Meet Entries / Registration

• Meet Information
  • Details
  • Registration Settings
  • Entry Rules
  • Billing Settings
• Meet Events
• Meet Registration
  • Meet Commitment
  • Unattached Swimmers
  • Individual Event Registration
  • Relay Event Registration

When you open your meet you'll have access to edit and update information

These steps will be the same whether you have an events file uploaded or not.

Meet Information

• Details
• Registration Settings
• Entry Rules
• Billing Settings

From the information tab, you'll be able to edit items like the meet's details, registration settings, entry rules, and billing settings.

Click the edit button on each section to edit the section.

Be sure to click UPDATE after you've completed inputting or updating the information.

Details

Here you can edit the name of the meet, the location, the meet course, the meet dates, description, and documents.

• The meet name will be dictated by the events file - but you can add or edit this to whatever you want to communicate to your members.
• The meet location will just provide an exact location name or you can input an address.
• The meet course sets the default course for the meet.
• The meet dates allow you to set the day(s) of the meet.
• Meet information allows you to add additional details or a description about the meet. This will be visible to all invited members.
• The documents allows you to add additional documents you want or need to provide to your members. (There is no acknowledgement features here - all documents are purely informational)

Registration Settings

The Meet Registration Settings allow you to set permissions, commitment type, allowing in meet messaging (i.e. notes), and setting the registration period.

• The permissions dictates who is allowed to enter athletes into events (this does not stop the ability of members to commit to or decline the meet)
• The commitment type allows you to choose if your members can commit to the entire meet or to individual sessions.
  • For sessions, this will be dictated by the event files if you have it - otherwise you can create your own.
• The commitment notes allows you to turn on or off the ability to message with your members directly within the meet, not the messaging menu.
• Registration dates allow you to set the exact date and time you want the ability for your members to register for the meet (both commitment or otherwise)
  • Coaches and Staff can still manage this after the registration period.

Entry Rules

The entry rules will allow you to dictate defaults entry settings for the meet like entry method, age up date, eligible times date, max session, relay, and combined entries.

• The entry method allows you to set which times are allowed from your swimmers' history based off the course/meet type it is from.
• The age up date allows you to edit or update the date at which your swimmers must have aged up by to be included in the next age group.
  • Example: There is a meet scheduled for April 1, 2025. Megan turns 15 on March 15th, 2025. If the age up date for a meet is set as March 10th, 2025, she will only show as eligible for events 14 years old and under. But if the age up date is set to March 15th, 2025 or later - she will be eligible for events for 15 and over.
• Eligible times date allows you to narrow down available entry times based on when the time was achieved. Any times achieved after the set date will be eligible - anything prior to the date will be considered too old for entry.
• Max session entries allows you to set a limit for the number of entries a swimmer can be in per session.
  • 0 means no limit
• Max relay entries allows you to set a limit on the number of relays a swimmer can be in.
  • 0 means no limit
• Max combined entries refers to the total number of entries a swimmer can be in.
  • 0 means no limit.

Billing Settings

The billing settings let you set prices for events, surcharges, or other team fees.

These prices and cost will be reflected in the REPORTS tab and the BILLING tab of the meet)

The prices listed here will be dictated by the events file, but you can edit and add custom team fees.

If an individual event or relay event prices says "Varies by event" this means the cost for the events is not the same for all events (You can review the EVENTS tab of the meet to see more about this)

If you make updates or changes to this section, it will be reflected for your members as long as their billing hasn't been generated yet. See more about this under the BILLING tab.

• Individual event prices dictate the cost of any event.
  • If this section says "Varies by event" this means the cost for the events is not the same for all events (You can review the EVENTS tab of the meet to see more about this)
• Relay event prices dictate the cost of any relay - this will be split evenly amongst all relay members
  • $20 relay fee will be split as $5 amongst a relay team of 4 swimmers.
  • If this section says "Varies by event" this means the cost for the events is not the same for all events (You can review the EVENTS tab of the meet to see more about this)
• The athlete surcharge is a fee collected by the meet host as a onetime entry fee.
• The facility surcharge is a fee collected by the meet host as a onetime fee.
• Team fees can be set by you (or left empty) to collect additional fees for the meet not owed to the meet host.
  • These fees do not show up under the REPORT tab- but will be reflected in the BILLING tab.
  • You can come here and remove fees, add more, or edit them - this will auto update for all members that have no had any billing generated for this meet.

