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

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

To create a multi-session meet, you import an EV3 meet event file already set up with your sessions (only option).

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.

➧ Copying Previous Season Meets

We do not recommend copying previous 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.

➧ Save as Meet Template

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).

Meet Setup

The rest of the meet setup will follow the same process used for regular meets. However, there are a few caveats specific to multi-session meet setup worth mentioning before you continue:

➧ Relay Event - Entry Rules

Entry rules apply to each session individually. Therefore, the relay event entry rule "Require an individual event entry for relay eligibility" (Meet Setup > Entry Rules) does not work the same for multi-session meets.

For example, if an athlete is competing in an individual event in one session, but only a relay event in another session, they will not be able to be entered in the relay event unless also entered in an individual event.

➧ 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.