Manage entries and export entry files — Commit Swimming Support

The meet page, tab by tab

Overview: how many are invited, committed and entered, the meet information, unread parent messages, volunteer slots filled and invoice status, each with a button into the right tab. On meet days a Live card opens the spectator view.
Invites: who is invited and the invite mode. See create a meet.
Entries: commitments and event entries, in four views.
Messages: one conversation per swimmer about this meet, with All and Unread filters.
Entry Report: the printable report and its exports, plus the Spectator toggle, where you also choose what families see.
Info & Settings: meet type, meet information, registration settings, entry rules and meet fees.
Events: the event list from the meet file.
Jobs and Billing: volunteer signups and entry-fee invoices.
Logs: every commitment, session, entry and invite change, searchable and exportable.

Step by step

Use the Grid

Open the meet and click Entries. The view picker on the left offers Grid, By Swimmer, By Event and Relays. Entries opens on the Grid until you pick another view. After that Commit remembers the view you used last on this team and opens it next time.
In the Grid, swimmers run down the side and the session’s events across the top, one age group and gender at a time. Use the session select, the age-group arrows and Girls / Boys to move around.
Click an empty cell to enter the swimmer with their best time. Click a filled cell for Edit entry, Convert time or Remove entry. A red time is outside the event’s cutoffs. X after a time means exhibition, B means bonus, and M means a coach typed the time (hover it for “Time entered by a coach”). A clock icon marks a swimmer who has not committed; a struck name has declined.
Click Swimmer to sort by name or an event header to sort fastest to slowest.
Relay cells show the swimmer’s relay letter. Click an empty one for Add to A relay (any relay with an open leg) or New C relay (the next letter). Click a filled one for Remove from A relay or Open relay builder. The people icon in a relay column’s header (Build relays) opens the relay builder on that event.

Work the entries by swimmer

Pick By Swimmer in the view picker. It lists everyone with their age and event count. The status filter starts on Committed; switch to All, Declined or Pending, search a name, or open the filter menu for age group, training group, tags, registration group, gender, USAS registration, and swimmers with no entries or no relays. A yellow row is a committed swimmer with no entries yet. A red row is a swimmer past one of the meet’s entry limits.
Click a swimmer. The card has Commitment, Events, Messages and Logs tabs. Events shows Current relays, Current entries and Available entries, grouped by session, with Enter all available events for a full card. A swimmer past a limit gets a red note on their card, for example “Nora is past the maximum event entries per session (3).” A red time doesn’t meet the meet’s qualifying rule. Entering it asks Time does not qualify, and Proceed enters it anyway.
Entering a swimmer who is already at a limit opens Maximum entries reached. Cancel leaves things as they are. Proceed enters them anyway, and the Logs tab records it as “Added entry over limit”. Families can’t go past a limit; they are asked to contact a coach. Set the limits in Info & Settings under Entry rules (see create a meet).
Click an entered event to open the entry dialog: set the Entry time (type one, pick from the time history, or Set NT), and under Entry options tick Exhibition, Bonus or Suppress seed (NT), or type a Heat and Lane. The time history lists ten swims per page with Use and Convert buttons.
Overlay a standard with + Time standard: each time shows the level the swimmer has achieved and the next level. It is a display layer for you, not a change to the meet.

Seed heats and lanes for a dual meet

Turn on the Heats & lanes switch in the toolbar. It is off by default, and entries work normally without it.
Click the gear for Grid settings. Under Seeding, set Lanes (the pool, up to 12), Team swims (Odd lanes, Even lanes or All lanes) and Scoring swimmers per event. Swimmers past the scoring count are entered as exhibition. Committed swimmers only is on by default; turn it off to see every invited swimmer.
Save re-seeds every event in the meet. Each cell then shows the heat and lane under the time, and the same assignments appear in the spectator view and the .hy3 entry file.
Adding or removing an entry re-seeds that event. Re-seed redoes the whole grid. If you typed any heats or lanes by hand, Re-seed asks whether to Keep hand-set lanes or Re-seed everything.

Build relays

Pick Relays in the view picker and the relay builder opens on the page. Drag or click swimmers onto legs, fill the fastest or most even relays, and set seeds, heats, lanes and alternates. See build relays with the relay builder.

