When you're ready for families to sign up for meets, you'll set your Meet Signup Status to "Open" (and you can set the signups to automatically open at a certain date and time). For more information, see our Help Center article about Meet Status.
If you'd like your parents/swimmers to sign up for swim events, you'll set your entry preferences to "Allow parents/athletes to select/suggest individual events."
When parents sign up for a meet, they'll see a list of events their child is eligible to enter:
If the coach selects the swim events, do not check the box next to "Allow parents/athletes to select/suggest individual events" in Preferences. When parents sign up for a meet, they'll simply be making an attendance declaration (and you can set it to ask about relay attendance as well).
For more information, see our Help Center article about Meet Entry Preferences.
Once meet signups are closed, the coach can review and edit all event signups (if allowed) and create new meet entries.
Meet Entries Matrix
Go to Manage Team > Schedule > [meet name] > Entries. There you'll see the meet entry matrix, which is all the meet entries for your roster by age group.
If you click the header of any column, the view will sort by that column, placing the fastest time at the top if you click an event for example.
You can also view and edit all the entries for that age group at once by clicking “Edit Entries.” See below.
Meet Entries Matrix Color Indicators
You can get a sense for the status of each athlete by hovering over their name, but here is what each color represents.
- White - Undeclared
- Light Green - Declared to be Attending/Available but not entered in specific events
- Dark Green - Attending/Available and entered in specific events
- Gray - Not Attending/Not Available for a meet or not available for early/late relay events (can also mean Not Eligible/Qualfied for a meet/event when you see a red circle with a line through it)
>> For more information on other indicators that may display, see our article on Swim-Ups for Individual and Relay Entries
Individual Athlete's Detail View
Click the “pencil” icon next to a swimmer’s name to manually edit that person’s entries, seed times and meet attendance status/preferences and to enter swim-up events. Entering a custom time uses that for the athlete’s seed time.
» For more information about Swim-Ups, see our article on Swim-Ups for Individual and Relay Entries.
Meet Entries, Bulk Editing View
You can also view and edit all the entries for that age group at once by clicking “Edit Entries.” You can sort the athletes by any of the columns by clicking the header. For example, click one of the events and it will sort the athletes by seed time, fastest to slowest. If you click “Select All” it will include only those athletes who are participating when you “Save Entries” (even though ALL the athletes will be selected, only the ones you want will be entered).
SwimTopia allows you to automatically generate teams according to your relay settings for all age groups by clicking the "Generate Relay Teams" button. For more details, see our Help Center article about Automatic Relay Generation.