Step 1: Enable and Create Your Divisions

➧ Deciding Where to Set Up Divisional Scoring

Your team IS part of a league, or you're a league admin: 

Ideally, your league will set up your divisions, along with all other seeding and scoring rules within the league's meet templates in SwimTopia. These are shared with all teams in the league. This is the best practice to ensure these rules and configurations are set appropriately across the league.

For more information on shared meet templates, ➞ League Shared Meet Templates

Your team is NOT part of a league, or the Meet Maestro meet has been created: 

If your team is not part of a league, you can set up your divisions in your meet templates; directly in each meet before merging meet entries; or directly in the meet in Meet Maestro after merging entries. The most time-efficient option is to do this one time as part of your meet templates in SwimTopia that can be applied to all meets each season.

The setup process is the same, so it's a matter of preference based on your process, but getting this setup done in SwimTopia before merging meet entries is a good way to avoid a pre-meet rush. For more information on meet templates, ➞ Meet Templates

In addition, if the meet entries have been merged creating a meet in Meet Maestro, you can set up divisional scoring in the meet to avoid asking visiting teams to make themselves ready to merge again.

» Important Note: Currently, the “By Time Standard” and “Flighted Meet” division assignment methods can be set up in SwimTopia or Meet Maestro. The “By Team” or “By Event” methods must be set up in Meet Maestro after merging entries. We will update these instructions when those methods are configurable in SwimTopia.

➧ Set Up Divisional Scoring in SwimTopia

The main difference between setting up divisional scoring in meet templates, versus directly in the meet is meet templates can be applied to your meets saving you time each season. If you are a league admin setting up meet templates to share with for your teams or for your league schedule import is ideal.

➞ Option A: Enable Scoring by Division in Meet Templates

Configure your divisions in meet templates from the Manage Team admin console under Schedule > Meet Templates > Select template title > Seeding & Scoring > Divisions.

Slide the "Enable scoring by Division" bar to activate the division setup. 

https://stagingsloths.swimtopia.us/manage/swim_meet_templates/

➞ Option B: Enable Scoring by Division in the Meet

Configure your divisions directly in the meet from the Manage Team admin console under Schedule > Select meet title > > Meet Setup > Seeding & Scoring > Divisions.

Slide the "Enable scoring by Division" bar to activate the division setup. 

https://stagingsloths.swimtopia.us/manage/swim_meets/313351/divisions

➞ Create Your Divisions

The next step is to set up your divisions. Divisions organize your meet results and allow you to apply scoring methods tailored to your needs. Below is one example. Additional examples are shown below with specific scoring methods.

➧ Add A Division

Click the "Add a division" button and enter your division code and name (example below).

➧ Assign Points

If your team awards custom points for your divisions, enable this setting. If your meet is already configured with individual or relay points, those will display but can be edited.

➧ Save and Add Additional Divisions

Click the Save button, and create additional divisions as needed.

After you enable scoring by division and add at least one division, the screen will expand to display the Automated Division Assignment section. The next step is to select your division assignment method. Continue to the next section below.

After setting up your divisions, you're ready to configure your division assignment method. Click here to skip down to the available options for instructions.

➧ Set Up Divisional Scoring in Meet Maestro

» Note: This is not necessary if you already set up divisions in SwimTopia. To access the meet, you need to be a Site Admin for your team or assigned to a Role with permission to manage swim meets. (Contact your team admins if you need your permissions updated).

➞ Enable scoring by division

Divisions are configured under the Seeding & Scoring > Divisions screen in the Meet Maestro Settings (gear icon).

Slide the "Enable scoring by Division" bar to activate the division setup. 

https://maestro.swimtopia.us/a/meet/17513/

➞ Create Your Divisions

The next step is to set up your divisions. Divisions organize your meet results and allow you to apply scoring methods tailored to your needs. Below is one example. Additional examples are shown below with specific scoring methods.

➧ Add A Division

Click the "Add a division" button and enter your division code and name (example below).

➧ Assign Points

If your team awards custom points for your divisions, enable this setting. If your meet is already configured with individual or relay points, those will display but can be edited.

https://maestro.swimtopia.us/a/meet/17513/

➧ Save and Add Additional Divisions

Click the Save button, and create additional divisions as needed.

After you enable scoring by division and add at least one division, the screen will expand to display the Automated Division Assignment section. 

