Meet Maestro Settings - Mobile App – SwimTopia Help Center

The Mobile App settings screen is where you can Publish Heat Sheets, enable the Public Meet Search option for your Guest users who do not have a SwimTopia login. It is also where you can edit which Scores are set to display in the app and determine what Notifications are delivered to Pro subscribers.

To learn all about the free and pro subscription features of the SwimTopia Mobile App ➞ See the SwimTopia Mobile App section of our Help Center.

Covered in this Article:

Accessing the Mobile App Configuration Screen
Publish Heat Sheets
Public Meet Search
Score Display
Notifications: Upcoming Swim Reminders and Results
SwimTopia Mobile Flyer

Accessing the Mobile App Configuration Screen

➧ Option A: Settings Gear

The Mobile App screen is found under Meet Maestro Settings (gear icon).

➧ Option B: Quick Link Via Run Interface

You can also click anywhere on the info bar at the bottom of your meet's run interface for a quick link to the Mobile App settings.

This info bar will keep you informed, so you can clearly see the status of the following SwimTopia mobile app settings:

Are Heat Sheets accessible via the SwimTopia mobile app?
Are Upcoming Swim Reminders and Live Results notifications enabled?
Will Guests (non-members of your team) be able to find the meet in the Public Meet Search?

When these configurations have been enabled, the info bar will update accordingly. For example, when the Publish Heat Sheets option has been enabled, the red X will update to a green checkmark.

Publish Heat Sheets

Heat Sheet visibility in the mobile app is configurable on a meet-by-meet basis. By default, the heat sheets are not visible once the meet entries are merged creating your Meet Maestro meet.

This allows meet directors and coaches to review heat sheets and make final changes before publishing. This also enables those teams who sell heat sheets as a fundraiser to control the availability of this information from the SwimTopia mobile app.

When publishing the heat sheets to the SwimTopia mobile app you can opt to send a notification informing the participating athletes and parents that the heat sheets are ready to be viewed.

» Note: When the meet is merged and Publish Heat Sheets is OFF/Disabled, entries will be visible for the athletes associated with the family, but no heat/lane information. When ON/Enabled, heat/lane will be visible, but estimated start times will only display if the Live Event/Heat bar is on or a heat has been scored.

➧ Heat Sheet Availability Warning

Upon accessing your merged meet, you will be presented with a warning on the run interface (a.k.a. results entry screen) that your heat sheets are not published.

» Note: This warning will not display on hidden or past meets.

If you click CLOSE, or anywhere outside of the warning, it will close, and then the warning will not show again until you reload the page. If you click the MOBILE APP SETTINGS button, you will be taken to the settings page.

» Tip: We suggest that you heed this warning and make a note to enable the Publish Heat Sheets setting at some point to avoid a rush of angry parents when your meet starts.

➧ Heat Sheet Publishing Notification Options

When you click the toggle to publish your heat sheets, a menu will open that allows you to select when (or if) you want to send out the notifications to your members.

➞ If you choose to "Notify Immediately" a message will display as follows:

» Note: The reason you'll see "soon" instead of now, is merely due to the processing that takes place to queue up the notifications.

After the notifications have been sent, the screen will display a message similar to the following:

➞ If you choose "Notify before start of meet" you will see options for 1, 2, or 12 hours before the designated meet start time listed on your Meet Setup. (default is 2 hours)

After making a time selection, the screen will display a message similar to the following:

➞ If you choose "Do not notify swimmer and parents" no notification will be sent.

» Note: You can click 'Edit' on the banner to update your selection, but only if the notification is upcoming or if you selected 'do not notify'.

➧ Mobile App Info Bar on Run Interface

The info bar on the bottom right of the run interface will also update from an X to a checkmark when the Publish Heat Sheets option has been enabled.

➧ Sending Notifications

We will attempt to send the message to the member's SwimTopia mobile app first. The notification will be sent via email if we do not detect the app is downloaded.

A Pro subscription is not required in order to receive the message, but upgrading to Pro enables them to view the heat sheets on the SwimTopia mobile app (and also receive upcoming swim alerts when their athlete is about to swim and live results).

» Note: We will not send heat sheet notifications for hidden Maestro meets, even if the user selects to notify. “Hidden” meets are ones for which the SwimTopia meet has “Hide from public calendar” checked on the Edit screen.

Alert Notification Example (Banner):

Email Example:

➧ Un-Publishing Heat Sheets

You can unpublish the heat sheets by clicking the toggle again. This will remove access to the heat sheets in the mobile app and cancel future notifications, but it does not retract previously sent notifications. A confirmation warning is shown similar to the following:

Public Meet Search

For a meet to show up in the SwimTopia Mobile app's Public Meet Search, the meet must be using SwimTopia's Meet Maestro meet management software AND the Public Meet Search + Guest Access option must be explicitly enabled by a team admin. (disabled by default)

➧ SwimTopia Mobile - Public Meet Search View

A static message displays at the bottom of the screen to provide a possible reason when a meet is not coming up in the search.

Score Display

All scores will display by default. A team admin with access to the meet in Meet Maestro can configure to display Combined, Girls/Women, and Boys/Men independently.

» Note: Scores will display when the meet is over for meets imported via a league schedule import.

Notifications: Upcoming Swim Reminders and Results

Team members that upgrade to a Pro subscription will receive Upcoming Swim Reminders and Recent Results (aka - live results) on meet days for their favorite athletes based on the estimated start time of each event as the meet progresses.

Depending on how notifications are configured in each user's device, reminders can come through as a banner popup, but will also be available within the notification section of the app under the bell icon.

A team admin with access to the meet in Meet Maestro can configure this feature as seen below (enabled by default):

➧ Pausing Upcoming Swim Reminders (Delayed/Canceled Meet)

While the adaptive meet timeline and upcoming reminders are made more accurate by use of the Live Bar, they do not require the Live Bar to be used. If the Live Bar is not enabled, upcoming reminders will be sent out according to the original meet timeline. ➞ See Enabling the SwimTopia Live Event/Heat Bar

However, as a result, this means that if the meet stops, due to a rain delay, is cut short or is canceled entirely, the upcoming reminders for that meet will still go out.

The reminders can be "paused" by any of the following actions:

If the Live Bar volunteer marks the session as complete in the mobile app's "Event/Heat Updater" screen (under the key icon)
The host team (whoever merged the meet) either turns off these notifications in the Meet Maestro meet, or hides the meet on the calendar on the SwimTopia side where the meet was created/merged (under Edit of the meet).

➧ Reminders and Adaptive Timeline are Session and Time Zone Aware

Sessions can start at different times and occur on different days, thus each Session has a separate timeline that is updated independently from other Sessions. We have added the ability to specify per-Session time zones and the Session timeline and upcoming reminders automatically use the per Session time zone.

SwimTopia Mobile Flyer

Download the flyer to print and distribute to your families. Pass them out and/or post them at your kick-off party, swim meets, and other team events.

Here is a link to the Tools to Inform Parents about SwimTopia’s Mobile App Help Center article to assist you in enticing your community to download the app, so they can be equipped and informed before, during and after your meet.