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 (allow or exclude current, no card on file, delinquent, no billing account, multiple billing accounts), training 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.

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.

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 Informational notice with a View Meet 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. Review: every card is editable here before you click Add Meet.
6. 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, entry caps per session and per meet, and whether parents may pick among times or convert them.
   • Meet Information: your notes for families plus Meet Documents, up to five PDFs.
   • Meet Fees: individual and relay event prices and surcharges. See meet billing.
7. 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 exact matches keep their existing entries.

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.