Managing Changes to Imported Meets

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

If an update needs to be made to the date, time, location and/or competition course of a meet, simply edit that information directly within each meet on the league and all competing teams' sites. A couple of reminders:

• If changes are made to the meet date, it's important that all linked meets have the same date, otherwise there will be an error when it's time to merge the meet.
• If changes are made to the course, it's important that all linked meets have the correct course, otherwise seed times could be incorrect, and results may transfer with an incorrect conversion after the meet.
• Changes made to meets on the league site do not automatically propagate down to meets on the teams' sites.

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:

Please make sure the updates are made across ALL competing teams' sites AND the league site, and don't forget to click the orange Save button at the bottom of each screen after your changes have been made.

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

1. 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.
2. 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.
3. 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

1. 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.
2. 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.
3. 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

1. 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.
2. 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.
3. 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

1. Go to Manage Team > Schedule and select the green button to add a New (Empty) Swim Meet.  Fill in all the meet details (Name, Date, Time, Location and Course), making sure to match what is listed on the league and other teams' sites, and then Save.
2. Go to Meet Setup > Linking and enter the Visitor Linking Code from the corresponding meet on the League's site as shown below.  This will attach the newly added meet to both the league and the other competing team(s).
   
   
3. Go to Meet Setup > Events and apply the appropriate Shared Meet Template to the meet. The shared meet template must be the same on the League site and all participating teams' sites.  
4. 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

1. 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.
2. 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).
   
   
3. 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.
4. Go to Results > Scores and add the new team using the green Add Competitor button.

➧  Step Three: Update Other Participating Team Sites

1. 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.
2. 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.
3. 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 linking 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

1. 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.
   
   
2. 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

1. 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.
2. 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.
   
   
3. 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.
4. 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

1. 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.
2. Go to Meet Setup > Events and update the Shared Meet Template if needed.  
3. 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 Meet Maestro
• Updates to Events will only apply if there are no existing entries within those events on teams' sites 

➧ 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.  Applying a new template to a meet will need to be done individually on the league site and all team sites, as applying a new template to a meet at the league level will not propagate down to the teams. 

➞ How to Apply the New Template

1. On the league and all team sites, go to the Schedule > Meet Name >Meet Setup > Events and select the button to Unlink Template.
   
   
2. Once unlinked, click the Action button and select Apply Meet Template.
3. Select the appropriate template from the drop-down menu and then click the Save button.

➞ Reminders:

• If your current meet template is locked, you will need to unlock it at the league level (Manage League > Schedule > Meet Templates > Template Name > Entry Rules) in order for teams to be able to unlink and then apply the new template.
  
  
• A team will not be able to apply the new template if there are existing entries within the meet.  Those entries will need to be removed by a team admin and then re-added once the new template is applied.

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
• Updates need to be made to Events in a Shared Meet Template where multiple teams have existing entries already.

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!