After all meet entries are completed and the meet is linked between the home/visitor teams, it’s time to lock entries down and signal that you’re ready to merge.
➞ See the SwimTopia - Meet Linking article for more details on linking meets.
>>Note: This is only required if the meet is being run using Meet Maestro™. If you (or the host team) are using Hy-Tek Meet Manager to run the meet ➞ See Schedule: Meet Host Is Using Meet Manager.
Covered in this Article:
- Step 1: Lock Entries
- Step 2: Designate Readiness to Merge Entries
- Step 3: Merge Meet Entries (Home Team)
- Step 4: Run Meet
Step 1: Lock Entries
Each team will need to lock down their meet entries before seeding the meet. Go to Entries > Merge/Export and set “Lock out all entry changes” to On.
Step 2: Designate Readiness to Merge Entries
When using Meet Maestro for meet management, each team competing in the meet must indicate their entries are "Ready for Merge" before the Merge Meet Entries button is enabled and entries can be combined and seeded.
After locking entries, check the box next to "Ready for Merge" and Save your selection.
A. Home Team View - Visitor Not Ready for Merge
In the view below, the visiting team has not checked "Ready to Merge", so they display as "Not ready" on the home team site and the Merge Meet Entries button will be disabled until both teams are designated as Ready for Merge.
B. Home Team View - Visitor Ready for Merge
In this view from the home team site, both teams have checked "Ready to Merge" so the Merge Meet Entries button is enabled.
>>Note: The home team is responsible for merging the meet entries, so the "Merge Meet Entries" button will only display for the Home team.
C. Visiting Team View (SwimTopia Customer)
D. Visiting Team is not a SwimTopia Customer
SwimTopia supports the upload of a .hy3 (Hy-Tek) or .zip file to merge with the home team entries so Meet Maestro can be used to run the meet.
>>Note: Import of SD3 entry files is not supported at this time, but is on our roadmap. If you are swimming against a team that can only provide this type of file, submit a Customer Happiness Ticket with the file and we will see if we can convert it.
>>Tip: If you receive an error when attempting to upload the file, it is likely due to mismatched events between your meet and the file from the visiting team. Ask the visiting team to correct their file or edit your events as necessary. If you need assistance, submit a Customer Happiness Ticket.
Meet Results: When the meet is over you will complete the Finish/Export step under the Maestro settings (gear icon in upper right) to export results back to the SwimTopia side for your team. Submit a Customer Happiness Ticket with the meet name/date, and we will attach the visiting team's results export for you to provide to them. (this will be automated in a future release)
Step 3: Merge Meet Entries (Home Team)
Clicking the Merge Meet Entries button opens a dialog with options for the Merge
Some options will be disabled, based on the league’s Meet Template “Seeding & Scoring” settings ➞ See SwimTopia - Setting Up Seeding and Scoring Rules for more details.
>>Note: Once the home team merges the entries for the meet, the Merge Status will show "Merged" and all "Ready to Merge" checkboxes are automatically unchecked on each site – this is to prevent the home team from making meet entry changes and re-merging without the visiting team’s consent.
>>Tip: When many changes are needed by either team, re-merging may be a more efficient option, but for a few changes you can do deck adds/removals directly within Meet Maestro (➞ See the Meet Maestro Entry Edits article for more on this topic). The only time re-merging is required is if the athlete(s) you need to add were not already part of the team roster at the time of merge.
Step 4: Run Meet
After merging the meet entries, the Run Meet button is enabled. Clicking on this button will launch Meet Maestro in a new window (we only support the Google Chrome browser).
>>Note: Multiple admins, including admins on any of the participating teams, may then click the Run Meet button to see the meet in Meet Maestro and run reports. The meet may be open in multiple browsers concurrently.
➞ Next Topic: SwimTopia Pre-Meet Reports - Athletes and Entries