Swimtopia Meet Settings – Athletes

Athlete management options are found under the Swimtopia Meet Settings (gear icon).

https://maestro.swimtopia.com/a/meet/1495/

» Note: School teams will see the Year column in place of Age. Click on a header to sort the table values.

Covered in this Article:

• Athlete Filter Options
• Edit Athlete Profile Information (Name, Birthdate, School Yr,...)
• Edit Athlete Entries (Enter, Scratch, Change)
• Add New Athlete to the Meet (not on roster at merge)
• Delete Athlete (from the current meet)

Athlete Filter Options

The Athletes tab allows you to filter the athlete list by:

• Athlete Name 
• Registration Number (or USA Swimming Number)
• Team (already entered in the meet)
• Status (Available, Unavailable, Scratched)
• Min/Max Age (based on Birthdate - Non-School Teams)
• Competition Category
• or any combination of these options

Edit Athlete Profile Information

If profile information for an athlete was incorrect or unavailable at the time of the merge of meet entries, you do not need to immediately make the correction to the athlete's profile in Swimtopia and coordinate with the competing team(s) to re-merge the meet.

Swimtopia Meet provides the time-saving option to edit the information directly on the meet by clicking on the Edit Athlete link.

» Note: As stated in the blue info bar, any changes you make to the athlete profile will only affect the athlete's information in this meet and will not be transferred back to Swimtopia when the results are transferred. To permanently edit the athlete's profile, the updates need to be made to their profile in the team's Swimtopia account.

➧ Status Changes

You can change an athlete's "Unavailable" status to "Available" from the Edit screen, but this is not required to enter the athlete into events. Swimtopia Meet allows adding any swimmer on the roster to events, without regard to attendance selections in Swimtopia, or eligibility for participation.

You can also make a "Scratched" athlete "Available" again.

➧ Competition Category

If you edit the Competition Category of an athlete, it will automatically update their event availability to the new category, but it will NOT remove them from their prior seeded events.  

When you click on the athlete's name after saving this change, you will see all of the events they were originally entered in (checked events below), plus all of the events they are now eligible for (unchecked events below).

Uncheck the prior events, select the correct events based on the new competition category, and Save updates.

➧ School Year Athlete Groups

School Year Groups are used to group high school or middle school athletes by grade. School teams will see the Year column in place of Age. Meet admins can edit an athlete's school year group for this meet. 

https://maestro.swimtopia.us/a/meet/17661/settings/athletes

» Note: Changes made to the athlete profile will only affect the athlete's information in this meet and will not be transferred back to Swimtopia when the results are transferred. To permanently edit the athlete's profile, the updates must be made to their profile in the team's Swimtopia account.

Edit Athlete Entries (Enter, Scratch, Change)

When you click on an athlete's name here or anywhere else within Swimtopia Meet, you will see an athlete information box, where you can:

• Enter the athlete into events
• Scratch the athlete from events individually (uncheck box)
• Scratch the athlete from all events at once ("Scratch Athlete" button)
• Change the athlete's Heat and/or Lane
• Change the athlete's Entry Time
• Change the athlete's Exhibition (EXH) status

➧ Scratching Athletes From All Events

• Clicking the Scratch Athlete button reveals a confirmation box to make sure you want to scratch the athlete from all entered events. 

• If the meet has NOT begun, the athlete will be removed/scratched from all events in the meet. 
• If the meet has begun, results will remain for the athlete's completed events, and they will be removed/scratched from events they have not completed. 
• Make a note of any relay events displayed, so you can add a new athlete to the relay.

• A red "Scratched" badge will be displayed next to the athlete in the time entry interface.

If this was done in error, you can reverse this action by selecting EDIT and changing their status back to available. This will not re-enter the athlete into their previous events. You will need to manually add them back.

You can also make these changes directly from the results entry screen of each event. See ➞ Swimtopia Meet - Athlete Entry Deck Changes

Add New Athlete to the Meet (not on roster at merge)

Meet administrators can use the Add Athlete button to "deck add" a new athlete that was not included on the roster for a team competing in the meet at the time of the merge. 

