Create a meet and open sign-ups

Three ways to invite

• Manual: the list is whatever you make it. New meets start here with the whole active roster pre-selected, and nobody is added or removed on their own.
• Entire roster: every active swimmer is invited, and the list updates on its own as swimmers join or leave.
• Invite by rules: only swimmers who match every rule you pick. Rules are gender, minimum and maximum age (measured on the meet’s age-up date), USA Swimming registered, Billing status, Training groups, Registration groups, and a Qualifying time that is Required or Not required, judged against the meet’s event cutoffs or the time standard picked in Qualification View. With a standard, the note says whether swimmers must be Faster than it or Hasn’t made it (see below).
  • Billing status: pick Only allow or Exclude, then check Current, No card or no account, Delinquent or Multiple billing accounts. A family with no card and a family with no billing account count the same here.
  • Registration groups: invites swimmers who are registered in any group you check, for example “Gold (Fall 2026)”. Canceled and waitlisted registrations don’t count. The list shows your current registration groups.

Under Entire roster and Invite by rules the roster checkboxes are read-only. Commit never takes off a swimmer who already committed or was entered. It warns you instead: a red banner on the Invites tab, a warning icon on the meets list and the dashboard, and an alert to staff. Auto-invites stop when entries close, so nobody gets invited to a closed meet.

Invite swimmers who haven’t made a cut

Some meets are only for swimmers who haven’t reached a standard, like a “B and under” meet. Set that up on the Invites tab.

1. Click Qualification View and pick the time standard level in the menu that starts on Meet’s cuts.
2. In the menu to its left, pick Hasn’t made. Commit saves this on the meet. Faster than (the default) is for meets that need a cut.
3. Turn on Include NT to also list swimmers with no time in an event. With Hasn’t made, no time counts as slower than the cut.
4. Invite the swimmers you see with Invite all visible, or use Invite by rules with Qualifying time: Required to keep the list up to date.

With Hasn’t made, a swimmer who has the cut in any event, in any course, isn’t invited by your rules. If you enter them anyway, families see “Unable to register for event” on events they’ve made, and you get Time does not qualify with Enter anyway. In the app, the same choice is under Filters on Qualification View, as Qualify when.

Three kinds of meet

Pick the Meet type in the Visibility section of the meet’s settings.

• Entries: the normal meet. Swimmers commit or decline and coaches enter them in events.
• Info only: visible to invited swimmers for information only. No entries and no registration window. Check Let swimmers commit or decline if you still want a headcount, and under Show to parents pick which parts families see (Meet fees, Event entry rules, Custom fields). Families see an Info only tag with a View button.
• Hidden: staff only. Everything works for coaches, and families never see it: not in their meet lists, calendar, website or app.

Step by step

Web app Mobile app

1. Open Meets → Entries and click New meet.
2. File: upload the .ev3 or .zip from the meet host and Commit builds the event list for you. No file? Click Next step and add events later. If the file has an entry limit per swimmer, Commit puts it in the Per meet row of the entry limits.
3. Meet Settings: the same page you get later on the meet’s Info & Settings tab. Fill in the name, dates, location and course, pick the Meet type, and set registration, entry rules and fees. See meet settings, section by section below. You can change all of it later.
4. Invited Swimmers: the Invite settings panel at the top sets the mode. Pick Manual and check swimmers, or pick Entire roster or Invite by rules, set the rules, and click Use these invite settings. The list below previews who matches.
5. Teams: shows only when you have other teams to link, like a sibling team on your billing account. Check each team going to the same meet. See link a meet across sibling teams.
6. Click Add meet. With other teams checked, the button reads Add meet to 2 teams (or however many).
7. To change who is invited later, open the Invites tab. Under Manual, check swimmers or filter the list and use Invite all visible / Uninvite all visible. To change the mode or the rules, edit the panel and click Save invite settings; the list updates right away.

Families now get their meet invitation (per alert settings) and can commit and pick events until registration closes. Watch it all come in on the meet’s Overview tab.

Meet settings, section by section

Open the meet and click Info & Settings. Every setting sits on one page. The list on the left jumps to each section and shows its summary, like “Open · Closes Nov 28, 11:59 PM”. Edit anything in place. A bar at the bottom counts your changes, for example “2 unsaved changes”, with Discard and Save. Nothing changes until you click Save.

• General: Meet name, Course, Location, Timezone, Start date, End date, and an optional Preview image families see on their meet page.
• Visibility: the Meet type (see three kinds of meet). Switching an Entries meet to Info only asks first, because saving removes its entries. The entries come off when you click Save, not before.
• Registration:
  • Who picks events: “Parents & coaches” lets families enter their own swimmers. “Coaches only” means families commit or decline and you do the entries.
  • Commitment type: By session or Entire meet.
  • Commitment notes: Allowed or Not allowed. With notes allowed, Family messages go to sets who hears about them (see below).
  • Opens and Closes: the entry window, in the meet’s time zone.
  • Sessions: each session has a Parents checkbox. Uncheck it and that session becomes coach-managed.
• Entry rules:
  • Entry method (“Convert to event course”, “Use only event course” or “Use any course”) and the Age up date.
  • Times since: older times stop counting for this meet. This also applies when families pick their own events.
  • Use a time standard instead: swaps the meet’s cuts for a time standard level. The note under it says the direction, such as “Hasn’t made this level”.
  • Limit times allowed by meet tags: only allow times from meets with certain tags, or leave those out.
  • Entry limits, Bonus swims and Events without cuts (see below).
  • Parent self-entry: Parent time selection (All times or Best time only) and Allow parents to convert times, which needs the “Convert to event course” entry method.
• Fees: under Event fees, an amount and a Payment category for Individual event, Relay event, Athlete surcharge and Facility surcharge. Under Team fees, click Add team fee for extra fees like a hotel or travel fee. Each one has a Charge choice: Each swimmer or Each family. A family fee goes on once per family, however many swimmers they have. See meet billing.
• Info & documents: your notes for families plus Documents. Upload up to five PDFs at a time and use the arrows to put them in order. The editor keeps formatting you paste from Word or Google Docs, and you can insert tables and images.
• Custom fields: shows when your team has meet custom fields.