Send the file to the meet host

Click Entry File in the top right. The zip holds the .sd3 and .hy3 entry files, an entry report by event and by swimmer, and an entry log. The .hy3 carries heats, lanes and exhibition flags, which Meet Manager reads for dual meets.
Before the download, Commit can stop with a warning. Each one lists the swimmers, with Cancel and Proceed (download anyway):
- Swimmers with No Entries: committed swimmers with no events or relays.
- Swimmers Missing USA Swimming IDs: entered swimmers with no USA Swimming ID. This one shows when your club is connected to SWIMS. Meet hosts may ask you for the missing IDs.
The file uses the latest swimmer profiles, so a fix you made a minute ago goes out in it.
Entry Report is the human-readable version. By event or By swimmer sets the order, and the chips set Gender, Session, Age group, Groups, Reg group, Age info, ID info, Comp category, Relays, Columns, Summary, Proof of time, Lanes, Splits and Notes. Reset puts them back. The Export menu offers Visual report (PDF), Data export (XLSX), by event and Data export (XLSX), by swimmer. Print prints, and Share copies a public link the host can open without logging in. On a phone, tap Report options to show the chips.

Choose what families see in the Spectator view

Open Entry Report and click Spectator. A bar at the top says Visible to families or Hidden from families.
Click Settings. Show to parents and swimmers turns the family Spectator tab on or off for this meet.
Under Entry info, Athlete info and Parent info, switch each detail on or off: Entry time, Heat / lane, Age, Profile image, Athlete email, Athlete phone, Parent name, Parent email and Parent phone. Changes save as you switch them, and the view shows the same details to staff. Families who hid their contact info in the member directory stay hidden.

See who changed what

The Logs tab lists every commitment answer, session change, entry and invite, with who did it and when. Entries a coach added past a limit show as “Added entry over limit”. Filter by type, search a swimmer or action, sort any column, and Export CSV for the record.

Common questions

A swimmer committed but has no events. Commitment and event entry are separate steps. Their row in By Swimmer is yellow. Enter their events in the Entries tab, or let the family pick if your settings allow it. The entry file export warns you about committed swimmers with no entries before downloading.

The entry file warns that swimmers are missing USA Swimming IDs. Those swimmers have no USA Swimming ID in Commit yet. Opening a meet checks SWIMS for new IDs, at most once a day. To check right away, use the refresh button on the SWIMS card (see sync with USA Swimming), then export again. You can also Proceed and send the file without them.

How do I invite more swimmers after creating the meet? It depends on the meet’s invite mode. Under Manual, open Invites and tick swimmers, or use Invite all visible on a filtered list. Under Entire Roster or Invite by Rules, the list keeps itself up to date and the checkboxes are read-only. See create a meet.

A family scratched after entries were billed. Entries lock while a meet invoice exists for the swimmer. Delete the invoice in the meet’s Billing tab, change the entries, and rebill so the two stay in sync.

Who changed this entry? Open Logs and search the swimmer. Every entry added or removed shows who did it, when, and from where.

Do I have to use heats and lanes? No. The switch is off by default and the grid works as a plain entry sheet. Turn it on for dual meets and other meets you host where you seed your own heats.

The grid re-seeded a lane I set by hand. Saving Grid settings re-seeds everything on purpose. Use the Re-seed button instead and choose Keep hand-set lanes.

What do X, B and M after a time mean? X is an exhibition entry, B a bonus entry. Both are set in the entry dialog, and X is also applied to swimmers past the scoring count when seeding is on. M means a coach typed the entry time instead of using a recorded swim. The entry dialog lists its source as “Entered by coach”.

A swimmer is entering unattached. The page menu (three dots, top right) has Set Unattached. Unattached swimmers are exported without your team code.

The meet host wants a specific format. Send the .sd3 for Hy-Tek Meet Manager entries, or the .hy3 when they want heats and lanes too. If a host asks for something else, email us.

The host wants a roster file, not entries. Open People → Roster, click More → Export and tick CSV, SDIF or HY3 (Hy-Tek).

The host’s file shows the wrong middle initial. Entry and roster files use the swimmer’s Middle Initial field. Open the swimmer, go to Profile, click Edit Info, fix Middle Initial, and export again.

Can I lock entries? Close registration in Info & Settings under Registration settings. After that, only coaches can change entries.

The event list is wrong. Fix it in the Events tab: edit any event’s ages, price or cutoffs in the table, Replace event file to load a corrected file, or Reset events to go back to the meet file’s events. Either way, entries on events that didn’t change stay put.

What is the Messages tab? Per-swimmer conversations with parents about this meet’s commitment (“can only make Saturday morning”). It is on when commitment notes are allowed in Registration settings. Replies you write there email the family. For announcements to many families at once, use Send Message from the page menu instead.