Leagues can set up Shared Time Standard Sets, apply them to Shared Meet Templates and push them down to all of the league’s SwimTopia teams. This is helpful and ensures accuracy for league-wide meets, such as championship meets and invitationals. It also allows teams who are using Meet Maestro to track when a time standard has been achieved during a meet.
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 yards, short course meters and long course meters, as needed.
» Note: For teams using our meet management solution, Meet Maestro, you can further select which Time Standard Sets you want to track during the meet, and display these standards on your run interface and reports including Heat Sheets, Psych Sheets and Results reports. ➞ See the Meet Maestro Settings - Benchmarks (Records & Time Standards) article for details.
Covered in this Article:
- Accessing the Time Standards Section
- Creating League Meets with Shared Time Standard Sets (i.e., Invitationals, Divisionals)
- League Shared Time Standard Sets Designation
- Managing Time Standard Sets (Edit/Delete/Copy)
Accessing the Time Standards Section
Time Standard Sets are managed from the Schedule > Time Standards tab in the Manage League "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 includes the current date or is in the future. Toggling the Show Inactive switch will display all past Time Standard sets.
Creating League Meets with Shared Time Standard Sets (i.e., Invitationals, Divisionals)
In this section, we'll walk you through the steps required to set up league meets with shared time standard sets. When multiple options are available, use the one most applicable to your league.
Covered in this Section:
- Step 1: Create the Shared Time Standard Set
- Step 2: Create a Shared Meet Template using the Time Standard Set
- Step 3: Create/Import the League Meet (Divisionals, Champs, All-Stars…)
- Step 4: Teams Configure their Meet to Display the Time Standard (in Meet Maestro)
➧ Step 1: Create the Shared Time Standard Set
In most cases, the League will create the Time Standard Sets to share with each team within the League. Time Standard Sets can be created in multiple ways:
- Option A: Import an EV3 file containing Qualifying Times
- 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
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➞ Option A: Import an EV3 file containing Time Standards
If you have the time standards as part of an EV3 file, you can create a new placeholder meet on your schedule using the EV3 file, then save a Time Standard Set from within that meet.
Select Import Meet Event File from the Add Swim Meet menu on your Manage League> Schedule 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.
Then you can delete the placeholder meet, edit the qualifying times (as needed) from the Schedule > Time Standards > Time Standard Set > Edit Time Standards button:
And click on the edit pencil to check the “Shared with member organizations” to propagate the Time Standard Set to each team in the league using SwimTopia.
» Note: After you share the Time Standard Set, all of your SwimTopia teams will be able to see and use it. Any edits you make to the shared Time Standard Set will propagate to your teams' sites.
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➞ Option B: Save Qualifying Times from a Meet Template or Past Meet as a Time Standard Set
» Tip: If the qualifying times are similar to a previous season, you can save time by saving the Qualifying Times as a Time Standard Set.
Go to the Events subtab of a previous invitational/divisional etc. Meet Template or Meet. Select “Save as Time Standard Set” from the Actions menu.
Meet Template View:
Past Meet View:
Then you can edit the qualifying times (as needed) from the Schedule > Time Standards > Time Standard Set > Edit Time Standards button, and click on the edit pencil to check the “Shared with member organizations” to propagate the Time Standard Set to each team in the league using SwimTopia.
» Note: After you share the Time Standard Set, all of your SwimTopia teams will be able to see and use it. Any edits you make to the shared Time Standard Set will propagate to your teams' sites.
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➞ 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 characters 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 the time entry in an event.
After entering your qualifying times, you are ready to share your Time Standard Set with all of your SwimTopia teams using the edit pencil next to the Time Standard Set Name, and checking "Shared with member organizations.”
» Note: After you share the Time Standard Set, all of your SwimTopia teams will be able to see and use it. Any edits you make to the shared Time Standard Set will propagate to your teams' sites.
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➧ Step 2: Create a Shared Meet Template using the Time Standard Set
After you have created your new Time Standard Set, if you share Meet Templates with your teams, you’ll want to use the Time Standard Set when creating any Meet Templates that would have qualifying times; or if your Meet Template already exists, you can apply the Time Standard Set.
- Option A: Save the Time Standard Set as a Shared Meet Template
- Option B: Update an existing Shared Meet Template to apply the Time Standard
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➞ Option A: Save the Time Standard Set as a Shared Meet Template
Select Save As Meet Template from the Actions menu.
Give the new Meet Template a name and description if desired.
After saving, you're taken into the Meet Template where you can click the edit pencil to check "Shared with member organizations" and configure the rest of the settings ➞ See Shared Meet Templates for more information on configuring the remaining meet template settings.
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➞ Option B: Update an existing Shared Meet Template to apply the Time Standard
The Time Standard Set is configured from the Entry Rules screen in the Meet Template.
» Note: The Meet Template must have Events before the Time Standards can be applied.
» 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.
Don’t forget to scroll down and SAVE after making your selections.
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 or edited 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 or edited 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 Standard times are set or edited 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 had input previously will be restored.
➞ See Meet Setup: Entry Rules for details on other configuration options.
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➧ Step 3: Create/Import the League Meet (Divisionals, Champs, All-Stars…)
After the Shared Meet Templates have been created or updated with the Time Standard Sets, each team in the league can create their championship meets using these predefined Shared Meet Templates.
» Note: We can import meet schedules for 100% league-wide SwimTopia teams ➞ See our Help Center article about Importing Your League Meet Schedule, which includes a link to a spreadsheet template you can use. Contact your SwimTopia Account Manager if you have any questions.
➞ See Creating Meets (Options) for more information on the options teams have for meet creation.
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➧ Step 4: Teams Configure their Meet to Display the Time Standard (in Meet Maestro)
Teams who are running meets in Meet Maestro can monitor when swimmers have achieved a time standard in any meet during the season. After the meet has been merged by the designated home team (or league), the applicable Time Standard will need to be added to the meet in the Benchmarks section of the meet in Meet Maestro.
When a swimmer achieves a time standard, their time will be marked with a benchmark badge on the run interface of Meet Maestro in real-time. The time standards can be displayed at the top of each event in heat sheets and results reports. Results reports can be configured to display a time standard badge for each swimmer who has achieved the time standard.
➞ See Meet Maestro Settings - Benchmarks (Records & Time Standards) for more details.
League Shared Time Standard Sets Designation
➧ League View
On your league site, the Shared Time Standard Set will have a "Shared" badge next to it:
➧ Team View
On your teams' sites, the shared time standard sets will be designated by a badge that has your league abbreviation in it:
Managing Time Standard Sets (Edit/Delete/Copy)
There are many edits you can make to the Time Standard Sets after initial creation as described below.
➧ Edit Details & Delete
The pencil icon next to the Time Standards name is where you edit the Time Standards details - Name, Description, Date Range, Sharing with league teams, 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 this Time Standard Set is similar to another you need to create, you do 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 shared with your teams.
➧ 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. Be cautious about making these changes after your teams have started their season. You’ll want to communicate if Shared Meet Templates are ever updated affecting the meets on the schedule.
➧ Edit Time Standards / Qualifying Times
Time Standards Edit Screen (on league site)
Click on the Edit Time Standards button to modify any of the qualifying times.
Meet Template Edit Screen (on league site)
Click on the Qualifying Times button.
» Note: If you are editing a Meet Template that is linked to a Time Standard Set (configured on the Entry Rules screen), you will not be able to edit any linked qualifying times from within the meet template. These edits need to take place directly on the Time Standard Set, which will automatically update the meet template. If you configure the template to display a qualifying label that is not linked to a Time Standard Set (such as the Bonus Entry in the example below), you can add these times.
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