Click Save and Commit says “Meet settings saved :)”. If you try to leave with unsaved changes, Commit asks first.

Entry limits

The Entry limits grid has a row for Per session, Per day and Per meet, and a column for Individual, Relays and Total (events plus relays). Leave a box blank for no limit. Relays don’t count toward the individual limit, and a relay alternate (fifth swimmer or later) doesn’t count at all.

When the events file has its own session limits, they show in grey in the Per session row, and a blank box follows the file. Type a number to override them, or click See file limits to see each session’s. Families can’t go past a limit. Coaches get a warning that names the limit and can enter the swimmer anyway (see manage entries).

Bonus swims and events without cuts

These show on meets with cuts, under Entry rules.

Bonus swims let a swimmer who made cuts in some events also swim a few they narrowly missed.

1. Check Allow bonus swims. Commit fills in a common setup you can change.
2. Under Qualified in, set how many Bonus swims a swimmer gets for qualifying in 1 event, 2 events and 3+ events.
3. Under Bonus time over the cut, set how close they have to be, in seconds, for 50, 100, 200, 400–500 and 800+. Leave a distance on None for no bonus at that distance.
4. Click Save.

On the swimmer’s card, an event they can take as a bonus shows a Bonus tag, and the events header shows how many are left, like “2 bonus left”. Adding one says “Bonus swim added · 1 left”. Bonus swims still count toward entry limits.

Events without cuts shows when some individual events in a meet with cuts have no cut, like the 13 & over 50 back. Each row is one event and age group, with a Who can enter choice: Anyone, the same-stroke 100 qualifiers (for example “100 Back qualifiers”), or Any qualifier. With Any qualifier you can also set Max events without cuts per day. When every row is Anyone, the section reads “Anyone can enter” with a Set rules button.

When you first upload the events file, Commit sets the 50 back, breast and fly to their 100’s qualifiers wherever that 100 has cuts, and says “50 Back, Breast & Fly: 100 qualifiers only”. Change any row you like.

Families who try an event they can’t enter see the reason, like “needs the 100 Back cut”, and are asked to contact a coach. Coaches get Entry rule not met and can Enter anyway.

Family messages go to

When Commitment notes are allowed, families can message the team about a meet from their swimmer’s card. By default every coach gets an alert. To send them to one coach per group instead:

1. Under Registration, next to Family messages go to, click Edit.
2. Pick Group lead coach.
3. Pick a lead coach for each training group. Leave a group on Everyone to keep it going to all staff.
4. Click Save.

Leads get an inbox alert and an email. A swimmer with no lead goes to everyone. Every coach can still read and reply on the meet’s Messages tab, and families see “Goes to” with their lead’s name. This setting is for your whole team, not one meet, so it saves on its own.

Common questions

Where do I get the events file? From the meet host or the meet announcement. It’s usually a .ev3 or a .zip containing one.

Can I change events after creating the meet? Yes, in the meet’s Events tab. You can edit events or replace the events file, and events that didn’t change keep their entries. Entries on an event that changed or was dropped are removed, and the Logs tab shows each one as Removed entry.

Families can’t see the meet. Three things to check: the swimmer is on the Invites list, registration is open under Registration, and the Meet type is not Hidden.

A new swimmer joined after I made the meet. Under Entire roster they are invited on their own. Under Invite by rules they are invited if they match. Under Manual, open Invites and check them.

A swimmer no longer matches my rules but is still invited. They have committed or been entered, so Commit left them on and warned you. Decide yourself: remove their entries and uninvite, or leave them in.

I switched a meet to Info only. Commit warns first, and existing entries come off when you click Save. Billed fees stay visible. Switching back to Entries turns entries on again.

How do I delete a meet? The meet’s three-dot menu has Delete meet. Every entry, commitment and invoice attached to the meet goes with it and can’t be undone from your side. Uploaded results are separate and stay.

Old times keep showing up as seed times. Set Times since in Entry rules; times swum before it stop appearing for this meet.

I changed the meet dates. Does the age-up date move? If the age-up date was on the old start day, it moves to the new start day and Commit tells you so. An age-up date you set to any other day stays where it is. Check it in the Entry rules section.

A family says they can’t add another event. They have hit one of the entry limits in Entry rules, or an event without cuts they can’t enter. Families see “Maximum entries reached” or “Unable to register for event” and are asked to contact a coach. You can enter the swimmer yourself and click Proceed (or Enter anyway) on the warning, or change the rule.

Where did the Review step go? It’s gone. Everything you’d check there is on the Meet Settings step, and you can change it all later on Info & Settings.