Set Up and Run Your Meet in Swimtopia Meet

➧ Create A Meet

There are several ways to create a new meet with the meet details, events, meet entry rules, eligibility etc.

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

*Make sure you create these as a "swim meet" and not a "calendar event." If you see an "RSVP" section, you have not created it as 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.

(Tip: light green shading in the meet entries matrix only designates available/attending. The entries will be darker green when they are actually "entered" in events.)

➞ Adding Meet Entries

➧ Link Your Meet with Other Swimtopia Teams

Whether live or virtual, all Swimtopia teams should use the same meet template and have their meets linked. If competing against a non-Swimtopia team, you will upload their meet entries file on the "Merge/Export" tab.

➞ Meet Linking (competing teams that use Swimtopia)

➞ Swimtopia Meet – Virtual Meets (if competing separately)

➧ Lock Entries, Select Record Books, Upload Files, Mark as "Ready"

Step 1: "Lock out all entry changes"

Step 2: Select Record Books (if your team has set up record books)

Step 3: All linked teams must mark themselves "Ready" (if you're running a time trial, your team is the only team that will need to mark "Ready"). If the competing team is not a Swimtopia customer, you will upload their meet entries file at this time.

➞ Swimtopia Meet Entries – Ready to Merge

➧ Build the Meet - Merge Entries

Once all Swimtopia teams have marked themselves ready, and/or the non-Swimtopia team's meet entries are uploaded to the meet, the home team can build and merge the meet.

➞ Merge and Build the Meet

When the process is complete, you'll see the Swimtopia Meet button appear at the top of the meet screen, and icons next to the meet names on the Schedule page.

➧ Add Meet Files to Website: Pre-Meet Reports and Meet Details (Optional)

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/Parking, Volunteer Report, Athlete Check-In / Meet Entries, etc. 

➞ Refer to the following Help Center articles: 

• Adding Files to Meet and Events
• Swimtopia - Pre-Meet Reports (Athletes and Entries) 

➧ Swimtopia Meet - Best Practices and Meet Settings Checklists (includes Timing System Setup)

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 Swimtopia Meet.

➞ See our Swimtopia Meet - Best Practices for Running a Successful Meet (Start to Finish) Help Center article for a comprehensive checklist.

➞ See our Swimtopia Meet - 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 Swimtopia Meet, click on the blue Swimtopia Meet button in the upper right corner of your meet.

Anyone designated as a site admin (red badge) or assigned to a Role with the Manage > Swim Meets permission can access all of your meets in Swimtopia Meet (only after entries are merged), either from Swimtopia, or directly at https://maestro.swimtopia.com (log in using your Swimtopia credentials).

➞ Swimtopia Meet - Accessing Your Meets (Web Browser or Desktop Application)

➞ Running a Meet in Swimtopia Meet

➧ Promote the Swimtopia Mobile App to Parents

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.

➞ Tools to Inform Parents about Swimtopia's Mobile App

➧ After The Meet - Transfer Results, and Post-Meet Reports

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

➞ Swimtopia Meet – After the Meet

Need Help?

"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 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. 

➧ Timing System Support

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 Swimtopia Meet 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 Troublshooting Support

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.

➧ Additional Resources

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

• Help Center ➞ See the Swimtopia Meet section
• ▶️ Training Videos - Meet Management with Swimtopia Meet
• ➞ View All Support Options