Meet Details are basic what/when/where information, along with a few calendar, age-up date, and pool length configuration settings.

• League Schedule Import: If your league submitted a schedule to be imported, you should still review the Meet Details for each meet and make edits, if needed. Ask your league admin if you're unsure what changes are allowed. Leagues usually lock the settings they want configured across the league.
• Team Created/Copied/Imported Meets: If you create your meets, 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

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 imported your meet schedule, 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

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 & Management Overview

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.

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

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 (Calendar & Mobile App Display)

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

➞ Home Team - Using Swimtopia Meet

You will merge the meet entries each team has entered in their respective Swimtopia system. ➞ See Swimtopia Meet Entries – Ready to Merge 

➞ Home Team - Using Swimtopia Meet, Visitor is not a Swimtopia Customer

You will need to receive the visiting team's meet entries file to upload to the meet. ➞ See Meet Entries - Upload/Import Files (Entries, Rosters, Advancers)

➞ Home Team - Using Swimtopia Meet, Visitor is not using any meet software

Meet admins can manage teams competing in the meet directly in Swimtopia Meet. This includes adding new teams, editing existing teams, deleting teams, and filtering by team name or abbreviation. ➞ See Swimtopia Meet Settings - Teams to learn how.

➞ Home Team - Not Using Swimtopia Meet

You will download your meet entries from the Merge/Export > Downloads tab to send to the host. ➞ See Meet is Run in Another System (Meet Manager, Swimmingly...)

Use the “Files” section of your meet to upload reports that your parents would like to access/print from your website before the meet, such as Heat Sheets, Session Report, Psych Sheet, Meet Details/Parking, Volunteer Report, Athlete Check-In / Meet Entries, etc. 

They can also include reports that families will access after the meet is complete, such as Results, Records, Championship Qualifiers, etc.

➞ Refer to the following Help Center articles: 

• Adding Files to Meet and Events
• Swimtopia - Pre-Meet Reports (Athletes and Entries) 

Spectators can follow what’s going on in the pool with our Live Event/Heat updater. See real-time results as soon as data is entered, upcoming swim reminders, results notifications, and more.

➞ Tools to Inform Parents about Swimtopia's Mobile App

We've compiled a best practices and meet settings checklist covering topics beyond the initial setup of your meet in your team management site. We want you to take advantage of all the great features and configuration options available.

➞ See our Best Practices for Running a Successful Meet (Start to Finish) Help Center article for a comprehensive checklist.

➞ See our Meet Settings Checklist article after your meet entries have been merged if you are using Swimtopia Meet to run your meet (you will see a link to this article on the merge/export screen as well).

We're here to help! If you need assistance before or during your meet, we want you to be able to reach us as quickly as possible. 

Click on the located at the top right, and you can self-serve through our extensive topic-organized online Help Center, submit a support request, or contact us via phone. 

In our experience working through issues with customers, we find most are caused by:

1. Meet# differences
2. File-based systems: directory mismatch - where the timing system files are saving to, and where Swimtopia Meet is pulling from to import
3. Cable issues: wrong port or type of cable (when a cable is needed)
4. A dead battery in the timing system throwing off the internal clock

These are good checks to start with that might solve your issue.

We provide quick access links to system-specific troubleshooting docs from the timing system bar in the run interface, so you can try to self-diagnose your issue prior to contacting us. We also provide support details for the timing system vendors in case you need to reach out to them. These guides are also available here ➞ Timing System Documentation

We also provide a remote troubleshooting option under the Help icon to create a read-only replay of the steps you are taking when an issue occurs. Before reaching out to us, slide the bar to Enable Remote Support, and retrace your steps to recreate the issue. Include the "Session Id" in your ticket or call.

In addition to this checklist, we have training options covering all of the functionality Swimtopia Meet has to offer to make your meet day a splashing success!

• Help Center ➞ See the Swimtopia Meet section
• ▶️ Training Videos - Meet Management with Swimtopia Meet
• Workshop Webinars ➞ Sign up for live Workshop Webinars (when available)
• Reddit ➞ Connect and share tips on our Admin's Hub
• League Admin ➞ See the League Management section for league-specific guides

Feel free to reach out to us for additional assistance. ➞ View All Support Options