We provide access to all standard pre-meet reports. Some, like athlete check-in sheets and meet entries reside in your SwimTopia team management site (if using), while others can be found in your Meet Maestro meet (once you have merged entries) as seen below.
To view the SwimTopia reports ➞ See SwimTopia Pre-Meet Reports – Athletes and Entries
» Note: If you do not see a needed report, feel free to submit a request with exactly what information you are looking for to the Customer Happiness Team.
Covered in this Article:
- Accessing Reports
- Report Design Options
- Available Reports
- Label Tips
- Printing Tips
- Display Reports on your SwimTopia Site
- Saving Reports in PDF Format
Accessing Reports
Pre-Meet Reports are found under Meet Maestro Settings (gear icon).
➞ See Meet Maestro Settings – Post-Meet Reports if looking for reports after the meet has completed.
>>Note: Pre-meet reports are in the left hand column.
Report Design Options
Each report is easy to use and quick to load. They will provide filter and display options, and can be downloaded and/or printed. We support different paper sizes as described below, and multi-computer support -- you can have a "labels / printer only" computer which automatically stays in sync with the main time input computer.
➧ Filter & Display Menu
We know manipulating report data is a common need across all teams, and wanted this report generation experience to be easy and clear.
The filter and display menu is generated on the right margin when activated by clicking on OPTIONS in the header. This allows the report data to more fully display in the browser window and frees up space to more clearly display the team name, date and report title in the header. In addition to filter choices, there are display, benchmark/records and layout options for paper size and margins (more details on this below).
➧ Design Options Overview
Collapsed View
» Note: Just as clicking on OPTIONS at the top will activate the report design menu, clicking on it again will deactivate this from displaying in the right margin.
Expanded View
» Note: Once you have expanded a menu option, you will see this expanded as you move between reports. The system assumes you may be interested in that setting for other reports or when you return to the one where you expanded it.
➧ Design Options Details
➞FILTERS
Filter options allow you to choose a specific session or show all together; only show certain events and type of event (and lane in some reports); select a certain heat range, age range and/or competition category; and only show a specific team if desired.
Example from Heat Sheet Report:
➞DISPLAY OPTIONS
In the display options you can:
- Display 1-3 columns
- Paginate each page based on each team and age group
- Show empty lanes
- Exclude default data
- Choose how many events per page (Timer Sheets)
- Format by age group or event and shade alternating rows (Records)
- Display Athlete Numbers (ex. USA Swimming IDs) - Long names are truncated to show full#
- Select to display your sponsor banner at the bottom (if you have created one within the SwimTopia team management system ➞ See our Sponsorships article for more on this topic) PREMIUM
- Include a Footer Timestamp by Date and Time or just Date.
Display Options from Heat Sheet Report:
Heat Sheet Example with Athlete Number displayed
➞BENCHMARKS
This section provides options for displaying Pool and Team Records along with Time Standard Sets (if these benchmarks have been created at the league or team level within a SwimTopia team management site). These can be configured to display in Heat Sheets, Psych Sheets and Records Pre-Meet Reports, and Results Post-Meet Reports.
➞ See our Creating a Record Book and Time Standards & Qualifying Times Overview articles for more on these topics.
➞LAYOUT (Non-Label Reports Only)
Paper Size: Users can print to different paper sizes, including A4 (most popular non-US paper size).
» Note: We can add other paper sizes upon request. Submit your specific request on our Help Center.
Paper Margins: Users also have control over the page margins to allow modifications based on their specific printer options. The default is set at 0.4" which works for most printers, but optimal printing for a specific printer could dictate the need to make modifications to these settings.
» Note: Paper size and page margins are stored in the browser/desktop app so users only need to set this up once. Best printing results occur with Chrome. (versions 89+ - March 2021 - Only fully supported browser in Meet Maestro.)
Margin Adjustments:
» Tip: We suggest leaving the default margin settings unless necessary, to avoid configuration issues that could cause paper waste. If your printer requires some adjustments, test print a few pages to ensure you have them set appropriately.
Example - For a perfect printout, an Epson XP-7100 requires 0.2” margin per side. To make this work, you would adjust the Meet Maestro setting from the default 0.4" to 0.2" for each margin (or mm equivalent for non-US). In the ‘More settings’ in Chrome’s print menu set ‘Margins’ to ‘Custom’. Then mouse over the preview to set the top margin to 0.2” and the left, right, and bottom margins to 0” (Meet Maestro will add the left, right, bottom margins.)
Possible Configuration Issues - If you see any of the following issues when printing, you'll need to re-adjust your margins to resolve the issue:
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① Clipping
Issue: Some of the content is clipped when viewing the browser print preview OR only on a printed page.
Solution Options:
- Option A
Set margins in Meet Maestro to 0.4” for all sides (or mm equivalent for non-US)
Set browser settings: Margins: ‘Default’ and Scale: ‘Default’
- Option B
Perform advanced margin tuning
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② Overflowing Pages
Issue: The bottom of pages are overflowing to the next. Usually detectable in the browser print preview.
