There can be a lot of variation in how teams manage their meet entries. This is the basic workflow for collecting meet attendance and entries, final meet entry signoff from the coach, meet creation, and results import and display to parents in SwimTopia.
If you still need to create your meets ➞ See Creating Meets (Options).
Covered in this Article:
- ① Configuring Meet Signup Status
- ② Meet Signup Process
- ③ Meet Entry Review & Relay Generation
- ④ Merge/Export
- ⑤ Transfer/Upload Meet Results
- ⑥ View Results
- ⑦ Attaching Results Reports to the Meet
① Meet Signup Configurations
Some teams enable online signup for all meets before the season; some teams only open signups one meet at a time, a week or two before each meet.
At the appropriate time for your team, you will set the Meet entry online sign-up status to Open in Schedule > Meet Name > Status. This will allow parents to log in and declare their swimmer's meet attendance and choose meet events (if allowed).
➧ Status Definitions
- Pending: No button displays on your website's Swim Meet schedule or SwimTopia Mobile App. Members can see the meet on the schedule (if not hidden), but cannot view or change meet signup.
- Open: Members can declare attendance and sign up for events on your website's Swim Meet schedule or SwimTopia Mobile App (if configured on the meet). They can also come back and view/change these settings when in this Open status (parent account login required)
- Closed: Members can only view their meet attendance selection and meet event signups on your website's Swim Meet schedule or SwimTopia Mobile App (parent account login required).
➧ Auto-Open & Close
After setting a time and date click the Automatically Open or Automatically Close to make the meet entry sign-up status automatically open or close once the date has passed.
➧ Meet Settings
The meet entry settings in Team Meet Entry Preferences and Meet Setup: Eligibility/Participation Requirements control which events each swimmer is eligible for if you allow athletes/parents to choose their events.
If you prefer that the coach select events for each swimmer instead, you can turn off the Allow parents/athletes to select/suggest individual events setting on the Meet Setup > Team Preferences page.
You also have control over which times are used for seeding events and relays. These settings are found on the Meet Setup: Entry Rules.
② Meet Signup Process
When enabled using the settings above, logged-in parents can declare meet attendance and choose events (if configured) for each swimmer associated with their account by clicking the Meet Entry button in your website's Swim Meet schedule or SwimTopia Mobile App.
③ Meet Entry Review & Relay Generation
After your meet entries are in, your coach can verify entries and create relay teams ➞ See Meet Entries for more details on this process.
➧ Meet Maestro Users
Once these entries and relays are all finalized, they can be merged with the opposing team(s) entries (if running the meet in Meet Maestro) ➞ See SwimTopia Meet Entries – Ready to Merge.
Go to the Merge/Export tab and set “Lock out all entry changes” to On.
➧ Other Meet Management Software Users
If not using our meet management system, Meet Maestro, entries can be exported and sent to the meet host for import into other meet management systems (i.e. Meet Manager, Swimmingly, Team Unify etc)
>>Hy-Tek Users: It’s not a bad idea to also export the Team Roster, especially if we imported your Team Manager information (see Importing Team Roster and Time History) and after registration, there were some athlete de-duplication candidates (see Removing Duplicate Swimmers and Syncing Times). The athletes may have their “old” names lingering in HyTek—you may also want to export your whole roster for Team Manager if you are running TM in parallel with SwimTopia.
⑤ Transfer/Upload Meet Results
➧ Meet Maestro Users
Results will be transferred into the meet results within your SwimTopia site once you finish the meet ➞ See Meet Maestro Settings – Finish & Export.
➧ Other Meet Management Tools
You can import a results file from your meet management tool directly into that meet in your schedule. Times will automatically sync up with the swimmers in your roster.
We support .zip, .hy3, .sd3 files ➞ See Meet Results: Transfer/Upload Process
⑥ View Results
Logged in parents will then be able to see those times for each swimmer associated with their account on their My Account page.
⑦ Attaching Results Reports to the Meet
If you have a meet results report PDF from Meet Manager or Meet Maestro, you can attach it via the meet’s Files tab. ➞ See Adding Files to Meets and Events.