Step by step
Work the entries
- Open the meet and click Entries. Three views sit across the top: By Swimmer, By Event, and Relays.
- By Swimmer lists everyone with their age and how many events they’re in. The dropdown above the list filters by status (like Committed), and the search box jumps to one swimmer.
- Click a swimmer to set their events and seed times. What families chose is already here; you can adjust anything. Coaches can always work entries, before or after registration closes.
- Overlay a standard with the + Time Standard chip: each time gets the level the swimmer has achieved, plus the next level and how much they’d need to drop. It’s a display layer for you, not a change to the meet.
- Commit warns rather than blocks you: entering past the meet’s max entries or below a qualifying time asks “Are you sure?” and you can Proceed. Families hitting the same walls are stopped and told to contact a coach.
Build relays
- Open the Relays view (coaches only; families never enter relays) and click Edit on a relay event.
- Add Relay Team creates the next team, named A, B, C in order. Pick the four swimmers; the seed time sums their legs and stays editable, along with heat and lane.
- Or click Auto-generate: tell it how many teams, whether to use only committed swimmers or all invited, and whether relay takeoff times count alongside flat starts. It builds the fastest lineups and overwrites the event’s existing teams, so generate first and hand-tune after.
- A swimmer showing red isn’t committed to the meet. The picker offers to commit them; there’s no relay-only entry.
Check who qualifies
- Open Invites & Qualification Reports. It shows how many swimmers are invited out of your whole roster, and a grid of each swimmer’s times against the meet’s cutoffs.
- Filter by course and gender, flip Qualified only on or off, and switch between Qualification View and Roster View.
- Generate Report exports it to share with your staff.
Send the file to the meet host
- Click Entry File in the top right. That’s the standard entry file meet software reads.
- Entry Report is the human-readable version. Pick the order, filter by gender, session, age group, or group, and toggle relays, summary, proof of time, lanes, splits, and notes. Then Generate Report, Print, or Share.
Commit Swimming - Team Tap the meet right in your Events tab and its sections open, entries included (the full meets list also lives under More → Meets). File exports are best done on the web where you can save and forward the file.
Common questions
A swimmer committed but has no events. Commitment and event entry are separate steps. Enter their events in the Entries section, 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? Open Invites & Qualification Reports: tick swimmers in Qualification View or select them in Roster View. Amber rows are qualified but not invited. A committed swimmer can’t be uninvited.
A family scratched after entries were billed. Entries lock while a meet invoice exists for the swimmer (“Invoice exists” tooltip). Delete the invoice in the meet’s Billing, change the entries, and rebill so the two stay in sync.
A swimmer is entering unattached. The Entries menu has Set Unattached; unattached swimmers are tagged in the event lists and marked in the entry file.
The meet host wants a specific format. The entry file export is the standard file meet software reads. If a host asks for something unusual, email us.
Can I lock entries? Close registration in the meet’s Information & Settings. After that, only coaches can change entries.
The event list is wrong. Fix it in the meet’s Events section: edit any event’s ages, price, or cutoffs right in the table, Replace event file to load a corrected file, or Reset events to start over. See create a meet.
What’s the meet’s Messages section? Per-swimmer conversations with parents about this meet’s commitment (“can only make Saturday morning”). It’s on when parent notes are allowed in Information & Settings. Replies you write there email the family, and unread counts show on the chip. For announcements to many families at once, use Send Message To… from the meet’s menu instead.