Solution: Adjust Meet Maestro top & bottom margins to match the browser print menu settings (Default typically means 0.4” per side or mm equivalent for non-US)
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③ Extra whitespace at bottom of page
Issue: There is a bunch of whitespace below the footer in the browser print preview or on a printed page BUT not seen in Meet Maestro's display.
Solution: This indicates that the left/right margins in Meet Maestro are smaller than the browser settings. This causes the browser to shrink the content to fit the width. Fix this by setting the Meet Maestro left/right margins to be greater than or equal to the browser left/right margins (default is 0.4” or mm equivalent for non-US).
Available Reports
➧ HEAT SHEET
Heat Sheet visibility in the mobile app is configurable on a meet by meet basis. By default, the heat sheets are not visible once the meet entries are merged creating your Meet Maestro meet.
This allows meet directors and coaches to review heat sheets and make final changes before publishing. This also enables those teams who sell heat sheets as a fundraiser to control the availability of this information from the SwimTopia mobile app.
When publishing the heat sheets to the SwimTopia mobile app you can opt to send a notification informing the participating athletes and parents that the heat sheets are ready to be viewed.
See ➞ Meet Maestro Settings - Mobile App to learn how you can publish your heat sheets in the SwimTopia mobile app and notify your members as appropriate.
» Note: The timeline displayed in the heat sheet and session report is derived from calculations based on the meet start/end times as known in the Settings > Meet Setup screen. Unlike the timeline displayed in the mobile app, which is adjusted on the fly based on the actual meet progression (delays, scheduled breaks added etc), the heat sheet and session reports do not update as the timeframe changes at this time.
➞Heat Sheet Banner:
We have an easy way for you to get your sponsor logos onto the bottom of your Meet Maestro heat sheets. See our Sponsorships Help Center article for more details on setup within the SwimTopia Sponsors section.
➞ Benchmarks: Time Standards Display
Time Standards Sets will be available to select if they have been created at the league or team level within a SwimTopia team management site ➞ See our Time Standards & Qualifying Times Overview article for more on this topic.
➧ PSYCH SHEET
➞Benchmarks: Time Standards Display
Time Standards Sets will be available to select if they have been created at the league or team level within a SwimTopia team management site ➞ See our Time Standards & Qualifying Times Overview article for more on this topic.
➧ TIMER SHEETS
➧ PLACE JUDGE FORM
➧ SESSION REPORT
» Note: The timeline displayed in the heat sheet and session report is derived from calculations based on the meet start/end times as known in the Settings > Meet Setup screen. Unlike the timeline displayed in the mobile app, which is adjusted on the fly based on the actual meet progression (delays, scheduled breaks added etc), the heat sheet and session reports do not update as the timeframe changes at this time.
➧ ENTRY LABELS
➧ ATHLETE CHECK-IN
➧ RECORDS
Pool and Team Records will be available to select if they have been created within a SwimTopia team management site ➞ See our Creating a Record Book article for more on this topic.
Reports which support records will have a ‘BENCHMARKS’ section in the report options.
Records by Event (Display Option)
This format is good for the announcer's table.
Records by Age Group (Display Option)
Label Tips
CTS Dolphin users: Label reports are now available in the Desktop app. The first page of labels is generated as a preview and full PDF can be opened for printing.
Labels: Avery 8160 for inkjet, or Avery 5160 for laser printers (can be another brand)
Label Size: 1" X 2 5/8"
Sheet Size: 8 1/2" X 11"
Labels per Sheet: 30
Printing Tips
1. Best printing results occur with Chrome. (versions 89+ - March 2021 - Only fully supported browser for Meet Maestro. All major browsers are supported for the team management side of SwimTopia.)
2. Ensure your zoom level is 100%. Do NOT check “Fit to Page.”
3. Be sure your report has finished loading before printing or saving as a PDF. Depending on computer and connection speeds, the first pages may be loaded, but the rest of the report may not finish for a few more seconds. A full version of the report will download in the web or desktop application, so you can review prior to printing
4. For larger reports, like the Timer Sheets, it can be helpful to print smaller ranges.
5. If you modified the margins and are seeing issues likely attributed to this ➞ See the LAYOUT section above.
6. If you are having printing issues, download the PDF and then open in a PDF viewer and print from there. ➞ See Saving Reports in PDF Format below.
Display Reports on your SwimTopia Site (if applicable)
Teams typically share reports like Heat Sheets, Psych Sheets, and Results on their SwimTopia sites so team parents can easily find and download them.
Teams typically attach these files to the designated meet so it’s all visible on the calendar. To upload reports to your meet in SwimTopia, first save them as a PDF in Meet Maestro:
Saving Reports in PDF Format
For both SwimTopia and Meet Maestro reports you can save reports in PDF format through your computer’s print function:
- Click “Print”
- For “Destination,” click “Change”
- Select “Save as PDF”
Then in SwimTopia go to Schedule > Select Meet Name > Files > New Attachment to upload.
➞ Next Topic: Meet Maestro - Athlete Entry Deck Changes
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