A team's Meet Entry Preferences are default settings centered around how a team manages their athlete participation assumptions, meet entry signups, and relay settings. Once set, all new meets will automatically be set up with these preferences. You can change the Team Preferences settings on a meet-by-meet basis if needed.
Covered in this Article:
- Setting Default Meet Entry Preferences
- Meet Entry Preferences - Configuration Options
- Applying Meet Entry Preferences to an Existing Meet
- Editing Meet Entry Preferences within a Meet
- Updating Default Meet Entry Preferences from an Existing Meet
Setting Default Meet Entry Preferences
- Go to Settings > Meet Entry Preferences
- Select the appropriate settings
- Click Save
Meet Entry Preferences - Configuration Options
➧ Entry Instructions
Anything specific you would like your parents or athletes to know during meet entry sign-up.
➧ Participation Assumption
Assume “undeclared” athletes will not/will be participating in the meet
If set to “will,” undeclared athletes will be assumed to be participating, will appear on the meet participant report, and will be eligible to be included in relays. Use this if athletes expect to be able to compete if they show up at the meet, whether or not they have declared attendance.
If set to “will not,” only declared athletes will be available for entries and relays.
➧ Sign-up Options
- Ask whether athletes will be "attending/not attending" or "available for/not available for" the meet - Just a wording difference, some leagues prefer to use “available” instead of “attending.”
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Allow parents/athletes to select/suggest individual events - If checked, allows parents/athletes to indicate which individual events they want to compete in at the upcoming meet via online meet entry. If not checked, parents will declare meet attendance without selecting any events. (The coach can change the events at any point.)
- Confirm coach approval of first-time entries - If a swimmer is entering an event for the first time, the parent will need to confirm that coach has approved entry in this event. Used to discourage parents from signing swimmers up for new events without first checking with the coach. Coaches can view these swimmers via the First Time Entrants report.
- Confirm coach approval of first-time entries - If a swimmer is entering an event for the first time, the parent will need to confirm that coach has approved entry in this event. Used to discourage parents from signing swimmers up for new events without first checking with the coach. Coaches can view these swimmers via the First Time Entrants report.
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Allow parents/athletes to indicate their availability for relays - If checked parents will be prompted to indicate their availability for relays.
- Include options to indicate availability for early and late relays - If checked, parents will be prompted to indicate if they will be arriving late or leaving early; if so, they will be unavailable for the corresponding relays.
- Require an explanation if athlete indicates they will not be available for a relay - If an athlete indicates they won't be available for a relay, this setting will require they leave a note for the coach with the explanation of why they aren't available. This discourages opting out of relays for mere convenience.
- Allow opting-out of swim-up relay entries - If checked, allows parents/athletes to prefer not to swim-up in relays.
- Include options to indicate availability for early and late relays - If checked, parents will be prompted to indicate if they will be arriving late or leaving early; if so, they will be unavailable for the corresponding relays.
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Allow parents/athletes to include additional notes to the coach - If checked, a text box will be provided to allow parents/athletes to include a note to accompany their meet declaration.
These comments will appear in the Meet Entry Matrix within the meet (Rollover the "notes" icon to see the comments entered and in the "Coach Notes" report.
- Prompt for job sign-ups during meet declaration - Will remind parents to sign up for jobs (if job signups are open) when they sign up for meet entries. This is highly recommended! PREMIUM
➧ Relay Generation
- Freestyle relay order strategy - Specify the desired order of athlete's on the freestyle relays from fastest (1) to slowest (4)
- Automatically swim-up athletes up to X years younger to fill relay teams - Auto-fill relays with younger athletes, designate how much younger than the age group of the relay they can be.
- Only swim-up if no other athletes in the event age-group are available - Only add swim-up athletes to the relay if there are no other athletes available from that relay’s age group.
Applying Meet Entry Preferences to an Existing Meet
If you've made changes to your default preferences since creating your meets, you can apply these updated Meet Entry Preferences to an existing meet:
- Go to Schedule > [Meet Name] > Meet Setup > Team Preferences
- Click on the Actions button
- Select "Apply Team Preferences"
Editing Meet Entry Preferences within a Meet
Even when the Meet Entry Preferences are applied to a meet, you can edit the preferences on a meet-by-meet basis.
- Go to Schedule > [Meet Name] > Meet Setup > Team Preferences
- Make your edits to the Team Preferences
- Click Save
Updating Default Meet Entry Preferences from an Existing Meet
If you've made edits to the Team Preferences of a meet, you can save those preferences as your default Team Meet Entry Preferences.
- Go to Schedule > [Meet Name] > Meet Setup > Team Preferences
- Click on the Actions button
- Select "Update Team Preferences"
➞ Next Topic: SwimTopia – Meet Linking if you are in the process of setting up your meet.
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