Meet Events

In the events tab, you can view the information about all the events from the events file you uploaded.

Or you can upload an events file for a meet you scheduled, but did not yet have a file for:

Customize your events view by toggling on or off different columns:

You can edit any of the information for each individual event or relay, as well as remove them.

While editing, any of your current changes you are making will highlight the event in yellow - and provide a way to undo the changes to that particular event.

Just be sure to hit SAVE after you are done editing (before you navigate away!) or your changes will not be saved. Or you can discard all the changes you were just making.

Have a new events file? Use the REPLACE EVENTS FILE button to upload it and see your meet updated automatically.

Or if you've made changes over the past couple of days, but need to go back to the default information from the file, you can RESET EVENTS which will restore the meet to the last updated file.

Meet Registration

Under Registration you will be able to view your swimmers commitment response to the meet and enter them into events!

Meet Commitment

First you can manage your swimmer's commitment to the meet - whether they are committing to the whole meet, individual sessions, or declining the meet.

Your members will always be able to set their commitment to the meet - regardless of your settings. But you can choose to update your commitment type from "by entire meet" to " by session" as found in the Registration Settings.

Unattached Swimmers

Need to set some of your swimmers as unattached for their meet entries? You can do so using the "Set Unattached" menu found under the actions button.

Then you can move swimmers onto your unattached list or off of it:

Your members will be easily identifiable as unattached for the meet.

Registering for Individual Events:

Note: The permissions for who can register is set under the Registration Settings permissions.

When you want to register for members for events, you can do this from two views using the VIEW TOGGLE

Let's first look at registering swimmers individually.

This list can be expanded in two ways:

The Detailed view allows you to see more information about each swimmers entries; The event, the day/session, and their entered time.

The Simplified view allows you to see how many events your committed swimmers are entered into.

You can also filter down the listed swimmers (or search their name) to focus on just specific groups of your members.

Click the "Detailed View" button to expand or click it again to go back to the "Simplified View"

When you click on a swimmers name, you'll see their meet registration information.

First you'll see their current entries in two spots - under their name will show a snapshot of all their entered events and relays (See more about relays below) and you'll see their Current Relays and Current Entries listed.

The current entries will allow you to see the entered event numbers and type, their entered time, and the day/session of the meet - as well as the option to remove them from the event.

Let's pause and look at the different ways the times will appear based on how they are in the system, entered, or selected for entry:

If you modify any entry by expanding it and making your selections for exhibition, bonus, suppress seed, assign heat and lane, manually enter a time, or change the time being used for entry.

(Any other times listed as NT means the swimmer has no time)

When looking at the available entries for a swimmer, you'll see any qualifying times listed in black, times that do not qualify listed in red, and any events with no times on filed as "NT" (Any events with specific qualifications will show NT as red too)

You can either find the event's qualifying times under the EVENTS menu or within the entry right along the top:

If you want to add the athlete to the event - click the add button.

Don't see your swimmer's times? This means they haven't been uploaded into the system.

If you are sure they have been and you can see them under the swimmer's performance history, please contact team@commitswimming.com for support.

Registering athletes by individual events:

The same process can be done in this view, except you'll look at each individual event.

The same rules apply for expanding the view or simplifying it:

or you can filter down by specific categories for the events:

When you click on an event, you'll see the time qualifications along the time, the entered swimmer, committed swimmers and you can add swimmers who don't meet the age qualifications if there are age limits for the events, and all other available swimmers who have been invited to the meet but have not yet committed (and you can quickly commit them to the meet from here too)

Just like with the individual events, you'll be able to modify any entries for a swimmer.

Relay Entries

To set up your relay teams and entries, toggle over to the Relay menu:

You can click EDIT on any relay events to add and edit relay teams.

When editing or creating a team - you'll be able to see all available swimmers and move them onto the team.