Quick Start Guide - Setting Up Meets

You're ready to add meets to your season's Schedule, and here are the steps for making meet setup a snap.

Meets are managed from the Schedule > All Meets & Events tab in the Manage Team console. Depending on your situation, there are options for how you can create meets as described below.

» Note: If you are looking to create calendar events, ➞ See Creating Calendar Events (Banquets, Socials, Meetings...)

Covered in this Article:

• ① Create Your Meets
• ② Set or Review Meet Details
• ③ Confirm or Apply Team Meet Entry Preferences
• ④ Review Your Meet Setup 
• ⑤ Apply a Job Template
• ⑥ Update Your Meet Status
• ⑦ Ready for Entries and Job Signups
• ⑧ Ready to Merge or Export Entries to Home Team
• ⑨ Add Files

① Create Your Meets

There are several ways to create a new meet:

1. Creating Meets thru a League Meet Schedule Import
2. Creating Meets by Importing a Meet Event File
3. Creating Meets by Applying Meet Templates Saved from Previous Season Meets 
4. Creating a New (Empty) Swim Meet

➞ See Creating Meets (Options) 

Once your meets have been created, follow the steps below to complete the setup.

② Set or Review Meet Details

Meet Details are basic what/when/where information along with a few calendar, age-up date, and pool length configuration settings. If your league pushed your meets down to your Schedule, you'll want to review the Meet Details for each meet and make edits if needed. If you created them yourself you will either be setting these meet details during creation, or will want to review them if they were already set from a previous meet.

➞ See Meet & Event Details

③ Confirm or Apply Team Meet Entry Preferences

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. You can set up Team Meet Entry Preferences to be applied to the majority of your meets.  Once you've set your Team Meet Entry Preferences, if you create a new meet (step 1, above), your preferences should automatically be applied.  But if your league has pushed your schedule down to you, or if you apply a Meet Template from a previous season's meet, you'll need to check each meet's Preferences.  You can apply your Team Meet Entry Preferences within each meet.

➞ See Team Meet Entry Preferences

④ Review Your Meet Setup 

Once your meets have been created or imported and you have setup (or reviewed if imported or copied) the Meet Details and Team Meet Entry Preferences you will be able to complete or review the meet setup to ensure all settings are accurate.

➞ See Meet Setup: Overview

⑤ Apply a Job Template

With Job Templates, you can set up jobs and shifts that are commonly used at your meets. You'll likely set up Job Templates for your Intersquad and/or Time Trials meet, Home, Away, and championship meets your league participates in (if jobs vary).  You'll need to apply the appropriate Job Template to each meet on your Schedule.

➞ See Job Templates

⑥ Update Your Meet Status

Once your meet is set up and ready to go, it's time to edit your meet status.  This includes meet signups (attendance declarations and meet entries, if applicable for your team).   PREMIUM Premium customers can also set their job signup status.

➞ See Meet or Event Status

⑦ Ready for Entries and Job Signups

Now that you've set up all of the meets on your Schedule, your parents will begin signing up for meets. 

Coaches can review or create meet entries, generate relays, and export the entries for meet day.

➞ See Meet Entries

PREMIUM Your volunteer coordinator can manage volunteer signups as parents sign up for jobs.

➞ See Jobs and Shifts 

⑧ Ready to Merge or Export Entries to Home Team

• If you are the Home team running the meet using our meet management system, Meet Maestro, ➞ See SwimTopia Meet Entries – Ready to Merge 
• If the home team is using another meet management system to run the meet, ➞ See Meet is Run in Another System (i.e. Meet Manager, Swimmingly, TeamUnify)

⑨ Add Files

Use the Files section to add file attachments to your meet. These files can include reports that your parents would like to access before the meet, such as Heat Sheets, Meet Entries, Timeline, Volunteer Report, etc.  And they can also include reports that families will access after the meet is complete, such as Results, Records, Championship Qualifiers, etc.

➞ See Schedule: Adding Files to Meets and Events

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