The next step is to select your division assignment method. Continue to the next section below.

Step 2: Set Up Your Division Assignment Method

➧ Jump To Your Division Method

• Manual Division Assignment: By Entry
• Automated Division Assignment: By Time Standard
• Automated Division Assignment: Flighted Meet
• Automated Division Assignment: By Team
• Automated Division Assignment: By Event

Manual Division Assignment

➧ Default Method: By Entry

The default method, “None,” allows meet admins to manually assign divisions directly in the time entry interface for each athlete in each event. While this method provides complete control, it’s best suited for smaller meets or situations where specific manual adjustments are required.

Automated options are usually more efficient for meets with a large number of assignments. However, even when using an automated method, meet admins can manually override division assignments for specific events or athletes if the automated rules don’t cover every situation perfectly.

➞ SwimTopia View

➞ Meet Maestro View

https://maestro.swimtopia.us/a/meet/17513/

➧ Manage Athlete Division Assignments

Division assignments are managed from the result entry interface in Meet Maestro.

Click on the pencil in the "DIV" column to assign or edit the division for each entry. 

A dropdown menu will open, allowing the selection of a division. The grey “dog-ear” in the top right of the division column indicates a manual edit was made to a division assignment.

https://maestro.swimtopia.us/a/meet/17513/

» Note: If only one entry changes we re-assign divisions for that entry, except in the case of flighted meets which may need re-assignment of divisions for all entries.

➧ How-To Video (12min - Meet Maestro setup perspective)

➞ direct link to our Divisional Scoring By Entry video.

Automated Division Assignment: By Time Standard

➧ Division Assignment

➧ Step 1: Time Standards

Time standards must be created on the SwimTopia team site, before they can be selected for the divisions.

If the divisions are being set up in Meet Maestro, the time standards must be applied to the meet in Meet Maestro.

If this has not been done, the instructional message below will be displayed. ➞ See our Overview - Time Standards & Qualifying Times article for more details.

➞ SwimTopia View

➞ Meet Maestro View

➧ Step 2: Time Standard Divisions

Below is an example of typical time standard divisions. Create your time standard divisions if you have not done so already. 

➞ SwimTopia Meet View

https://annycanes.swimtopia.us/manage/swim_meets/318031/divisions

➞ Meet Maestro View

➧ Step 3: Division Assignment Method Configuration

• Select "By Time Standard" from the division assignment method list.
• Select how you want to assign your divisions: by Entry Time or Finals Result Time.
• Assign the time standards to the matching division and Save your assignments. Each time standard can only be assigned to one division. 

➞ Do you have a "Novice" division?

At least one division must have a time standard selected for automatic division assignments to occur, but you can have divisions that do not have any assigned time standard. Some teams set up a lower division (Novice) this way and athletes that do not meet any time standard are placed in this unassigned division. 

➧ Meet Matrix and Relay Editor Display

When the "By Time Standard" divisions are based on "Entry Time" noted above, the division indication is displayed in the Meet Entries Matrix and Relay Editor in the meet's Meet Setup > Entries screens:

➞ Meet Entries - Individual Entries

https://annycanes.swimtopia.us/manage/swim_meets/318031/g/0

➞ Meet Entries - Relays

» Note: the time standard match is based on the age of the athlete being within the age range of the time standard event (athlete match), rather than the age range of the swim meet event exactly matching the age range of the time standard event (event match). This is the same matching procsss as seen for record books and time standard achievement.

➧ Results Entry Interface Display

Division assignments are managed from the results entry interface in Meet Maestro.

https://maestro.swimtopia.us/a/meet/17482/session/17791/

➧ Manage Athlete Division Assignments

Manual changes can be made to the automated division assignments by hovering over the assigned division where a pencil icon appears. Click on the pencil to edit the division. If place and points have been calculated, they will be updated immediately.

» Note:  All manual edits are preserved, even if the automated assignment tool is re-run.

➧ Time Standard Divisions in Reports

Below is an example of how the divisions display in your Heat Sheet:

➞ See Change Your Division Configuration and Divisions in Reports and the Mobile App sections below for more information and report examples.

➧ How-To Video (16min - Meet Maestro setup perspective)

➞ direct link to our Divisional Scoring By Time Standard video.

Automated Division Assignment: Flighted Meet

➧ Division Assignment

Entries are evenly divided into groups ("flights") based on athlete ranking. Each event will have results/scores for each flight.

