Meet Entries

Once your meets are created and you have confirmed meet entry preferences and meet setup configurations you're ready for meet entries.

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

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 Help Center article about Meet or Event Status.

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 since the coach has the final call. 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 Help Center article about Team Meet Entry Preferences.

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

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

➧ Meet Entries Matrix

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.

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:

Light Green: Declared to be Attending/Available but not entered in specific events
Dark Green: Attending/Available and entered in specific events
Grey: Not Attending/Not Available for a meet or not available for early/late relay events (can also mean Not Eligible/Qualified for a meet/event when you see a red circle with a line through it)
Orange: indicates entered but not qualified
White: Undeclared

➧ Other indicators:

“X” - Exhibition Swim
“A” - Alternate
“B” - Bonus (doesn't count against entry limits)

➧ 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

➧ Individual Athlete Entries - Detail View

Click the “pencil” icon next to a swimmer’s name to manually edit that person’s entries, heat and lanes assignment, 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.

You can 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”.

➧ Meet Entries by Age Group - 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).

» 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 to assign their heat/lane by clicking the pencil icon next to their name.

➧ Relay Entries

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.

USA Swimming Teams - Member Status

USA Swimming account status shields will display for each athlete or non-athlete connected to USA Swimming.

» Note: The USA Swimming shields 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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