to convert past imported results to the selected course to seed this meet. 

Enter a USS Sanction number if applicable, and click Save to add this meet to your calendar. 

 

Once your meet is created, you'll see several tabs:

 

  • Events - Create individual swim events and relay events for each age group and stroke
  • Entries - Set up Entry Requirements settings and manage meet entries for your swimmers, run reports, and export entries to a .hy3 file for Meet Manager
  • Results - Import and view meet results from Meet Manager
  • Jobs - Set up jobs and shifts for your meet
  • Files - Attach files to your meet

 

Creating Numbered Meet Events

Click Events > New Event to manually add each individual and relay event to your meet.

» Tip: Create a "Meet Template" with all of your typical meet events plus jobs and shifts, and then create copies to avoid extra data entry. Click the "Do not display" box in the meet details to keep it hidden on the public website calendar.

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Enter your event details. 

» Tip: This min/max age and gender combination will display as "6 & Under Girls."

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Click Create to save this event and add another. 

» Tip: The event number will auto-increment by one as you add events.

 

Meet Entries

Settings

Before you can begin entering swimmers in events, you'll need to manage your meet entry requirements and rules. See this tutorial for detailed information on settings, entry requirements, fees and participation requirements.

Meet Entries, Standard View

When you first open the Meet Entries page, it shows the meet entry matrix: all the meet entries for your roster by age group.

If you click the header of any column, the view will sort by that column, placing the fastest time at the top if you click an event for example.

You can also view and edit all the entries for that age group at once by clicking “Edit Entries.” See below.

Individual Athlete’s Detail View

Click the “pencil” icon next to a swimmer’s name to manually edit that person’s entries, seed times and meet attendance status/preferences and to enter swim-up events. Entering a custom time uses that for the athlete’s seed time.

» For more information about Swim-Ups, see our article on Swim-Ups for Individual and Relay Entries.

 

Meet Entries, Bulk Editing View

You can also view and edit all the entries for that age group at once by clicking “Edit Entries.” 

Note: this ‘bulk editing’ feature is not available for multi-session meets. You can still edit each athlete by clicking the pencil icon next to his/her name.

 

Relay Entries

Manage relay team settings and generate relay teams. Automatically generate teams according to your relay settings for all age groups by clicking the "Generate Relay Teams" button. 

 

Click "Edit" or "Add Relay Team" to manually configure relays using available (unassigned) athletes. 

Entries Reports

Run participant, missing entries, first time entries and absences reports.

Export

Export meet entries and team roster in Meet Manager format for delivery to the meet host.

 

 

Results

Import Meet Manager results files and browse meet results. See this tutorial for detailed information about importing meet results.

 

Jobs & Shifts

Create volunteer jobs and manually assign/remove volunteers to/from shifts.

 See the Jobs and Shifts and Job Templates tutorials for more info on creating jobs and assigning volunteers for your meets and events. 

 

 

Files

Attach files to your meet for users to download from your website. Click Choose File to choose a file from your local drive. Enter a link name that describes the file clearly. 

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Click Create to upload and display the file for your members to download. Attaching a file to any meet automatically creates the Files column (displayed below).

Your meets and events will display as follows on the Schedule or Swim Meets content page on your website. Alongside job and swimmer sign-ups, members can download files associate with each meat such as heat sheets, psych sheets, and maps to other pools.
 

 
 
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