Meets allow you to define events and set specific meet parameters. Members can declare attendance for their athletes, sign themselves up to volunteer, and enter their athlete's in meet events (if allowed).
Meets are managed from the Schedule > All Meets & Events tab in the Manage Team console. Depending on your situation, there are options for how you can create meets as described below.
» Note: If you are looking to create non-meet events (i.e. socials, end of season banquet) ➞ See Creating Calendar Events (Non-Meets).
Covered in this Article:
- ① Creating Meets thru a League Meet Schedule Import
- ② Creating Meets by Importing a Meet Event File (EV3)
- ③ Creating Meets using Meet Templates Created from Imported Results
- ④ Creating Meets by Applying Meet Templates Saved from Previous Season Meets
- ⑤ Creating a New (Empty) Swim Meet
① Creating Meets thru a League Meet Schedule Import
If ALL of the teams in your league are using SwimTopia, your league can send us the entire meet schedule and we'll import the entire league schedule. With this import, the meets for each team will automatically appear on each team’s schedule, and all the meets for all the teams will appear on your league’s schedule.
➞ See our Import Your League Meet Schedule article to know what your league would need to do to accomplish this task.
➞ Next Step: If your team's schedule was imported, you need to review the Meet Details and Meet Setup for each meet so you are aware of the rules defined by the league. Any changes to locked settings will need to be approved through the league directly.
② Creating Meets by Importing a Meet Event File (EV3)
If you have access to a meet event file, click the green Add Swim Meet menu on your Schedule page and then Import Meet Event File.
Upload the ZIP or EV3 file. This will create the meet, all the events, and any rules included in the Meet Events file. If your file includes qualifying times, these will be imported as well ➞ See our Qualifying Times article for more on this topic.
» Note: .EV3 is our only supported format (not .HYV). That format was replaced by the .EV3 format in Meet Manager 2.0 (we only support MM 2.0+). The .EV3 format includes all the data in the .HYV file and more. Hy-Teks "events" export generates a zip file containing both the EV3 and HYV files. The HYV file is only included for backward compatibility. For more information ➞ See Hy-Tek's file format documentation: https://hytek.active.com/User_Guides_HTML/SwTM8/HTML/importmeetevents.htm
➧ Multi-Session Meets
Currently, the only way to create a multi-session meet in SwimTopia is by creating the meet using an EV3 file already set up with your sessions. Keep in mind, if you open signups and then a change is needed to your events, you'll have to close the signup, create a new meet with a new updated EV3 file and then either have people signup again, or do that for those that already signed up. So it's best to ensure your event list is finalized before creating the meet.
③ Creating Meets using Meet Templates Created from Imported Results
1. If the results from an old meet is earlier than your "Current Season," create a new season with the date range that includes the date of the old meet: Go to Schedule > Seasons and click “Add Season”
2. Go to Schedule > Add Swim Meet > New (Empty) Swim Meet, making sure that the date of this meet matches the date of your old meet. You can choose if you want to also select to "hide from public calendar", if you do not want this meet seen by your members.
3. Go to Results > Import and import your results file
4. Go to Meet Setup > Events > Template > Save as Template
5. In your new meet template, review and edit each Meet Setup section, including:
- Swim events
- Meet entry rules
- Entry fees (cannot collect online today)
- Eligibility rules
- Seeding & scoring rules
➞ Next Step: Now that your Meet Template(s) have been saved from previous meet results, follow the steps in the option below to Create a New (Empty) Swim Meet and apply your Meet Templates to these meets with a few clicks.
④ Creating Meets by Applying Meet Templates Saved from Previous Season Meets
If you do not have a meet event file or Meet Templates already set up to apply to your meets, but you do have previous season meets, you can easily save the setup of each type of meet as a Meet Template, update as needed and apply the templates to your meets.
From the Schedule > All Meets & Events screen select the season from the left that has the meets you would like to save as Meet Templates.
Click into an applicable meet depending on the type of Meet Template you want to save (i.e. Home, Away, Divisional, All-Star etc).
» Note: We highly suggest saving as a Meet Template instead of using the Copy button at the top of the screen (see below). This will give you a repository of templates to quickly apply to your meets each season. The Copy feature was created prior to the introduction of Meet & Job Templates, and although it was useful, it's a one-time action that does not allow you to save the settings for additional use like Meet Templates do. Copy is also not fully supported for multi-session meets due to meet dates not updating to the current season automatically.
To continue saving this previous season meet as a Meet Template, go to Meet Setup > Events. From this page you will click on the Template menu and select Save As Template.
Once you give your Meet Template a name and description (optional), you will be taken back into your current season's Schedule > Meet Templates screen within this new Meet Template. You can modify the settings as needed (be sure to Save your changes). ➞ See the Meet Templates article for more details.
After you are done with this Meet Template, you can repeat these steps to save other meets from a previous season as additional types of Meet Templates (Away, Divisional, Champs, All-Star, etc).
» Note: You can also use the Copy Template button to create a new type of Meet Template (Away, Divisional, etc). Saving a previous meet as a Meet Template is more efficient, but if you do not have previous meets that fit each type, this is another option since you can just remove unnecessary events, etc.
➞ Next Step: Now that your Meet Templates have been saved from previous season meets, follow the steps below to Create a New (Empty) Swim Meet and apply your Meet Templates to these meets with a few clicks.
⑤ Creating a New (Empty) Swim Meet
(Optionally Apply Meet Templates)
Select "New (Empty) Swim Meet" from the green Add Swim Meet menu on your Schedule page to create a meet from scratch or apply a Meet Template if you have them set up (highly encouraged to save you setup time each season).
➞ See our Meet Templates article for more on creating these time-saving templates and how to apply them to your meets, or how to save your manually created meets as Meet Templates for future use.
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