Printing off Event Cards from SwimTopia (no Heat or Lane)
If you would like to print Event Cards from SwimTopia instead of Meet Maestro, here is a way you can do this using Mail Merge. This example was created with Microsoft Word and Excel, but you can use the word and spreadsheet manager of your choice. With a little manual work, you can even include heat and lane assignments on these cards (requires manual lane assignment in SwimTopia).
To get started, navigate to Manage Team > Reports > Meet Entries by Event
Select the meet you want to print the cards for from the dropdown menu, check the box to Select Only Attending Athletes, Generate the Report, and then Download Meet Entry Data (CSV).
Now open this in your spreadsheet editor (Excel used here) and sort by event number:
Select Event Number Column - Sort Event Number from Low to High - Expand Selection.
Or, you could choose to sort by Athlete Name:
Select Athlete Name Column - Sort A to Z - Expand Selection.
SAVE the changes to your spreadsheet.
Now open Open Microsoft Word and start a new document. Click on the Mailings tab and choose labels from the dropdown menu.
On the next screen, choose the label size you want to use for your entry cards (30 per sheet is 5160).
Next you will Select "Recipients" (athletes) that you want to print on the event cards by choosing Use Existing List from the drop-down menu to select the spreadsheet you saved earlier.
Now you will move to the Insert Merge Field.
Choose each of the fields you would like to add to the event card one at a time from the dropdown menu. Here, the Event Number, Distance, Stroke, Athlete Name, and Seed Time (Converted) are each selected and added. You can add the word "Event" before the event number and a colon (:) after. You can add spaces in between to make this easier to read, and you can hit enter to move fields to a new line.
Once completed, you can Preview Results to see what your label will look like:
This will open a window showing you how your label will look. During the preview, if it does not look like you want, select undo to return to the mailing template where you can make any changes and preview again.
Once you are happy with the preview, click on Update Labels, and this will fill in all of the labels from all events and athletes:
And finally, you will click on Finish and Merge (top right) to create your labels.
Choose Edit Individual Documents to make an editable copy of your labels that you can make any final changes to and save before you print your labels.
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Hi Megan - thank you for making these instructions. How do you include heat and lane information?
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Hi Billy, this was actually a workaround for teams that did NOT want the heat and lane information to be included on their entry cards. Entry cards with the heat and lane info can be found in Meet Maestro under Settings > Pre-Meet Reports:
From the SwimTopia side, to get heat and lane information, you would have to be running a meet that is using manual assignment of heat and lane as that data is typically not added until after the meet merge (seeding):
We do not currently offer the option to download the Entry Labels in CSV format (however, there may be a way to copy and paste the labels into a spreadsheet to get the information you are looking for). Still, we are always happy to submit feature requests from teams for possible inclusion in future releases.
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