League-Wide Championship & Invitational Meets

How your championship/invitational meet is run may impact how that meet should be listed on your league meet schedule import spreadsheet as well as how the merging of your meet should be handled.  Below we've included some common meet scenarios that can help guide you on the appropriate process.  

» Tip: Need to limit teams' administrative access to your championship meet? See our ➞ Managing Admin Rights to Meet Maestro Meets on the League Site article to find out how.

Covered in this Article:

• One Session Meet - All Teams Participating at the Same Pool
• Multi-Session Meet
  • Multi-Session Meet - One Meet Listed on Calendar
  • Multi-Session Meet - Multiple Meets by Session Listed on Calendar 
• Virtual Champs - Meets run in Multiple Pools
• Prelims/Finals
• Questions?

One-Session Meet - All Teams Participating at the Same Pool

Import Instructions: 

• Create a shared meet template for the champs meet and review all of the tabs, paying close attention to Events, Entry Rules, Eligibility, Seeding & Scoring.
• List the champs meet on the league schedule import spreadsheet in one row. Unless there is a true host team, you can simply list any team under HomeTeam and Visiting Team, with all remaining teams listed out to the right in the columns for Team3, Team4, Team5, etc. Detailed instructions and a sample spreadsheet can be found here: Importing Your League Meet Schedule

Merging the Meet:

• Once all teams have marked themselves ready, the home team (if there is a true host team) will merge the meet, or you can merge the meet from the league site.

Multi-Session Meet

This scenario typically applies when the meet is broken down into multiple sessions based on age ranges, gender, or event numbers. These sessions could be on the same day (morning/afternoon), across multiple days, or running concurrently in separate pools.

First, consider how your teams would prefer to have the meet listed on their calendar and how scoring would be applied:

➞ Option 1: Listed as one meet on all teams' calendars. Once entries are done, our support team can split it into two (or more) sessions after you've merged the meet. 

• Parents/swimmers can sign up for all sessions and events at one time. 
• Job assignment sessions will need to be clearly defined within the job and shift titles to prevent confusion after meet is split out 
• Points will be automatically scored overall, across all sessions 

➞ Option 2: Each session listed separately on teams' calendars. Sessions can remain separate and be scored individually, or our team can combine them into one multi-session meet after you've merged all individual sessions. 

• Parents/swimmers will need to sign up individually for all applicable sessions
• Jobs can be broken out within individual sessions
• Points can be automatically scored across all sessions if combined into a multi-session meet

Once you've decided which option you prefer, you will need to ensure you have the proper shared meet template set up to cover the event list, entry rules, eligibility, and seeding/scoring rules.

➧ Listed as One Meet on Teams' Calendars (Option 1):

Import Instructions: 

• Create a Shared Meet Template for the championship meet and review all of the tabs, paying close attention to Events, Entry Rules, Eligibility, Seeding & Scoring.
• List the champs meet on the league schedule import spreadsheet in one row. Unless there is a true host team, you can simply list any team under HomeTeam and Visiting Team, with all remaining teams listed out to the right in the columns for Team3, Team4, Team5, etc. Detailed instructions and a sample spreadsheet can be found here: Importing Your League Meet Schedule
• If the sessions will run over multiple days, you can request that we update the dates on teams' calendars to cover the span of the meet (let us know when you send the import spreadsheet)

Merging & Splitting into Sessions:

• Once all teams have marked themselves ready, the home team (if there is a true host team) will merge the meet, or you can merge the meet from the league site.
• Once the meet is merged in Meet Maestro, contact our Customer Happiness Team at help@swimtopia.com requesting the meet be split into sessions.  We will need the following information:
  • • • Name and date of the champs meet
      • Name of each session
      • Date and start time of each session
      • Event numbers included in each session
• This will create a single, multi-session Meet Maestro meet with overall team scores progressing as each session is completed

Transferring Results back to SwimTopia:

• Upon completion of the meet, lock out changes and transfer the results from Meet Maestro back to SwimTopia.

➧ Listed as Multiple Meets by Session on Teams' Calendars (Option 2):

Import Instructions: 

• Create a Shared Meet Template for each session of the meet reviewing all tabs for each session, paying close attention to Events, Entry Rules, Eligibility, Seeding & Scoring.
  • • • Each template should only contain the events applicable to that session. 
      • If we will be combining sessions into one multi-session meet, templates cannot have any overlapping events/event numbers between each session that will be merged
• List each session on the league schedule import spreadsheet on a separate row. Unless there is a true host team, you can simply list any team under HomeTeam and Visiting Team, with all remaining teams listed out to the right in the columns for Team3, Team4, Team5, etc. Detailed instructions and a sample spreadsheet can be found here: Importing Your League Meet Schedule

➞ Option A: If Running Each Session as a Separate Meet:

• Once all teams have marked themselves ready, the home team (if there is a true host team) will merge each session, or you can merge the sessions from the league site.
• Upon completion of the meet, lock out changes and transfer the results from each session within Meet Maestro back to SwimTopia.
• Scores from each session can be manually added to get an overall total if desired