For example: Flight A has the fastest 20 athletes, Flight B has the middle 20 athletes, Flight C has the slowest 20 athletes.imtopia.us/a/meet/17513/

➧ Step 1: Flighted Divisions

Below is an example of typical flighted divisions. Create your divisions if you have not done so already. 

➞ SwimTopia Meet View

➞ Meet Maestro View

https://maestro.swimtopia.us/a/meet/17631/

➧ Step 2: Division Assignment Method Configuration

Select "Flighted Meet" from the division assignment method list, and configure each additional setting that applies. Don't forget to Save your settings.

https://stagingsloths.swimtopia.us/manage/swim_meets/313351/divisions

➞ Flights based on Entry Time: you will set your "Number of flights," decide if you want to "Exclude exhibition from flight split," and determine how many entries for an event are required to be flighted.

➞ Flights based on Finals Result Time: the only difference between this option and "Entry Time," is that DQs can also be excluded from the flight split.

➧ Results Entry Interface Display

Division assignments are managed from the results entry interface in Meet Maestro.

➧ Manage Athlete Division Assignments

Manual changes can be made to the division assignments by hovering over the assigned division where a pencil icon appears. Click on the pencil to edit the division.

When changes are made to entries, division reassignment will happen automatically:

• Adding or removing entries will change the total number of entries, changing where flights are divided.
• Changing entry times when flights are defined by entry time will also trigger division reassignment for all entries in the event.
• If place and points have been calculated, they will be updated immediately.

» Note:  All manual edits are preserved, even if the automated assignment tool is re-run.

➧ Flighted Divisions in Reports

Below is an example of how the divisions display in your Heat Sheet:

➞ See Change Your Division Configuration and Divisions in Reports and the Mobile App sections below for more information and report examples.

➧ How-To Video (16min - Meet Maestro setup perspective)

➞ direct link to our Divisional Scoring By Flight video.

Automated Division Assignment: By Team

The “By Team” method must be set up in Meet Maestro after merging entries. We will update these instructions when configurable in SwimTopia.

➧ Division Assignment

Teams from different divisions compete in the same event, with results and scores separated by division.

For Example: In a meet featuring A, AA, and AAA high schools, athletes from all divisions compete in each event. The results for each division are scored independently, such as 1st place for A, 1st place for AA, and 1st place for AAA, ensuring fair competition within each division.

➧ Step 1: Team Divisions

Create your team divisions if you have not already done so. Below is an example of team divisions:

➞ Meet Maestro Settings: Seeding & Scoring

➧ Step 2: Division Assignment Method Configuration

Select "By Team" from the division assignment method list.

https://maestro.swimtopia.us/a/meet/17629

➞ Assign Divisions to Teams

Assign the team division to the matching team, and Save your setup.

➧ Results Entry Interface Display

Team division assignments display in the results entry interface on each entry.

➧ Manage Athlete Division Assignments

Manual changes can be made to the division assignments by hovering over the assigned division. Click on the pencil icon to edit the division. If place and points have been calculated, they will be updated immediately.

Team divisions can also be managed from the Settings > Teams screen.

» Note:  All manual edits are preserved, even if the automated assignment tool is re-run.

If any events have been scored, you will also be prompted to confirm if you also want to rescore the meet.

➧ Team Divisions in Reports

Below is an example of how the divisions display in your Heat Sheet:

➞ See Change Your Division Configuration and Divisions in Reports and the Mobile App sections below for more information and report examples.

➧ How-To Video (14min - Meet Maestro setup perspective)

➞ direct link to our Divisional Scoring by Team video.

Automated Division Assignment: By Event

The “By Event” method must be set up in Meet Maestro after merging entries. We will update these instructions when configurable in SwimTopia.

➧ Division Assignment

Athletes in each division compete in separate events, with each event is scored individually.

Example: In a meet featuring JV and Varsity teams, separate events are created for each stroke and distance for JV and Varsity, ensuring each division is scored independently.

➧ Step 1: Event Divisions

Create your team divisions if you have not already done so. Below is an example of team divisions:

➞ Meet Maestro Settings: Seeding & Scoring

https://maestro.swimtopia.us/a/meet/17513

➧ Step 2: Division Assignment Method Configuration

Select "By Event" from the division assignment method list.

