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Meet Maestro Quick Start Guide

Tracy Nelson
  • Updated

Meet Maestro has been used by teams around the country and beyond to run meets more efficiently than ever before! Below is a quick start guide covering the basic steps to set up and run your meet using Meet Maestro. Each section links to the specific area in the Help Center with additional articles.

» Note: Meet Maestro comes free with all SwimTopia accounts but to access Meet Maestro, you must create a meet, add entries, have all teams mark themselves ready, then 'build' the meet. If you want to test drive Meet Maestro first, see ➞ Meet Maestro Overview & Test Drive Options

Covered in this Article:

 

Create A Meet 

There are several ways to create a new meet:

  1. Through a League Schedule Import
  2. Import a Meet Event File
  3. Create a New (Empty) Swim Meet
  4. Copy a Meet from a Previous Season

➞ Creating a Meet

 

Add Meet Entries

You can create your meet entries in SwimTopia, or you can create your entries in your own team management system and import the entries into your SwimTopia meet.

➞ Adding Meet Entries

 

Invite Other Teams for More Live or Virtual Fun (Optional)

Add some excitement to your meet by inviting other teams to compete head-to-head. Whether live or virtual, all teams should use the same meet template and have their meets linked.

➞ Meet Linking

➞ Meet Maestro – Virtual Meets 

 

All Teams Mark Themselves "Ready"

All linked teams must mark themselves "Ready" (and if you're running a time trial, your team is the only team that will need to mark ready). 

➞ SwimTopia Meet Entries – Ready to Merge

 

Merge and Build the Meet

Once all teams have marked themselves ready, the home team can build and merge the meet.

➞ Merge and Build the Meet

 

Files: Upload pre-meet reports and meet details to access from the website schedule

Use the “Files” section of your meet in SwimTopia to upload reports that your parents would like to access/print from your website before the meet, such as Heat Sheets, Session Report, Psych Sheet, Meet Details, Volunteer Report, Athlete Check-In / Meet Entries, etc. 

➞ Refer to the following Help Center articles: Adding Files to Meet and Events and SwimTopia - Pre-Meet Reports (Athletes and Entries) to get started.

 

Meet Maestro - Best Practices and Meet Settings Checklists

We've compiled a best practices and meet settings checklist covering topics beyond the initial setup of your meet in your SwimTopia team management site, so you can take advantage of all the great features and configuration options available when running your meet in Meet Maestro.

➞ See our Meet Maestro - Best Practices for Running a Successful Meet (Start to Finish) Help Center article for a comprehensive checklist, and our Meet Maestro - Meet Settings Checklist article after your meet entries have been merged (you will see a link to this article on the merge/export screen as well).

 

Run the Meet

Now you’re ready to run your meet.  To access your meet in Meet Maestro, click on the blue Meet Maestro button in the upper right corner of your meet.

➞ Running a Meet in Meet Maestro

 

Follow the Action with SwimTopia Mobile App

SwimTopia’s mobile app allows spectators to follow what’s going on in the pool with our Live Event/Heat updater. See real-time results as soon as data is entered, upcoming swim reminders results notifications, and more.

➞ SwimTopia Mobile App

 

After the Meet

Once your meet is complete and all teams have entered their results, you can print reports and transfer your results to your account.

➞ Meet Maestro – After the Meet

 

➧ Need Help?

SwimTopia is here to help your team run smooth, efficient meets! If you have questions or run into any issues, here are some resources to reference:

"Customer Happiness" is not just a team name at SwimTopia, it's our mission!

Meet Day Support

We're here to help! If you need assistance before or during your meet, we want you to be able to reach us as quickly as possible. 

Click on the mceclip0.png located at the top right, and you can self-serve through our extensive topic-organized online Help Center, submit a support request, or contact us via phone. 

SUPPORT_TAB-NEW7.2.25.png

 

Timing System Issues

In our experience working through issues with customers, we find most are caused by:

  1. Meet# differences
  2. File-based systems: directory mis-match - where the timing system files are saving to, and where Meet Maestro is pulling from to import
  3. Cable issues: wrong port or type of cable (when a cable is needed)
  4. A dead battery in the timing system throwing off the internal clock

These are good checks to start with that might solve your issue.

We provide quick access links to system-specific troubleshooting docs from the timing system bar in the run interface, so you can try to self-diagnose your issue prior to contacting us. We also provide support details for the timing system vendors in case you need to reach out to them. These guides are also available here ➞ Timing System Documentation

 

Remote Troubleshooting

We also provide a remote troubleshooting option under the Help icon to create a read-only replay of the steps you are taking when an issue occurs. Before reaching out to us, slide the bar to Enable Remote Support, and retrace your steps to recreate the issue. Include the "Session Id" in your ticket or call.

REMOTE_TROUBLESHOOT_TAB-SESSION_ID-RECORDING2.png

Additional Resources

In addition to this checklist, we have training options covering all of the functionality Meet Maestro has to offer to make your meet day a splashing success!

HAPPY SWIMMING!

 

 

 

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