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.
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

Work the entries by swimmer

Open the meet and click Entries. The view picker on the left offers By Swimmer, Grid, Relays and By Event. Commit remembers the view you used last on this team and opens it next time.
By Swimmer 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.
Click a swimmer. The card has Commitment, Events, Messages and Logs tabs. Events shows Current relays, Current entries and Available entries, with Enter all available events for a full card.
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.

Use the Grid

Pick Grid in the view picker. Swimmers run down the side, 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 or Remove entry. A red time is outside the event’s cutoffs. X after a time means exhibition, B means bonus. 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 list the relay letters. Click one to Add to a relay, start a New relay or Open in Relays view. The bolt icon on a relay header runs Auto-generate fastest relays.

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

Open the Relays view and click Edit relays on a relay event.
Add relay team creates the next team, named A, B, C in order. Pick the swimmers; the seed time sums their legs and stays editable, as do the heat and lane. Only include committed and This session’s commitments only are on, so a swimmer who committed to Sunday only does not appear in a Saturday relay. Show flat times only hides relay takeoffs.
Or click Auto-generate: choose the Number of relays, whether to use Only committed swimmers or All invited swimmers, and Flat starts only or Include relay takeoff times. It builds the fastest lineups and overwrites the event’s existing teams, so generate first and hand-tune after.
A swimmer who is not committed shows in red. The picker offers to commit them; there is no relay-only entry.

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.
If committed swimmers have no entries, Commit stops and lists them first; Proceed downloads anyway.
Entry Report is the human-readable version. The chips set Order, Gender, Session, Age Group, Groups, Reg Group, Age Info, ID Info, Comp Category, Relays, Columns, Summary, Proof of Time, Lanes, Splits and Notes. Generate Report offers a Visual Report (PDF) and Data Export (XLSX) by event or by swimmer, Print prints, and Share copies a public link the host can open without logging in.

See who changed what

The Logs tab lists every commitment answer, session change, entry and invite, with who did it and when. 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. 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.

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 and B 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.

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.

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 start over.

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.