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.
Covered in this Article:
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 (if 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.
➧ Step 4) Add a Schedule Break (when the meet has already started)
» Note: Scheduled breaks can only be set between events, not between heats. Rain delays don't necessarily wait for an event to be completed, so although this feature can be used for rain delays, it is not intended to be the full solution to a rain delay scenario at this time.
➞ See our Scheduled Breaks article for details.
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.
Rainout / 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 - resume the remainder of the meet on another date
Similar to Scenario 2, if you use the existing SwimTopia 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.
Changes to meet entries should be done within the Meet Maestro meet, like deck changes. (There is no way "resume" the same meet with a fresh/updated set of meet entries from your SwimTopia meet.)
If you'd like your heat sheets and mobile app to have updated dates and estimated start times, you can contact our Customer Happiness Team and ask us to split the meet into a multi-session meet. Send an email to help@swimtopia.com, ask us to divide your rained-out meet into a 2-session meet, and include the following information:
- Your team name
- Name and date of the meet
- Event numbers to be included in the 2nd session
- Date and start time of the 2nd session
Scenario 4: Meet Partially Completed - resume the remainder of the meet on another date as a virtual meet
Similar to Scenario 2, if you use the existing SwimTopia 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.
Changes to meet entries should be done within the Meet Maestro meet, like deck changes. (There is no way "resume" the same meet with a fresh/updated set of meet entries from your SwimTopia meet.)
You can run the Meet Maestro meet as-is from your different locations, and each team would enter the results for their own swimmers. You can use the same heat/lane assignments listed in the meet (which will likely leave empty lanes for where the other team's swimmers were seeded). Or you can go "off-script" and let your swimmers swim fill all of the lanes, and then find their name in Meet Maestro to enter their results.
Or, you could ask our Customer Happiness Team to divide the meet into a virtual meet, but the entire meet will be divided, and the completed events will look like they were swum in a virtual meet. Results will be retained for overall placing and team points (but if your team recognizes heat placing, that would be lost).
To divide your entire meet into a virtual meet, send an email to our Customer Happiness Team at help@swimtopia.com and ask us to divide the meet into a virtual meet. Include your team name, and the name and date of the meet.
If you'd like your heat sheets and mobile app to have updated dates and estimated start times, you can contact our Customer Happiness Team and ask us to split the meet into a multi-session meet. This would turn a dual meet into a 4-session meet (each team has their own session for the original meet and the resumed meet). Send an email to help@swimtopia.com, ask us to divide your rained-out virtual meet into multiple sessions, a session for each team and then a session for each half of the meet. Include the following information:
- Your team name
- Name and date of the meet
- Event numbers to be included in the second half of the meet
- Date and start time of the resumed session (can be different for each team)
Unfortunately, we do not have a way at this time to divide the meet into only 3 sessions (retaining the completed events from your original meet as a joint meet for the first session, then 2 virtual sessions for the remaining events). The only option is to divide the entire meet so it looks like the whole meet was virtual, then we can further divide that into sessions based on event number.
For more information about virtual meets, see Meet Maestro - Virtual Meets
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