SwimTopia provides a user-friendly interface to create your own Time Standard Sets, where you can enter qualifying times per swim event (and you can also use Time Standard Sets shared by your league).

These Time Standard Sets include custom labels designating fastest to slowest times that are specific to each group or meet that governs these time standards, or "cuts" as they are commonly referred to.

We provide support to manage your Time Standard Sets in short course yards (Y), short course meters (S), and long course meters (L), as needed.

» Tip: To set up a Time Standard in long course meters, you will first need to check the box to "Enable reporting options for Long Course Meters (50m pool length)" under your Settings > Team Information, if not enabled already.

➞ See Time Standards & Qualifying Times Overview to learn more general information about Time Standards.

Covered in this Article:

➧ Managing and Tracking Time Standards

Location and League Shared Sets

Accessing Time Standards

Time Standard Sets are managed from the Schedule > Time Standards tab in the "Admin" console.

➧ Show Inactive Toggle

By default, only Time Standard Sets that are currently active are shown. This includes Time Standard Sets where the “Active From/Until” date range set during creation, includes the current date or is in the future. Toggling the Show Inactive switch would display all past Time Standard sets.

League Shared Time Standard Sets

If your league is taking advantage of the FREE League Site SwimTopia offers, they may create and share Time Standard Sets with each team within the league. Learn more about our SwimTopia for Leagues features.

» Note: If your team creates your Time Standards and applicable meets, skip to the next section below - Adding a Time Standard Set.

➧ Designation: League Shared Time Standard Set

The shared time standard sets will be designated by a badge that has your league name in it, similar to the example below:

➧ Edits: Shared Time Standard Sets

Edits to Shared Time Standard Sets must be done at the league level. Contact your league if you suspect errors or have questions. You can Copy a shared time standard set to create your own version to use as appropriate.

➧ League Shared Meet Templates with Time Standards

If the league creates Shared Meet Templates with qualifying times, they will likely apply the Shared Time Standards to the Shared Meet Templates, which will provide valuable time savings in meet setup for each team.

» Note: We will discuss how you can apply these Shared Time Standards to your other Meet Templates and Meets below.

Creating Time Standard Sets on Team Sites

The League will usually create the Time Standard Sets to share with each team within the League, but Time Standard Sets can be created directly on team sites in multiple ways. Pick the option that works best for you:

Option A: Import an EV3 file containing Qualifying Times (“Save as Time Standard Set”)
Option B: Save Qualifying Times from a Meet Template or Past Meet as a Time Standard Set
Option C: Manually Create a Time Standard Set
Option D: Copy a League Shared Time Standard Set

Option A: Import an EV3 file containing Qualifying Times (and “Save as Time Standard Set”)

If you have the qualifying times as part of an EV3 file, you can create a new placeholder meet on your schedule using the EV3 file.

Select Import Meet Event File from the Add Swim Meet menu on your Schedule > All Meets & Events page and upload your file. This will create the meet, all the events, qualifying times, and any rules included in the Meet Events file.

After your placeholder meet is created from the EV3 import, go to the Meet Setup > Events tab and select “Save as Time Standard Set” from the Actions menu.

If you don’t need this meet on your schedule at the time of creation, you can delete the placeholder meet.

You can also edit the qualifying times (as needed) directly on the meet, and on the newly saved Time Standard Set from Schedule > Time Standards > click on the Time Standard Set > Edit Time Standards button:

Option B: Save Qualifying Times from a Meet Template or Past Meet as a Time Standard Set

If the qualifying times are the same or similar in a previous season’s meet template or meet, you can expedite the process by saving the Qualifying Times as a Time Standard Set.

Go to the Events subtab of a Meet Template or past invitational/divisional etc. meet. Select “Save as Time Standard Set” from the Actions menu.

Meet Template View:

Past Meet View:

» Note: If the meet is linked to a Meet Template, you will need to Copy the meet first, and then you’ll see the Actions menu. You can delete the meet after saving the Time Standard Set.

Then, as depicted in Option A above, you can delete the placeholder meet, and edit the qualifying times (as needed) from the Schedule > Time Standards > Time Standard Set > Edit Time Standards button.

