Meet Entries – SwimTopia Help Center

Creating meet entries in SwimTopia is designed to be straightforward and efficient for coaches. We provide user-friendly tools like the Meet Entries Matrix, so coaches can quickly review, edit, and finalize event signups.

» Note: If you have not created your meets ➞ See our Creating Meets (Options) article first.

Training Videos

Whether you're just starting on your new site or need a refresher, we have many great tutorial options covering meets and entries. Whether you have a few minutes to learn about a specific feature or want a full tour, there's something that will likely answer your questions.

➞ See our ▶️ Training Videos - Meets and Entries

Meet Entries and Results Workflow

For an example of the basic workflow for collecting meet attendance and entries, final meet entry signoff from the coach, meet creation, and results import and display to parents in SwimTopia, ➞ see our Meet Entries and Results Workflow Help Center article.

Meet Signups

Some teams enable online signup for all meets before the season; some teams only open signups one meet at a time, a week or two before each meet.

At the appropriate time for your team, you will set the "Meet entry online sign-up status" to "Open" in Schedule > Meet Name > Status. With auto-open and auto-close, we make it easy to open and close your signups automatically. For more information, ➞ See our Meet or Event Status article.

If you'd like your parents/swimmers to sign up for swim events, you'll set your Team Meet 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:

» Note: If the coach selects the swim events, either leave "Allow parents/athletes to select/suggest individual events" in Preferences unchecked, or inform your parents that they are just making suggestions for the coach. If unchecked, 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 Team Meet Entry Preferences article.

Meet Entries Matrix

Once meet signups are closed, the coach can review and edit all event signups (if allowed) and create new meet entries.

Go to Schedule > Meet Name > Entries. There you'll see the meet entry matrix, which is all the meet entries for your roster by age group.

You can sort this view by clicking on any column header. For example, sorting by event will place the fastest times at the top. Additionally, you can view and edit all entries for an age group at once by clicking “Edit Entries” (details below).

➧ Meet Entries Matrix Color and Icon Indicators

Hover over an athlete’s name to view their status, or refer to the following color guide:

Light Green: Declared to attend or is available but is not entered in events
Dark Green: Declared to attend or is available and is entered in events
Grey: Not attending or available for the meet or early/late relays, or not eligible/qualified for a meet/event (red circle with a line through it)
Orange: Entered but not qualified
White: Undeclared
“X” - Exhibition Swim
“A” - Alternate
“B” - Bonus (does not count against entry limits)
- Not eligible/qualified/available

➧ Swim-Ups Indicator

Swim-up events for athletes are displayed in the right-most column for both Individual and Relay events. The Relay shows which relay and which position in that relay. If the position is 5 or higher, that athlete is an alternate.

For information on viewing and designating swim-ups, ➞ See our article on Swim-Ups for Individual and Relay Entries

» Note: If you have questions about missing seed times or how to exclude unofficial seed times, ➞ See Seed Times: FAQs & Configurations.

Athlete Entries

➧ Individual Athlete Entries

Click the “pencil” icon next to a swimmer’s name to manually edit that person’s entries, heat and lane assignment, seed times, meet attendance status/preferences and to enter swim-up events. Entering a custom time uses that time for the athlete’s seed time.

Manually set the heat and lane assignments by typing the heat number, a forward slash, and then the desired lane. For heat 2, lane 4 you would type “2/4”. Don't forget to click the Save button!

➧ Bulk Athlete Entries by Age Group

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).

Don't forget to click the Save button!

» Note: this ‘bulk editing’ feature is not available for multi-session meets, or for manually setting the heat/lane assignment. You can edit each athlete's entry for these meets or assign their heat/lane by clicking the pencil icon next to their name.

Creating Relay Entries

SwimTopia provides an "easy button" that allows you to automatically generate teams according to your relay settings (set in your Team Preferences) for all age groups by clicking the Generate Relay Teams button.

Alternatively, you can manually create relays by selecting the “Add Relay Team” button. Some coaches prefer manually selecting A relays and then using the automatic generator for additional teams.

For more details on how this process works, and what guidelines are used to determine the relay selections, ➞ See our Help Center article about Automatic Relay Generation.

USA Swimming Teams - Member Status

USA Swimming account status shields will display for each athlete or non-athlete connected to USA Swimming, but will not display on your SwimTopia site until your team is connected to USA Swimming.

➞ See the Connecting USA Swimming and SwimTopia Help Center article for more information if you have not completed this step.

Clicking on the athlete's name will launch their profile page where team admin with permission to send communications (i.e. Site Admin or assigned to a Role with “Manage Communications”) can use the “Notify User” link to notify parents of any athletes without a USA Swimming account or accounts not in good standing.

» Tip: When a USA Swimming membership is not connected or is not in good standing, the USA Swimming shield will be red. Hover over the shield to view the user’s status.

➞ Next Topic - 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 mgmt system to run the meet ➞ See Meet is Run in Another System (i.e. Meet Manager, Swimmingly, TeamUnify)

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