➞ Option B: If Combining All Sessions Into One Multi-Session Meet:

• Once all teams have marked themselves ready, the home team (if there is a true host team) will merge each session, or you can merge the sessions from the league site.
• After all sessions are merged into separate meets in Meet Maestro, email our Customer Happiness Team at help@swimtopia.com asking us to combine the sessions into one multi-session meet.  We will need the following information:
  • • • The names and dates of all sessions to include
      • Request that we combine all sessions INTO the earliest session listed on the schedule
      • The name of the overall Multi-Session Meet

• For sessions that are run concurrently, teams can view how the overall team scores are progressing as each session is completed
• Upon completion of the meet, lock out changes and transfer the results from within Meet Maestro back to SwimTopia.
• All results will transfer into the earliest session on each team's site (this was the session you would have requested all others be combined into). 
• If desired (we highly recommend to avoid any confusion), each team can go into the session containing the results within SwimTopia and rename it to the overall Multi-session meet name. This will allow results to reflect the correct meet name on swimmers' history and future seed times, versus the name of the original session. 

Virtual Champs - Meets run in Multiple Pools

Some leagues may need to divide their champs meet into two or more smaller meets, but they still want to combine the results from these meets to create overall scoring and awards as if it were one large meet. This setup results in a virtual champs meet composed of several smaller meets, each conducted at a different host team's pool.

While most leagues will run the individual meets concurrently, this setup will also allow any of the individual meets to be run at a different time or even on a different day. For more details, see our article on Virtual Meets.

Import Instructions: 

• Create a Shared Meet Template for the championship meet and review all of the tabs, paying close attention to Events, Entry Rules, Eligibility, Seeding & Scoring.
• Create one row for each of the meets on the league schedule import template
• Designate the home team for each meet, with each of the other participating teams for that meet in the same row
• Designate course, date, location, and start time for all meets
• All meets will need to use the same meet template

➧  Combining Option A: No Scores/Awards presented at Individual Meets

• After all sets of teams have merged their meets in Meet Maestro, a designated admin will need to contact our Customer Happiness Team by sending an email to help@swimtopia.com and ask us to combine the individual meets together to make one multi-session meet.
• This will create a virtual meet with each meet being run in its own session.
• As each event is completed by each set of teams, Meet Maestro will score the event with all teams' results. Teams can see how the team scores are progressing throughout the meet, and computer admins can start to print results reports and labels for the swim events that are completed.
• Once all events are completed by all sets of teams, the meet will be scored out and the overall meet results will be ready. A designated admin will lock out changes and transfer the results from within Meet Maestro back to SwimTopia.

➧ Combining Option B: Scores/Awards are presented at Individual Meets

• The overall combined meet will have the official awards and points: 
  • Each individual meet will be merged into Meet Maestro
  • After the individual meets are completed, distribute the awards for each meet but do not transfer results back to SwimTopia.
  • Once done with awards, a designated admin will need to contact our Customer Happiness Team by sending an email to help@swimtopia.com and ask us to combine the individual meets together to make one multi-session meet.
  • After the meet is combined, transfer the results back to SwimTopia. Note: The points awarded to each swimmer will end up changing once the meet has been combined -- this might impact things on the teams' SwimTopia sites, such as high points awards. 

• The individual meets will have the official awards and points:
  • Each individual meet will be merged into Meet Maestro
  • You will retain each meet as its own separate meet, and go ahead and finish and transfer results back to SwimTopia, recording those points for each swimmer.
  • For each meet, export a results file in hy3 format.
  • Create a new meet on the league site, merge it, and then add each results file as a new session to that meet.
  • This will rescore the meet as one multi-session meet, so you can obtain overall points and awards. You would not put these results back into any SwimTopia meet -- this meet would only be used for tallying overall results and awards for the meet.

Prelims/Finals 

While Meet Maestro doesn't fully support the option of running a true preliminary and finals meet, you do have the option of exporting an Advancers file to create entries for your finals meet. You can then import the Advancers files from prelims back into SwimTopia if running finals in Meet Maestro, or send the advancers file to the meet host if running finals in another system.

» Note: If running both prelims and finals in Meet Maestro, these would be run as two separate meets. Any combined scoring between both meets would need to be compiled manually.

Import Instructions: 

• Create two rows on the league schedule import template, one for prelims and one for finals.

At the Conclusion of the initial (preliminary) Meet:

• Lock out changes and transfer the meet results from within Meet Maestro back to SwimTopia.
• Next, go to Finish & Export > Downloads in Meet Maestro and choose "Advancers" as your export type.  You will be able to select the number of athletes that advance.  

• Use the advancers file generated to create entries for the "Finals" meet by uploading the hy3 file to the SwimTopia Merge/Export uploads section.  This can be done on the host team site (if there is a true host team) or the league site.

Still Have Questions?

If you still have questions or are unsure of the proper steps to set up and run your Championship/Invitational meet, please don't hesitate to reach out to our league support team at leagues@swimtopia.com.  We are happy to help!