Meet Creation

➧ Your Meet Schedule

If your team is responsible for setting up your meet schedule, and you need to set up your meets ➞ See Quick Start Guide - Setting Up Meets to complete this task first. This article will lead you back her at the appropriate step.

If your league uses our League Schedule Import and you don't see your meets yet, please contact your league admins to understand when to expect your meets to be imported. Once this is done, you can continue with the steps below.

Meet Setup

➧ Accessing Your Meet

The "Meet Setup" is found under Schedule > Meet Name > Meet Setup and consists of the following sections:

➧ Team Preferences

Under Meet Setup, we’ve divided out things that are considered “rules” and those that are considered “team preferences.” 

• Rules are things that the league typically governs in by-laws and meet guides. 
• Team preferences are just that - settings that relate more to how your team likes to collect entries and attendance information, along with relay setup preferences. 

During your SwimtTopia site setup, you'll define your default Team Preferences (or Meet Entry Preferences) under Manage Team > Settings > Meet Entry Preferences.

The settings can be modified on a per meet basis as needed. If you decide to make changes at the meet level, you can Update Team Preferences from there, and if you change your site-wide preferences after creating your meets, you can Apply Team Preferences to those meets.

➞ See the Team Meet Entry Preferences article for more details.

➧ Meet Linking

 Meet Linking is used between two SwimTopia teams for the following purposes:

1. To merge entries and run the meet together using SwimTopia's meet management system, Meet Maestro (if using)
2. For the meet results to appear on a league’s division standings (if applicable)
3. For teams to share live event/heat status (via the SwimTopia Mobile App) 

➞ See the SwimTopia – Meet Linking article for more details.

➧ Meet Events

Meet Events, including individual, relay, diving, and individual/relay event groups, can be imported (suggested - if possible) or manually created, edited, and deleted from within your Meet Templates or directly within the meet itself. 

Events is the first section you are taken to when you create or edit your Meet Template, and also found under the Meet Setup > Events subtab within your meet.

➞ See the Meet Setup: Events article for more details.

➧ Entry Rules

We have many entry rules configuration options, but not all rules are applicable to each team. From general rules like entry limits and results editing to specific rules surrounding individual and relay entries. 

Like many configurations provided to offer flexibility to our customers, entry rules can vary greatly between leagues and teams. Before you can begin entering swimmers in events, you'll need to confirm your meet entry requirements and rules are accurately set. 

➞ See the Meet Setup: Entry Rules article for more details.

➧ Entry Fees

Meet entry fees can be set up on your Meet Templates or directly within your Meet Setup. The fees will be calculated but online payment or collection of entry fees during meet signup is not available at this time. There is a report available to track these payments owed, and we do have options for how you can collect these fees using a merchandise item or a non-swim meet event. 

➞ See the Meet Setup: Entry Fees article for more details.

➧ Eligibility

Eligibility / Participation Requirements are useful for tracking and enforcing rules that require a minimum level of participation. A common case would be a championship meet with a rule requiring athletes to have swum in a certain number of meets during the regular season to enter the championship meet.

➞ See the Meet Setup: Eligibility/Participation Requirements article for more details.

 ➧ Seeding & Scoring (Meet Maestro users only)

Just like in meet entry rules, many Leagues and teams will have varying seeding and scoring rules. For most teams, your league will have set seeding and scoring rules, but if not, they can be set in a Meet Template one time, or individually for each meet. Settings for seeding and scoring transfer to Meet Maestro when you merge the meet.

» Note: Seeding & Scoring Rules only affect meets run in our meet management application, Meet Maestro.

➞ See the SwimTopia – Setting up Seeding & Scoring Rules article for more details.

Meet Management

➧ Update Your Meet

As long as your meet setup has not been locked to enable merging entries to create a Meet Maestro meet, you can edit meet settings from the sections listed above that are not locked (read-only) by a league meet template. 

If you need to change a locked setting, contact your league admin directly.

➧ Delete/Remove Your Meet

➞ Meets created through our League Schedule Import

These meets are 'deletion locked' by default, preventing teams managed by a league from deleting the meet on accident. Changes to league-managed meets need to be communicated to the league admin who will work with SwimTopia league managers as needed.

➞ Meets that are created manually, through an EV3 file import, or copied from existing meets

Go to Manage Team > Schedule > All Meets & Events > Edit > scroll to the bottom > click the Remove button >confirm this choice by clicking Remove again. 

» Note: The extra confirmation is a safeguard to avoid mistakes, but if you accidentally delete a meet you did not mean to, don't worry. your Customer Happiness Team at SwimTopia can restore the meet for you. Submit a support ticket with the meet name/date.