When you're ready to add meets to your schedule, this guide includes a checklist of steps to guide you through the tasks.
Meets are managed from the Schedule > All Meets & Events tab in the Manage Team admin console. Depending on your situation, there are options for how you can create meets as described below.
» Note: If you are looking to create non-meet calendar events, ➞ See Creating Calendar Events (Banquets, Socials, Meetings...)
Covered in this Article:
Confirm or Apply Team Meet Entry Preferences
Ready for Entries and Job Signups
Ready to Merge or Export Entries to Home Team
Create Your Meets
There are several ways to create a new meet:
- Through a League Schedule Import
- Import a Meet Event File
- Create a New (Empty) Swim Meet
- Copy a Meet from a Previous Season
➞ See Creating Meets (Options)
Once your meets have been created, follow the steps below to complete the setup.
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
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 your team's default Meet Entry Preferences under your Settings (top right). After setting your defaults, they will automatically be applied to new meets. However, 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 Team Preferences tab under your Meet Setup to confirm the settings are accurate.
If you need to apply these default settings to an existing meet you can do this from within the meet's Team Preferences tab (Action button). You can also update your default settings from within a meet.
➞ See Team Meet Entry Preferences
Review Your Meet Setup
Once your meets have been created or imported and you have set (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
Save as Meet Template
If you create your meets yourself, you can save valuable time each season by saving your meet setup as a Meet Template. This is done from your Meet Setup > Events > Actions menu.
➞ See our Meet Templates article for more on this topic.
Apply a Job Template
This feature is available to our Premium customers.
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.
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
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 event entries selected by parents (if allowed) or create the meet entries for their athletes. They can also quickly generate relays using the Generate Relays "easy button", review coach notes (if configured for parents to enter), and run meet reports as needed (Participants, Missing Entries, First-time Entrants, Absences)
➞ See Meet Entries
PREMIUM Your volunteer coordinator can manage volunteer signups as parents sign up for jobs, and run job reports (Sign-in Sheets, Volunteer Data).
➞ See Jobs and Shifts
Ready to Merge or Export Entries to Home Team
➧ Home Team - Using Meet Maestro
If you are the Home team running the meet using our meet management system, Meet Maestro, ➞ See SwimTopia Meet Entries – Ready to Merge
➧ Home Team - Not Using Meet Maestro
If the home team is using another meet management system to run the meet, ➞ See Meet is Run in Another System (Meet Manager, Swimmingly...)
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 Details, Meet Entries, Timeline, Volunteer Report, etc.
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
Need Help? - Product Support
We offer many support options to cater to your needs:
- Visit our ▶️ Training Video - Meets and Entries article for videos specific to this topic posted on our YouTube Channel.
- Our robust self-service Help Center is accessible 24/7.
- Check out our Community section for many tips and tricks.
- Visit our Workshop Webinar page to sign up for our live webinars as they are available.
Feel free to reach out to us for additional assistance, we're happy to help ➞ View All Support Options
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