Start Here: Find Your Scenario

Answer these questions in order, then jump to the section that matches.

➧ 1. Is the meet continuing today?

• Yes, it's just delayed → Go to Delay of Meet, then Restart of Meet when play resumes.
• No, it's canceled → Go to Rainout / Meet Cancellation, then continue to question 2.

➧ 2. Are you rescheduling the canceled meet?

• No → You're done after the Rainout / Meet Cancellation steps.
• Yes → Continue to question 3.

➧ 3. Did the meet start before being canceled? 

• No, canceled before it started → Continue to question 4.
• Yes, partial results exist → Skip to question 5.

➧ 4. (Not started) Will families need to re-declare for the new date/time?

• No, coach will edit entries → Scenario 1: Coach Edits Entries
• Yes, families will redeclare → Scenario 2: Create a New Make-Up Meet

➧ 5. (Partial results) How will the remaining events be swum?

• Together, in person → Continue to question 6.
• Separately by team in different pools → Scenario 4: Resume as a Virtual Meet

➧ 6. (Partial, in person) Will families need to re-declare for the new date?

• No, coach will adjust within Meet Maestro → Scenario 3a: Resume in the Same Meet
• Yes, families will redeclare → Scenario 3b: Create a Separate Make-Up Meet

Delay of Meet

Use this if: the meet is paused but will continue today.

➧ 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

Use this if: the delay has ended and the meet is resuming today.

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

➧ 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 

➧ 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

Use this if: the meet is canceled and will not continue today. If you're also rescheduling, do these steps first, then jump to the Reschedule section below.

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

➧ Step 2: Ensure Upcoming Swim Alerts 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)

Reschedule Your Meet

If your meet needs to be rescheduled for another day/time, the right scenario depends on whether the meet was canceled before starting or has partial results, whether you're resuming in person or virtually, and whether families need to redeclare. Use questions 3–6 in Start Here to pick a scenario, then follow the matching section below.

» 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

Use this if: the meet hadn't started, and the coach will update entries without asking families 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

Use this if: the meet hadn't started, and your league/team wants families to be able to declare (or redeclare) for the new date 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 3a: Meet Partially Completed — Resume in the Same Meet 

Use this if: partial results exist, the meet will resume in person, and families do not need to redeclare. The coach will make any entry changes inside Meet Maestro.

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 to "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 3b: Meet Partially Completed — Create a Separate Make-Up Meet

Use this if: partial results exist, the meet will resume in person, and families need the option to redeclare or the coach needs to re-create entries and relay teams for the remaining events.

In this scenario, both teams create a brand-new meet on their schedule for the remaining events. Once that make-up meet is merged, our Customer Happiness Team combines it with the original meet so the full set of results lives together.

Steps for both teams:

• Create a new swim meet event on your schedule for the make-up date and time. You can copy the original meet to save setup time.
• Link the new meet to the host team by sharing the visitor code (Meet Setup > Linking).
• Set up entries only for the remaining events to be swum. Families can redeclare attendance, and coaches can re-create entries and relay teams as needed.
• Merge the new meet as usual through the Merge/Export screen.

After the merge — host team only:

• Email help@swimtopia.com and ask the Customer Happiness Team to combine the make-up meet with the original meet. Include your team name, the names and dates of both meets, and any notes about which events are in the make-up.

» Note: The combine step can happen before or after the make-up meet is swum — whichever fits your timeline.

➧ Scenario 4: Meet Partially Completed — Resume as a Virtual Meet

Use this if: partial results exist and the remaining events will be swum separately by each team in their own pool.

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 to "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)
• Course and number of lanes in each pool

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