Covered in this Article:

• Why Meet Linking Is Important
• Meet Linking Options
• How to Link Meets
• Sync Status and What It Means
• Withdrawal from Multi-competitor Meet
• Managing Admin Rights to Swimtopia Meet
• Leagues: Quick Access to Meets on Team Sites
• Leagues: Locking Controls on the Host Meet

If both teams use Swimtopia, link the visiting team's meet to the host's meet. Linking has four purposes:

1. Keeps your meet's events, entry rules, and meet settings in sync with the host's meet automatically — the host meet acts as your meet template, so there is nothing to re-apply when the host makes a change.

2. Lets the teams merge entries and run the meet together in Swimtopia Meet.

3. Puts the results on the league's division standings (if applicable).

4. Shares live event/heat status in the Swimtopia Mobile App. ➞ See our article on Enabling the Swimtopia Live Event/Heat Bar to learn more about this feature

Return to content list

As mentioned above, linking meets keeps your meet events in sync. Once linked, your meet's events, entry rules, entry fees, eligibility, seeding & scoring, and settings such as course, date, and age-up date follow the host's meet. 

➧ Option 1(Preferred): League Schedule Import - The easy button when all teams in your league are using Swimtopia! Each team's Schedule page lists every meet in which that team is a competitor, with the meet settings as defined in the import file (date, time, course, meet template, and location). The linking is all done! ➞ See Importing Your League Meet Schedule (share this with your league admins)

The remaining options are for teams that do not use our league schedule import:

➧ Option 2(Preferred): Visitor Linking Code - The next most preferred way to ensure your meets are in sync is to receive the visitor linking code from the meet host to add to your Meet Setup > Linking page. (or send the code to the visiting team(s) if you are the host)

➧ Option 3: League Shared Meet Templates - leagues share their templates with each team to apply on the Meet Setup > Linking page. Every meet linked to a shared template inherits the events and meet setup. ➞ See Shared Meet Templates for more details.

➧ Option 4: Team Meet Templates - for a meet you host or run on your own, use Hosting this meet › Choose a Template… on the Meet Setup > Linking page. ➞ See Meet Templates for more details on this topic.

➧ Option 5: Meet Events File (EV3) - share this file (download from the Events tab) with teams that are not using Swimtopia before merging their uploaded meet entries. ➞ See the Downloading Meet Events Files (EV3) section of our Meet: Events article for details.

Return to content list

If your team is not part of a league that uses our league schedule import, you need to manually link your meets. 

Linking with a Visitor Code

The home team sends the visiting team(s) the visitor code for that meet.

Go to Manage Team > Schedule > [Meet Name] > Meet Setup > Linking.

1. The meet host finds the code under Hosting this meet... › Your visitor code to share. 

2. The visiting team enters it under Visiting another team's meet and clicks Link to host meet. 

» Tip: If you have not created the meet yet, use Add Swim Meet › Enter Visitor Code… on your Schedule page. Enter the meet's start date and the host's code, and the meet is created and linked. ➞ See Creating Meets (Options).

 

 

The visiting team's page then shows the host's meet name and date, a sync status line such as In sync with the host meet, and the note "This host meet acts as your meet template." 

The meet host sees each linked team in the Linked Meets table with a status icon, and on the Merge/Export tab.

➞ Linking Page:

➞ Merge/Export Page:

Return to content list

The Linking page shows the current sync state under the host meet's name:

Click to view: Syncing Statuses

• In sync with the host meet: your meet matches the host.

• Syncing with the host meet: host has made an update that is in process of syncing.

• In sync - parked entries need attention: the structure of the meet matches, but an event has been removed that had entries. Click View parked entries. (example below)

• Out of sync with the host meet - needs attention: the items listed must be resolved by the team that owns each one, and must be fixed before the host can merge.

• Sync error - we're looking into it: automatically retried, but contact support if it persists.

• Sync inactive (past meet): meets in the past no longer sync.

• Time standard 'XYZ' could not be matched: the host's meet uses a time standard set your site does not have. A Copy button will appear, letting you copy the set to your site (or link an identical set you already have) and re-sync.

Click to view: Syncing Status Message Examples

➞ Out of sync with the host meet - needs attention

➞ Sync inactive (past meet)

Return to content list

If a team withdraws, either side can unlink: 

• The visiting team clicks Unlink on its Linking page, or the host clicks Unlink next to the team in the Linked Meets table. 
• Unlinking stops the sync and makes the visiting team's schedule editable again; any entries that were parked while linked are restored where possible, and the rest stay on that team's Parked Entries page. 
• If the league has turned on Prevent unlinking, the league must clear it first. 
• The host can re-merge the meet if it was already merged.

Return to content list

Leagues and 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:

Return to content list

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.

Return to content list

On a league site, the Hosting panel of each meet has two switches under Lock linked teams:

• Prevent unlinking — teams linked to this meet cannot unlink it; their schedules stay synced.

• Prevent deleting their copies — teams cannot delete their copy of the meet from their calendars.

Both are turned on for every meet created by a league schedule import (override per meet in the import spreadsheet). A team can now delete any meet it owns unless its host prevents it.

Return to content list

➞ Next Topic: Swimtopia Meet Entries - Ready to Merge

hcmanagescheduleswimmeetmeetsetuplinking