Swimtopia – Meet Linking (Meets Run Using Swimtopia Meet)

Covered in this Article:

• Purposes for Linking
• How to Link Meets
• Managing Admin Rights to Swimtopia Meet
• Leagues: Quick Access to Meets on Team Sites
• Withdrawal from Multi-competitor Meet
• Meet Linking and Your Meet Events

Purposes for Linking

If both teams are using Swimtopia for team management, the meets must be linked to each team’s site for the following purposes:

1. For teams to be able to merge entries and run the meet together using Swimtopia Meet (if using for meet management)
2. For the meet results to appear on a league’s division standings (if applicable)
3. For teams to share live event/heat status (via the Swimtopia Mobile App) ➞ See our article on Enabling the Swimtopia Live Event/Heat Bar to learn more about this feature

» Note: If your league imported your team’s meet schedule, your meets will already be linked. It is important NOT to remove that link.

How to Link Meets

If you need to link your meets, go to Manage Team > Schedule > [Meet Name] > Meet Setup > Linking.

To link meets, the home team should send the visiting team(s) the visitor code for that meet.

Once the visiting team has entered the code in their meet, they will see the meet details to know they are linked to the correct meet. The home team will also see when the team(s) has been linked on their linking screen and will see the team(s) listed on their Merge/Export tab.

Visiting Team’s View:

Host Team’s View:

» Very Important: do not unlink meets that will be run in Swimtopia Meet - it is important that the teams’ meets remain linked together.   

Managing Admin Rights to Swimtopia Meet

Teams that create their own meets can control whether the visiting teams have full-manage or read-only rights to meets in Swimtopia Meet that are linked.

This setting is controlled by the Swimtopia Meet Admin toggle:

• These settings can be changed on a meet-by-meet basis
• This switch setting will be ON by default for all linked meets, providing full access rights
• These settings can be changed at any time before or after the meet in Swimtopia Meet is merged
• This toggle is only available/visible via the "host" meet -- the meet all the other participating meets are linked to.
• For meets imported via a league schedule import, the league is considered "the host." These meets will be on the league's schedule, and the ability to control the admin access will be from the league site.
• If the Swimtopia Meet Admin toggle is OFF: the corresponding organization will be limited to read-only access to any connected meet in Swimtopia Meet (after merge). Any full admin user or user assigned a role with "swim_meets" permissions will be able to run reports and view information in the meet, but they will not be able to make ANY changes within the meet (including finishing and exporting results to the Swimtopia meet).
• If the Swimtopia Meet Admin toggle is ON: the corresponding organization will have full access to any connected meet in Swimtopia Meet (after merge). Users from that organization with "swim_meets" permission or full admin permissions will have access corresponding to the permission level of their role. For example, if someone has "read" permissions for "swim meets" they will still have read-only access to the meet in Swimtopia Meet. But any user with "manage" permissions will have full access to make changes in the meet.
• This switch setting will be ON by default for all linked meets

Leagues: Quick Access to Meets on Team Sites

League admins with cascading role privileges can access participating teams' meets directly from the linking screen. (contact leagues@swimtopia.com if your Swimtopia league is interested in this privilege level).

This direct meet link is only available via the "host" meet -- which is the meet all the other participating meets are linked to. For meets imported via a league schedule import, these will be meets on the league's schedule in Swimtopia.

Withdrawal from Multi-competitor Meet

If a team withdraws from a multi-competitor meet, they need to unlink from the meet by removing the code. The host team can re-merge the meet if previously merged. ➞ See the next topic below for more details. 

Meet Linking and Your Meet Events

Linking meets does NOT mean your meet events will be linked together.

It is essential that meet events match between competing teams, or your meet entries will not merge, but this is not the purpose of meet linking, as stated above. 

The options below are great for ensuring events match to avoid last-minute panic when the host team is trying to merge meet entries:

1. League Shared Meet Templates - If your league has a Swimtopia league site, admins can create and share meet templates across all team sites using Swimtopia. ➞ See our article on Shared Meet Templates for more details.
2. Team Meet Templates - Teams can create their own templates when their league is not creating/sharing meet templates. After creating the template, it's best to download and share the Meet Events file (see below). ➞ See our article on Meet Templates for more details on this topic.
3. Meet Events File - If your league is not sharing meet templates, you should download and share the Meet Events file with all competing teams before merging meet entries or accepting their meet event files (if not using Swimtopia). ➞ See the Downloading Meet Events Files (EV3) section of our Meet: Events article for details.

➞ Next Topic: Swimtopia Meet Entries - Ready to Merge

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