Ensure that your current season is up-to-date and that the age-up date is accurate. ➞ See: Leagues: Transitioning to a New Season

Each meet will require an assigned Shared Meet Template. Different meets can use different templates, but you only need to use a different template if the Events, Entry Rules, Entry Fees, Eligibility, or Seeding & Scoring rules are different.

• Ensure all teams have updated their seasons and have the correct age-up date. Season beginning and end dates can differ as long as all meets fall within the selected dates (we highly recommend there are no gaps in dates between seasons)
• Discrepancies will be highlighted in red. Contact your teams' admins to have them make any needed updates.  Alternatively, you can grant us permission to update teams' information when you email us the schedule for import.

• Information listed under the team details section of the Member Team Summary Report MUST match what is listed on your league schedule import spreadsheet.  Specifically, this will include:
  • Team abbreviation: The abbreviation shown on the report is what the team has listed in their site settings
  • Course: The course shown on the report is what the team has listed as their home pool course in their site settings

Click on the link below to download the import spreadsheet template:

• MeetScheduleImportTemplate.xlsx 

There are two tabs included in the schedule import template: Instructions and League Schedule

Review the reminders and answer the four questions listed in Step 2. Formatting examples are also listed on this tab for your reference.

Each individual meet will be listed on one row, filling in the details for that meet across all columns:

Reference the examples below for the correct format to use when completing each row and column of your spreadsheet.

➞ Meet Date	6/4/24
➞ Meet Start Time	6:00PM
➞ HomeTeam	Use team abbreviation, which must match what is listed on the Member Team Summary report
➞ VisitingTeam	Use the team abbreviation, which must match what is listed on the Member Team Summary report
➞ Swim Course	3-letter abbreviation for meet course: SCY, SCM, or LCM Must match the home pool course listed on the Member Team Summary Report for the team listed in the HomeTeam column (unless the meet is being run at a different location)
➞ MeetName	Optional. If left blank, the default meet names will be generated in the format 'YEAR VisitingTeam at HomeTeam' example: 2024 Forest Hills at Miami Hills We do recommend adding a meet name that makes sense to your teams' parents for your championship meets or any meets with a large number of teams participating.
➞ Location	Optional. If left blank, the default location will list the home team’s full name
➞ Meet Template ID	Enter the numeric ID for the Shared Meet Template assigned to this meet To find the numeric ID, click on the name of the shared meet template (Manage League > Schedule > Meet Templates) and copy the number shown in your browser's URL:
➞ AdminAccess	This setting designates the team admin access level, full-manage access or read-only access, to the meet after it's been merged in Swimtopia Meet. Options are All, Home, or None. Optional. If left blank, the default will be set to All teams having full-manage access to the meet Typing Home will give only the home team full-manage access to the meet. All other teams will have read-only access. Typing None will limit full-admin access to league admins only. All teams will have read-only access.
➞ ExcludeFromStandings	Optional. If left blank, the default will be set to include the meet in league standings. Type Yes if you want to exclude the meet from league standings. Common use cases include time trials, invitationals, champs, etc.
➞ PreventUnlink	Optional. Defaults to Yes: teams cannot unlink their meet from the league's meet.  Type No for a meet you want teams to be able to unlink themselves (for example, a meet that may be rescheduled by the home team).
➞ PreventDeletion	Optional. Defaults to Yes: teams cannot delete their copy of the meet. Type No to allow it.
➞ Team3, Team4, etc.	For meets with more than two teams, fill in additional abbreviations and add as many “Team” column headers(Team5 and so on) as you need for meets with more than 4 teams <> invitationals, championships, and so forth. Abbreviations must match what is listed on the Member Team Summary Report

• Please ensure you have answered the questions in Step 2 on the Instructions tab of the spreadsheet:
  • Will your league use a league-wide age-up date this season?
  • Do we have permission to update seasons & age-up dates on team sites that don't match the league settings?
  • Would you like to hide your meets on the front-facing calendar on your league site?
  • Will your championship and/or Invitational meets be run in Swimtopia Meet?

Email the completed spreadsheet to leagues@swimtopia.com 

Each meet on the league's schedule will be linked to the corresponding meet on each competing team's site. You can view the list of linked meets by going to Meet Name > Meet Setup > Linking:

➧ Swimtopia Meet Administrative Permissions

• From the Linking page within each meet, league admins can adjust the administrative permissions allowed to teams as needed to either full-manage or read-only status in the meet in Swimtopia Meet. 
• These settings can be updated at any time, including after the meet has been merged into Swimtopia Meet
• See our Managing Admin Rights to Meets in Swimtopia Meet on the League Site article for more detailed information.

➧ Exclude Meets from League Standings

• If your league is using the League Standings Snippet, you may want to exclude some meets such as time trials, invitational, and/or league-wide meets such as your championship meet from your standings.
• To exclude a meet, go to Manage League > Schedule and click on the meet name. Click the Edit button next to the meet name, check the box to Exclude results from standings, and then save your changes.

➧ Meet Changes: Date, Location or Course

• Edit the date, time, course, or age-up date on the league site only. Because each team's meet is linked to the league's meet, the change syncs to every team within about a minute, and those fields are read-only on the teams' sites. 
  • Location and meet name are the exceptions — each team keeps its own, so update location on each site if the pool changes.
• If an update needs to be made to the meet template, you can make those edits directly to the shared meet template (Manage League > Schedule > Meet Templates). As long as the meet date is in the future and the meet hasn't been merged in Swimtopia Meet, the edits to a shared meet template will propagate to all meets assigned to that shared meet template.
• For more involved changes, please refer to Managing Changes to Imported Meets for further instructions.  

Once the import is complete, we recommend you notify your teams and ask them to review each one to ensure they are set up properly, adding any additional information as desired such as:

• Editing/adding more details to the name, location, description, etc. within each meet
• Adding a job template to each meet – see Job Templates
• Editing the meet status when ready to open meet signups and volunteer signups – see Meet or Event Status

Each team meet is linked to the corresponding meet on the league's schedule and takes its events, entry rules, and meet settings from it — teams do not apply a meet template themselves. 

The Linking page shows In sync with the host meet once the import finishes syncing (a newly imported meet may show no events for a minute or two while that runs). 

Once the schedule import occurs, existing meets already listed on a team's schedule with the same date will be replaced by the meet provided by the league, while preserving the name that the team had originally entered for that meet. Any jobs & shifts already created as well as any job signups will be preserved on the existing meet.

If the dates are different, a duplicate meet will be created.  Teams should delete the manually created meet and leave the imported meet intact, as it has all the proper linking between the league and competing teams.