Sometimes adjustments will need to be made to meets after your league schedule import has already been completed. Below, we've included detailed instructions on how to manage some common changes that may occur after Swimtopia has imported the meet schedule for the league.
Covered in this Article:
- Changes to Date, Time, Location or Course
- Changes to Home Team Designation
- Adding a Team to an Existing Meet
- Removing a Team from an Existing Meet
- Updating a Meet Template
- When to Contact us for Help
- Questions?
Changes to Date, Time, Location or Course |
Edit the date, time, or course on the league site's meet. The change syncs to every linked team meet automatically; those fields are greyed out on the team sites. Location and meet name do not sync — update the location on each team's site if the pool changes.
All these changes are made on the Edit Swim Meet Details page, which you can access by clicking the Edit button next to the meet name:
https://www.austinhillsswimleague.com/manage/swim_meets/795941/links
Changes to Home Team Designation |
Follow these steps to change which team is designated as the home team. You will need to make the updates on all team sites as well as the league site.
Step One: Update Currently Designated Home Team Site
- Click on the name of the meet (Manage Team > Schedule) and then the Edit button next to the meet name to open the Edit Swim Meet Details page.
- Edit the meet name & location to reflect the change and uncheck the box next to the Home Meet designation. Optionally, you may need to edit the meet course as well based on the new home team's pool course.
- Go to Results > Scores and click the blue edit button next to the currently designated home team, uncheck the box next to Home Team, and click the orange Save button. Then click the blue edit button next to the newly designated home team, check the box next to Home Team, and click the orange Save button.
Step Two: Update Newly Designated Home Team Site
- Click on the name of the meet (Manage Team > Schedule) and then the Edit button next to the meet name to open the Edit Swim Meet Details page.
- Edit the meet name & location to reflect the change, and check the box next to the Home Meet designation. Optionally, you may need to edit the meet course as well based on the new home team's pool course.
- Go to Results > Scores and click the blue edit button next to the currently designated home team, uncheck the box next to Home Team, and click the orange Save button. Then click the blue edit button next to the newly designated home team, check the box next to Home Team, and click the orange Save button.
Step Three: Update League Site
- Click on the name of the meet (Manage Team > Schedule) and then the Edit button next to the meet name to open the Edit Swim Meet Details page.
- Edit the meet name and location to reflect the change. Optionally, you may need to edit the meet course as well based on the new home team's pool course.
- Go to Results > Scores and click the blue edit button next to the currently designated home team, uncheck the box next to Home Team, and click the orange Save button. Then click the blue edit button next to the newly designated home team, check the box next to Home Team, and click the orange Save button.
If there are additional teams competing in the meet, repeat the steps outlined in Step 3 on each additional team's site.
Adding a Team to an Existing Meet |
Follow these steps if you need to add a new team to an existing meet. You will need to make updates to the site of the new team as well as the league and all other competing teams' sites.
Step One: Create the Meet on the Newly Added Team's Site
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The new team goes to Schedule › Add Swim Meet › Enter Visitor Code, enters the meet's start date and the visitor code from the league meet's Linking page, and clicks Create linked meet. The meet is created already linked, with the league's events and rules. (Or they can create an empty meet and enter the code under Meet Setup › Linking.) They should not apply a meet template on the team site, because linking to the league meet is linking to the meet template.
- Go to Results > Scores and use the green Add Competitor button to add the other competing teams, marking the home team box as indicated when adding the home team.
Step Two: Update the League Site
- Click on the name of the meet and then the Edit button next to the meet name to open the Edit Swim Meet Details page. Edit the meet name to reflect the change.
- Go to Meet Setup > Linking and verify the new team is listed. Slide the toggle to the "On" position for the Event/Heat Publisher (this allows volunteers from that team to update the Event/Heat live bar in the mobile app).
- Go to Meet Setup > Events and update the Shared Meet Template if needed. This will only be needed if the addition of the team will cause a change in the Events, Entry Rules, Entry Fees, Eligibility, or Seeding & Scoring rules. See the Updating a Meet Template section below for more details.
