Multi-Session Meets – SwimTopia Help Center

This article provides the steps and recommendations for creating and managing your multi-session meets.

» Note: If you are creating a regular meet➞ See our Creating Meets (Options) article.

Covered in this Article:

Creating Multi-Session Meets

➧ Import an EV3 File with Your Sessions

To create a multi-session meet you will need to import an EV3 meet event file already set up with your sessions (this is the only option).

Meets are managed from the Schedule > All Meets & Events tab in the Manage Team console.

Click the green Add Swim Meet menu on your Manage Team > Schedule page and then select Import Meet Event File.

Upload the EV3 file (or Zip file containing the EV3). This will create the meet, all the events, and any rules included in the Meet Events file. If your file includes qualifying times, these will be imported as well ➞ See our Qualifying Times article for more on this topic.

➧ Do not Copy Multi-Session Meets from a Previous Season

We do not recommend copying the previous season's multi-session meets, since the session dates visible on your website calendar may not update automatically. If you do copy and see the dates are wrong, you can submit a support ticket and we can correct the dates.

➧ Multi-Session Meets Cannot be Saved as Meet Templates

Multi-session meets cannot be saved as Meet Templates, since all sessions will be combined into one session. This means you will need to import an EV3 meet event file each time you plan to create a multi-session meet instead of creating an empty meet and applying a saved Meet Template to the meet (a recommended process for regular meets).

Entry Rules and Meet Entries

The rest of the meet setup will pretty much follow the same process used for regular meets. There are a few differences around entry rules and meet entries worth mentioning:

➧ Entry Rules - Per Session Limits

Entry rules for each session are set in the EV3 file but can be edited per session when necessary from your Meet Setup > Events.

➧ Entry Rules - Overall Meet Limits

The maximum number of individual, relay, and total (combined) events per athlete for the entire meet is also set in the EV3 file, but can be edited when necessary from your Meet Setup > Entry Rules.

➧ Meet Entries - Individual vs Bulk Entry

To enter athletes into events, you will need to click the pencil icon next to each athlete's name individually.

The bulk entry feature accessed from the Edit Entries link is not available for multi-session meets (the link will not display).

➞ Next, review the Meet Details and Meet Setup configurations to confirm accurate information imported from the event file.

Editing Multi-Session Meet Events

The event list within a multi-session meet cannot be edited, so it's best to ensure your event list is finalized before creating the meet.

If you have changes to these events, you'll need to create a new meet using the new EV3 file.

If parents have already signed up for events, then you should close the signup, create a new meet, and manually enter the athletes into those events. You can print off the Meet Entries Matrix from the Reports tab for the original meet to make this more efficient, or open a separate browser window.

Then you can hide or delete the old meet and open signups for the new meet.

Multi-Session Meets in Meet Maestro

➧ Data Entry Screen - Sessions Menu

Meet admin can easily toggle between sessions in Meet Maestro.

➧ Settings - Meet Setup and Sessions

Meet Setup and Sessions screens contain meet configurations the meet admin can change as needed, and the option to add breaks into your meet schedule that will automatically update your meet timeline in your reports and mobile app.

The Sessions screen in Meet Maestro only displays for multi-session meets.

➞ See our Meet Maestro Settings – Meet Setup & Sessions article for more on this topic.

Athlete Signup

If the Team Preferences in a multi-session meet are set up to allow members to suggest individual events for their athletes, the members will need to mark their athletes as attending before they can select the events by reaccessing the signup page through the Edit button.

➧ Meet Setup View

➧ Meet Signup View

SwimTopia Mobile App

The only difference between multi-session and regular meets with regard to the mobile app, is that members choose a session when you select the event.

Reports

➧ Meet Maestro Reports

Meet admin can select a specific session when running any pre or post-meet reports in Meet Maestro.

➧ SwimTopia Reports

In contrast, reports in SwimTopia are not session-aware, so there is no separation of data there at this time.