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 keeps itself in sync as the roster changes.
• 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 tick 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 tick, 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. Automation never removes a swimmer who has committed or been entered; it flags them instead, with a red banner on the Invites tab, a warning icon on the meets list and the dashboard, and an alert to staff. Automation stops when registration closes, so swimmers who join later never land on 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 Cutoffs.
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, one time at or under the cut in any event, in any course, rules a swimmer out of the meet. In the events they’ve already made, families see “Unable to register for event”, and you see Time does not qualify with Proceed to enter them anyway. In the app, the same choice is under Filters on Qualification View, as Qualify when.

Three kinds of meet

• Entries On: the normal meet. Swimmers commit or decline and coaches enter them in events.
• Informational Only: visible to invited swimmers for information only. No entries and no registration window. Tick Let swimmers commit or decline if you still want a headcount, and choose which cards parents 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.
3. Meet Information: pick the Meet Type, then name, dates, location, course, and an optional Preview Image families see on their meet page.
4. Invited Swimmers: the Invite settings panel at the top sets the mode. Pick Manual and tick 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. Tick each team going to the same meet. See link a meet across sibling teams.
6. Review: every card is editable here before you click Add meet.
7. Then open the meet’s Info & Settings tab and finish the setup with the pencil on each card:

   • Registration settings: Permissions decides who picks events (“Parents & coaches” lets families enter their own swimmers, “Coaches only” means families commit or decline and you do the entries). Set the Registration Dates, the Commitment type (by session or by entire meet) and whether Commitment notes are allowed. Each session has a Parents checkbox; untick it and that session becomes coach-managed.

   • Entry rules: the Entry Method (“Convert to event course”, “Use only event course”, or “Use any course”), the Age up date, the Eligible times date (older times stop counting for this meet), Limit times allowed by meet tags, an optional Qualifying time override that swaps the file’s cutoffs for a time standard level, the entry limits below, and whether parents may pick among times or convert them. The card shows the override with its direction, such as “Hasn’t made Futures”.

   • Entry limits: Max Event Entries Per Session, Max Relay Entries Per Session, Max Total Entries Per Session (events plus relays) and Max Total Entries Per Meet. Leave one blank and the card shows No limit. A relay alternate (fifth swimmer or later) doesn’t count. Families can’t go past a limit. Coaches get a warning and can enter the swimmer anyway (see manage entries).

     

   • Meet Information: your notes for families plus Meet Documents, up to five PDFs. The editor keeps formatting you paste from Word or Google Docs, and you can insert tables and images.

   • Billing settings: individual and relay event prices and surcharges. See meet billing.

8. To change who is invited later, open the Invites tab. Under Manual, tick 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.

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 Settings, 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 tick them.

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

I switched a meet to Informational Only. Commit warns first: existing entries are removed, while billed fees stay visible. Switching back to Entries On 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 the Eligible times date 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 on the Entry rules card.

A family says they can’t add another event. They have hit one of the entry limits in Entry rules. Families see “Maximum entries reached” and are asked to contact a coach. You can enter the swimmer yourself and click Proceed on the warning, or raise the limit.