- Go to Results > Scores and add the new team using the green Add Competitor button.
Step Three: Update Other Participating Team Sites
- Click on the name of the meet and then the Edit button next to the meet name to open the Edit Swim Meet Details page. Edit the meet name to reflect the change.
- Go to Meet Setup > Events and update the Shared Meet Template if needed. All teams linked to this meet must use the same shared meet template.
- Go to Results > Scores and add the new team using the green Add Competitor button.
Removing a Team from an Existing Meet |
Occasionally a team may need to drop out of a meet they were previously scheduled to attend. You will need to remove the link to the meet from the team that is no longer competing, and also update the league and remaining teams' sites.
Step One: Remove Meet from Non-Participating Team's Site
- If the league has Prevent unlinking for this meet turned on, first turn it off on the league meet's Linking page (under Hosting this meet › Lock linked teams), or unlink the team from the league side using the Unlink button in the Linked Meets table.
- Click on the name of the meet, then go to Meet Setup > Linking. Click on the blue Unlink button to remove the team from the meet. Only do this step on the team's site that will no longer be participating.
- Click on the name of the meet and then the Edit button next to the meet name to open the Edit Swim Meet Details page. Check the box to "Hide Meet from Public Calendar", so parents and swimmers will no longer see the meet listed on the front-facing schedule to avoid confusion.
Step Two: Update the League Site
- Click on the name of the meet and then the Edit button next to the meet name to open the Edit Swim Meet Details page. Edit the meet name to reflect the change.
- Go to Meet Setup > Linking and verify that the team withdrawing from the meet is not listed (this should be verified after you've unlinked the team as outlined in the first step of the section above). If the team is still listed, you can click on the blue Unlink button to manually remove them.
- Go to Meet Setup > Events and update the Shared Meet Template if needed. This will only be needed if the withdrawal of the team will cause a change in the Events, Entry Rules, Entry Fees, Eligibility, or Seeding & Scoring rules.
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Go to Results > Scores and hover your cursor on the Remove button next to the team that is withdrawing from the meet. When the button turns red, click on it to remove the team:
Step Three: Update Other Participating Team Sites
- Click on the name of the meet and then the Edit button next to the meet name to open the Edit Swim Meet Details page. Edit the meet name to reflect the change.
- Go to Meet Setup > Events and update the Shared Meet Template if needed.
- Go to Results > Scores and hover your cursor on the Remove button next to the team that is withdrawing from the meet. When the button turns red, click on it to remove the team.
Updating a Meet Template |
Update an Existing Template
If an update needs to be made to a Shared Meet Template, you can make those edits directly to the existing template (Manage League > Schedule > Meet Templates), and the changes will propagate down to all meets assigned to that template. A few important considerations:
- Updates will only occur to meets in the future and will not apply retroactively to past meets
- Updates will only apply to meets that have not yet been merged into Swimtopia Meet
- Updates to Events always apply. If an event with entries is removed, that team's entries are parked on its Parked Entries page (Entries tab) to be moved or discarded — nothing is lost, but let your teams know.
Apply a New Template
Sometimes you may need to apply a new template altogether to a meet, such as changing a dual meet template to a tri meet template. Apply the new template on the league site only:
- Open the league meet, go to Meet Setup › Linking, click Unlink Template, then Choose a Template… and pick the new one. Every linked team meet is updated.
- Entries in events the new template doesn't include are parked on each team's Parked Entries page. Teams do not need to do anything on their own sites.
When to Contact Us for Help |
Occasionally, you may need to make changes on a much larger scale, in which case we recommend you contact us directly at leagues@swimtopia.com, so we can assist. Some examples include:
- A new team joins, or an existing team drops from your league, requiring updates to a majority of your league schedule
- There are changes to the overall format of a championship or large invitational meet
Questions? |
If you still have questions or are unsure of the proper steps to make changes to your existing meets, please don't hesitate to reach out to our league support team at leagues@swimtopia.com. We are happy to help!
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