Meet Delays Or Cancellations - Restart And Reschedule Options – SwimTopia Help Center

The most common cause for a meet delay or cancellation will be weather, due to rain, lightning, and/or thunder, but meets can be delayed or canceled for a variety of reasons.

If it's meet day and your meet is delayed or canceled, or you need to reschedule your meets, here are some steps to guide you.

Delay of Meet

➧ Step 1) Disable upcoming swim alerts

In Meet Maestro, go to Gear Icon > Mobile App > Notifications, and disable Upcoming Swim Reminders

➧ Step 2) Send a push alert to let your parents know about the meet delay

Log in to SwimTopia, and go into this meet, then go to Entries > Reports > Meet Participants. Click on Compose. Select Alert for the type of message, and send a push alert to the parents with swimmers at this meet.

» Note: If you'd rather send an alert to everyone on your team, go to Manage Team > Communications> Compose. Select Alert for the type of message, and in the To: field, enter Members.

➧ Step 3) Edit the start time of your meet (if the delay occurs before the meet begins)

In Meet Maestro, go to the Gear Icon > Meet Setup. Edit your meet Start Time. Click Update. This will update the estimated start times in the mobile app.

Restart of Meet

➧ Step 1) Send a push alert to let your parents know when the meet will restart

Use the same method as above to send a push alert to your parents.

➧ Step 2) Ensure the start time of your meet is accurate (if the delay occurs before the meet begins)

In Meet Maestro, go to the Gear Icon > Meet Setup and check the meet Start Time. Edit your meet start time if needed. Click Update.

➧ Step 3) Enable Upcoming Swim Alerts

In Meet Maestro, go to Gear Icon > Mobile App > Notifications, and enable Upcoming Swim Reminders.

➧ Step 4) Restart Live Event/Heat Bar when meet begins

When you begin your first swim event and update your Live Event Heat Bar, the estimated start times for all subsequent events will sync.

This will update the estimated start times for the heat sheets on the mobile app, and the upcoming swim alerts will be aligned with those estimated start times. This is especially helpful if the meet delay occurs mid-meet.

Meet Cancellation

➧ Step 1) Send a push alert to let your parents know the meet has been canceled

Use the same method as above to send a push alert to your parents.

➧ Step 2) Ensure Upcoming Swim Alerts are disabled

In Meet Maestro, go to Gear Icon > Mobile App > Notifications, and ensure Upcoming Swim Reminders are disabled.

➧ Step 3) Edit the rainout settings in your SwimTopia meet

If entries from a canceled meet count as splashes towards upcoming meet eligibility: Log in to SwimTopia and go to this meet. Click Edit near the top of the screen, Check the box next to Rained Out, then click Save.

➧ Step 4) Transfer results (if applicable for a partial meet)

If your league rules state that you should end the meet and count the results as they stand, you can transfer results at any point in the meet. Go to the Gear Icon > Finish & Export, lock out changes, then Transfer Results.

Reschedule Your Meet

If your meet needs to be rescheduled for another day/time, using your existing meet may depend on if your meet was canceled before starting, or has partial results. Follow the steps that match your scenario.

» Note: Teams that imported meets through a league schedule import will have their meets automatically linked to a meet on the league site and should NOT unlink the meet from the league (Meet Setup > Linking). As long as teams haven't unlinked the meet from the league (on the Linking tab), the results will roll up to the league site.

Scenario 1: Meet Canceled Before Starting - (Coach Edits Entries)

In this scenario, the coach is updating the entries as needed, but the team is not requesting parents to redeclare online.

In your SwimTopia meet (Manage Team > Schedule > Click on Meet Name):

Edit the name, date, and start time of the meet (under "Edit" for the meet details) -- make sure both teams edit the date so the dates match, otherwise they won't be able to merge the meet
Unlock changes to meet entries (Merge/Export screen - "Lock out all entry changes")
Edit entries (Entries tab)
Lock changes (Merge/Export screen)
Both teams must mark themselves Ready (Merge/Export screen)
Rebuild the Meet Maestro meet (Merge/Export screen)

Scenario 2: Meet Canceled Before Starting - (Redeclare Athletes)

If your league/team allows athletes who were not declared originally to redeclare, or you want to give your families the opportunity to declare for the new date/time via the mobile app (or team site), we suggest that you create a new separate meet for the make-up meet.

If you use the existing meet and just update the date/time, this will not allow the Meet/Job Signup buttons to re-display in the app. This is because once a meet has been merged into Meet Maestro, the mobile app shifts into a different mode displaying the merged data in Meet Maestro, not the sign-up data in SwimTopia.

» Note: Teams will need to make sure the new meet is linked appropriately with the competitor meet under Meet Setup > Linking. Teams that imported meets through a league schedule import will need to be linked to a meet on the league site. Contact your league admin to assist in the matter.

Scenario 3: Meet Partially Completed - (Redeclare Athletes for Remaining Events)

Similar to Scenario 2, if you use the existing meet and just update the date/time, this will not allow the Meet/Job Signup buttons to re-display in the app. Parents can still sign up from the team site, but not the app, which is where they want to do this task. There is no way "resume" the same meet with a fresh/updated set of meet entries.

To support a make-up meet, the best thing to do is to create a new separate meet for the make-up meet date, leaving the original, partially completed meet in place.