Option C: Manually Create a Time Standard Set

Step 1: New Time Standard Set Details

Select the + Add Time Standard Set button from the Schedule > Time Standards screen and enter the Name, Description, Date Range, and Labels (4 character max) for the Time Standard Set:

Date Range: These Time Standard Sets are typically only valid for a certain range of dates. Sometimes this can span multiple years, more often they are valid for a single season.
Labels: Each Time Standard Set is required to have at least one Time Standard, and each Time Standard is required to have at least one Label. This UI allows input of multiple Time Standard labels as a comma-separated list. The order is important, thus Fastest to Slowest is indicated.

» Tip: Many teams only have 1 cut (label), using an abbreviation of the meet name, such as CHMP for "Champs Meet" or ALST for "All Star". This label will be displayed in Meet Maestro (run interface and reports).

Step 2: Events

When a new Time Standard Set is created, the Event List will be empty. Like Record Books and Swim Meets, if you have Meet Templates created, we’ve provided a time-saving option to Copy Events from Template to quickly create your event list, or you can manually create each individual and relay event.

With events and Time Standard labels defined, times can be entered.

Step 3: Entering Qualifying Times

Select the Edit Time Standards button to begin adding your qualifying times.

» Note: If a particular course does not apply, leave it blank. This is not configurable to display/hide at this time.

» Tip: You can tab through as you enter your times for quick data entry. The system will auto-save after you have moved to a new event, or you can click Save if leaving the page before completing an event.

Option D: Copy a League Shared Time Standard Set

If your league has shared a Time Standard Set with your team that contains qualifying times similar to a meet your team participates in, you could Copy the Shared Time Standard Set to create your own Time Standard Set.

» Note: League shared time standard sets will be designated by a badge with the League abbreviation in your Time Standards list as seen below.

To Copy this Time Standard Set, click on the Copy Time Standard Set button. You can change the details at this time, or edit them later.

If there are qualifying times that need to be changed for this new Time Standard Set, select the Edit Time Standards button to make the changes.

» Note: If a particular course does not apply, leave it blank. This is not configurable to display/hide at this time.

Using Team or League Time Standard Sets

Applying a Time Standard Set to a Meet Template or Meet

When appropriate, we suggest applying your Time Standard Sets to your Meet Templates so they are already there when you create your meets each season. You can also apply them directly to your meets if they are already created.

» Note: The Qualifying Times can be edited at the Time Standards, Meet Template and Meet level at any time (as long as they are not Time Standards shared by your league. The league controls edits to those.)

➧ Entry Rules Configuration

When you have Time Standard Sets created on your team site or shared by your league, you can apply those to your Meet Templates or Meet from the Entry Rules screen.

These configuration options specify what types of qualification times the Meet Template or Swim Meet will be using.

» Note: The Edit Qualifying Times button and qualification times categories (i.e. “Slower Than”, “Faster Than” and “Bonus Entry”) ONLY display in the Events section when the corresponding setting under Entry Rules is enabled.

Qualification

Require entry times to be faster than or equal to the event "Faster Than" time: enables per-event entry qualification times. (These Time Standards times are set in the Events tab.)
Require entry times to be slower than the "Slower Than" time for the event: enables per-event "Slower Than" times. (These Time Standards times are set in the Events tab.)

Individual Events

Allow bonus entries: Require bonus entry times to be faster than or equal to the “Bonus Entry” time for the event: enables per-event "Bonus Entry" times. (These Time Standards times are set in the Events tab.)

» Note: If the qualification times settings are turned off (unchecked), the Edit Qualification Times button will not display on the Events screen, and any entered times will be saved but not used. No work will be lost. If you change your mind, and turn the setting back on again, the times you input previously will be restored.

➞ See Meet Setup: Entry Rules for details on other meet entry configuration options.

Selecting Shared Time Standard Sets (By Your League)

If your league has created shared Time Standard Sets, they will be available to select from the drop-down menus along with your own sets on the Meet Template and/or Swim Meets' Entry Rules screen, as seen in the example below for the "Bonus Entry" qualification category.

Managing and Tracking Time Standards

Managing Time Standard Sets (Edit/Delete/Copy)

➧ Shared Time Standard Sets (Created by Your League)

Shared Time Standard Sets cannot be edited at the team level. If you feel changes are needed, reach out to your league. You can use the Copy Time Standard Set if you want to duplicate the Time Standard to edit for your own version.