➞ Assign Divisions to Individual Events

Assign the division to the matching event, and Save your setup.

➞ Assign Divisions to Grouped Events

If you have grouped events, you can assign each sub-event individually.

» Shortcut Tip: You could just create the division with the least amount of athletes, and assign that division to applicable events. All other athletes will display under a "No Division" grouping in reports, but still be scored separately.

➧ Results Entry Interface Display

Division assignments are managed from the results entry interface.

https://maestro.swimtopia.us/a/meet/17513/

➧ Manage Athlete Division Assignments

Manual changes can be made to the division assignments by hovering over the assigned division. Click on the pencil icon to edit the division. If plac and points have been calculated, they will be updated immediately.

» Note:  All manual edits are preserved, even if the automated assignment tool is re-run.

➧ Team Divisions in Reports

Below is an example of how the divisions display in your Heat Sheet:

➞ See Change Your Division Configuration and Divisions in Reports and the Mobile App sections below for more information and report examples.

➧ How-To Video (14min - Meet Maestro setup perspective)

➞ direct link to our Divisional Scoring By Event video.

Change Your Division Configuration

➧ Edit Division Assignment Method and Setup

You can change the selected assignment method at any time. 

➞ Pre-Merge: In SwimTopia

This can be done from the Seeding & Scoring tab in the meet. 

➞ Post-Merge: In Meet Maestro

You will do this in Meet Maestro, from the Divisions screen in the Seeding & Scoring settings. 

» Note: Make sure to Save any changes before leaving the page.

➧ Division Reassignment

When division assignments exist, disabling/re-enabling the "Scoring by Division" feature, changing the assignment method, or updating/deleting divisions, will initiate the removal or reassignment of divisions that were automatically assigned.

You will be prompted to confirm before this takes place.

➞ Example from Meet Maestro Settings: Seeding & Scoring 

» Note: Any manual assignments made will be preserved in the database in the event scoring by division is re-enabled.

➧ Event Re-Score Prompt

If the meet is in progress, and events have been scored, you will be prompted to confirm if you also want to rescore the meet.

Rescoring can trigger push notifications of results to the SwimTopia mobile app, so rescoring should only be necessary when changes are made after events have been scored.

Reports, the Mobile App, and Tutorial Videos

➧ View Divisions in Meet Maestro Reports

Division assignments will display in reports when scoring by division is enabled and at least one division has been defined. You will be able to filter by division in some reports. The division will be displayed in the report title when filtering.

Below is a sampling of reports using various division scoring methods as noted. There are additional reports that also display the scoring divisions (i.e., Dive Score Sheets)

➞ Heat Sheets (By Team)

https://maestro.swimtopia.us/a/reports/meet/17545/heat-sheets

➞ Psych Sheet (By Team)

https://maestro.swimtopia.us/a/reports/meet/17545/psych-sheet

➞ Results (By Time Standard)

Athletes who have not achieved a time standard are placed in the "No Division" grouping that displays last in each event.

https://maestro.swimtopia.us/a/reports/meet/17482/results

➞ Results filtered by "SLV Silver" Division

When a Division is selected, points and placements for that division are displayed, with the report header showing the selected division.

➞ Award Labels (By Time Standard)

https://maestro.swimtopia.us/a/reports/meet/17544/award-labels

➞ Place Judge Form (By Time Standard)

https://maestro.swimtopia.us/a/reports/meet/17482/place-judge-form

➞ Team Scores (Flighted Meet)

Team Scores can be grouped by division (check box) but will still show an overall score.

https://maestro.swimtopia.us/a/reports/meet/17507/team-scores

➞ High Scorers (Flighted Meet)

https://maestro.swimtopia.us/a/reports/meet/17507/high-scorers

➧ Divisions in the Mobile App

Divisions (other than "By Team") are currently visible on the Results subtab within the Events section during the meet, but not when viewing result after the meet is completed. Division support in the results view, and By Team, will be added in a future release. 

➧ Scoring by Division Tutorial Videos

Scoring by Division in Meet Maestro simplifies meet management by allowing the grouping and scoring of results by time standards, flights, teams, or events. This powerful tool provides flexibility and accuracy for meet organizers with features like automated and manual division assignment, the ability to change settings, and filtering and displaying divisions in reports. 

All of the training videos embedded above, and many more feature videos can be found on the SwimTopia YouTube Channel.