» Tip: Search before adding. If the athlete was on the team roster at the time of the merge, they should be included in your list of Athletes. If you add them again, you may end up with a duplicate athlete when the results are transferred, if their details are different. See ➞ Merging Duplicate Athletes for steps to merge. 

➧ Step 1: Click on the Add Athlete button

The athlete must be from a team already included in the Team dropdown menu. See ➞ Swimtopia Meet Settings - Teams for details on adding a Team to the meet first.

» Warning: Use this option sparingly. By adding new athletes directly to the meet, the athlete's team is unable to capture waiver signatures from the registration form, which could open the team up to liability. Swimtopia cannot provide legal advice. Consult with your legal advisor on any ramifications to deck adding new athletes to your meets. This process also circumvents sales you may offer during registration for merchandise, sponsorship, and donations. These are considerations to take into account when determining your "deck add policy". 

➧ Step 2: Enter the athlete into events

Once you have added the athlete, you will want to click on their name to add their events.  You can add seed times as needed.  

Adding them into an event will automatically add them to an empty lane, but you would need to re-seed the event if so desired to move them into the correct seed position. See➞ Swimtopia Meet Settings – Seed & Score.

It will not automatically add them if an empty lane is not available.  In this case, you will get a warning message and will need to manually add a new heat and lane for the events that are full.

➧ Results Transfer

When the meet is finished, meet results will be transferred into each Swimtopia site automatically as part of the Finish & Export step. (Teams not using Swimtopia for their meet setup can download a results file from the meet.)

• New athlete matches an existing user on the team: results will be transferred to that user account. These results will appear in an athlete's time history under the members' "My Account" page (also viewable from within the Swimtopia Mobile App) and your athlete reports.
• New athlete is not in your Swimtopia team site: new athlete will be created in your Swimtopia site and affiliated with the season matching the meet. A team admin will need to edit the athlete's profile under People to attach them to their parents (as applicable).
• Results are imported directly to the meet's File screen: a message will display regarding any new athletes being imported.

» Tip: Manually importing results is not necessary in most cases. Let the system work for you by automatically transferring results through the Finish & Export step.

» Note: If the athlete was added to the meet using a different variation of any of the name fields, birthdate, or competition category, a duplicate record will likely be created when the results are transferred. If the system can detect a possible duplicate match, this will be displayed under the team's Settings > Data Maintenence > De-duplicate Athletes tool for a team admin to merge. ➞ See Merging Duplicate Athletes for steps to merge.

➧ USA Swimming - Deck Add Consideration

For USA Swimming teams, adding a new athlete on the pool deck carries the same requirements as any other athlete to be currently registered and in good standing with USA Swimming. At this time, Swimtopia Meet cannot validate the USA Swimming status of deck-added athletes, so it is the responsibility of the meet admin to know the status of any athlete deck added to a meet. 

Delete Athlete (from the current meet)

If you have an athlete that was entered into the meet incorrectly, or should not have been in the meet in the first place, you can delete them from the meet through the Edit Athlete screen.

» Note: This action will ONLY remove them from the current meet. It will NOT delete the athlete from the team roster on the Swimtopia side.

➧ Delete Athlete Option Unavailable

If you try and delete the athlete before scratching them from the meet, the Delete Athlete button will not be active. Hovering over the area will display a message telling you they must be scratched first.  

Exit the Edit screen and click on the athlete to scratch them from the meet. 

Then return to the Edit screen to complete the process to remove the athlete from the meet.

You will be reminded of what the deletion means and will need to confirm the deletion.

» Note: It's possible to scratch an athlete from events when on the results entry screen (a.k.a., the run interface), but to completely remove them from the meet, a meet admin will then need to come to this Athletes screen to find that athlete and complete the delete action.

➞ Next Topic: Swimtopia Meet Settings - Meet Setup