➧ Time Standard Sets (Created by Your Team)

There are many edits and actions you can take on the Time Standard Sets your team creates.

➧ Edit Details & Delete

The pencil icon next to the Time Standards name is where you edit the Time Standards details - Name, Description, Date Range and Delete (you will be prompted to confirm before the actual delete takes place).

➧ Manage Time Standards Labels

After initial setup, these labels are managed from their own screen within the Time Standards section. This is where you can edit, rearrange and add a new label.

Each Time Standard Set is required to have at least one Time Standard, and each Time Standard is required to have at least one Label. This UI allows input of multiple Time Standard labels as a comma-separated list. The order is important, thus Fastest to Slowest is indicated.

» Tip: Many teams only have 1 cut (label), using an abbreviation of the meet name, such as FT for "Faster Than" and ST for "Slower Than" in the example above, or CHMP for "Champs Meet" or ALST for "All Star". This label will be displayed in Meet Maestro (run interface and reports).

➧ Copy Time Standard Set

If a Time Standard Set is similar to another you need to create, you have the option to use the Copy Time Standard Set button to eliminate additional setup time.

➧ Actions Menu

This is where you can Copy Events from Template if you have a Meet Template created with your events already, and where you can Save as Meet Template to include this Time Standard Set on templates used to create your meets.

➧ Event Updates - “Add Event” Menu and Event Edits

If at any time you need to add or edit your events, you can do so from within the Time Standard Set directly, or from the Meet Template.

» Note: Edits you make to events on a Time Standard Set do not automatically propagate to a Meet Template. You would need to use the Action of Save as a Meet Template and then delete the other one, or make the edits to the Meet Template directly.

➧ Edit Time Standards / Qualifying Times

» Note: In the Events tab, the Edit Qualifying Times button and qualification times categories (i.e. “Slower Than”, “Faster Than” and “Bonus Entry”) will ONLY be displayed when the corresponding setting under Entry Rules is enabled.

Time Standards View

Click on the Edit Time Standards button to modify any of the qualifying times.

Shared Meet Template View

As with any configuration in a Shared Meet Template from a league site, a team cannot edit settings including the qualifying times. If you feel changes are needed, reach out to your league. (You do have the option to Copy Template if you want to create a similar Meet Template where you can edit the qualifying times.)

Meet Template View

If you are editing a Meet Template created on your team site (not shared by your league), you will be able to edit any qualifying time that is not linked to a Time Standard Set.

Click on the Qualifying Times button.

In this example, you can see the “Faster Than” qualifying time is linked to a Time Standard Set (configured on the Entry Rules screen).

» Note: You can tell when a qualifying time is linked to a Time Standard Set by the Time Standard Set Title abbreviation and link chain.

As you can see in the screenshot below, you cannot edit any linked qualifying times from within the meet template. These edits need to take place directly on the Time Standard Set. If you configure the template to display a qualifying label that is not linked to a Time Standard Set (such as the Slower Than and Bonus Entry in the example below), you can add these times.

Tracking Which Athletes Qualified for a Meet

Go to Schedule > Meet Name > Entries > Reports > Qualifiers

» Note: This report is only available if the meet in question has qualifying times entered.

Here you can sort the Qualifiers by name or Age Group as well as send a Message to the Qualifiers via Communications by clicking the Compose Email button.

Tracking Time Standards in your meet in Meet Maestro

For teams using our meet management solution, Meet Maestro, you can further determine which Time Standards you want to track during the meet.

Once you’ve merged your meet in Meet Maestro, you can add the time standard under Settings > Benchmarks in the admin section (gear icon) of the Meet Maestro meet.

➞ See Meet Maestro Settings - Benchmarks (Records & Time Standards) for more information.

You can also display these standards on your heat sheets and results reports. There is also a Time Standards Labels report available.

➞ See Meet Maestro Settings – Post-Meet Reports to learn how you can view achieved benchmarks in reports.

EV3 File Import/Export

Multiple courses are supported in the EV3 file import/export.

Time Standards Display in “My Account” Screen

Time Standards are not available in a family's “My Account” screen. Stay tuned…

Time Standards Display in SwimTopia Mobile App

Time Standards are not available in the mobile app. Stay tuned…

hcmanagetimestandards

Covered in this Article: