Link a meet across sibling teams and combine entries

Link a meet when you add it

1. Open Meets → Entries and click New meet. Fill in File, Meet Information and Invited Swimmers as usual (see create a meet).
2. The Teams step (“Going with other teams?”) shows when you have other teams to link. Your own team is ticked. Tick each team going to the meet. With a long list, type in Find a team.
3. Add to these teams lists teams where you edit meets. They get the meet right away. If one of them already has a meet on those dates, pick Link their meet or Add a copy of this meet instead.
4. Invite these teams lists teams on your billing account or with your team code that you don’t edit meets on. A coach there who can edit meets has to accept.
5. On Review, the button reads Add meet to 2 teams (or however many). Each team then picks its own swimmers on its Invites tab.

Link a meet you already have

1. Open the meet, click the three-dot menu in the top right and pick Link to Other Teams.
2. Tick the teams to link. Teams with your team code come first, then teams that have a meet on those dates.
3. A team whose meet has the same name on the same day (or the same event file) starts on Link their meet. Pick Add a copy of this meet instead if that’s the wrong meet.
4. Click the button at the bottom. It says what will happen, like Link 1 team, Add to 1 team or Send 1 invite.

When another team invites you

1. Coaches with Meets access get an email and an alert (and a push in the app). The invite also shows as a blue banner at the top of your Meets list, naming the team, the meet and its dates.
2. Click Review invite. Only coaches who can edit meets see the button.
3. Under Which of your meets is this?, pick the meet you already made, or the last choice, None of these, to add their meet to your meets. If you have no meet on those dates, Commit adds a copy.
4. Click Link meets, or Decline. The other team can send a declined invite again.
5. Commit opens your meet. Pick your swimmers on Invites.

See and manage the link

• The meet’s header shows a pill: Linked · 2 teams, or Combined · 2 teams once entries are combined. While an invite is open it says Invite sent (or Invite declined).
• Click the pill to Open another team’s meet, cancel an open invite (Cancel invite to …), invite a team again after a decline, Link more teams or Unlink this meet.
• On the Meets list, a linked meet has a Linked · 2 teams or Combined · 2 teams chip.

Edit a linked meet

1. On Info & Settings, a line at the top says which teams the meet is linked with. Edit a card and click Update.
2. If you also edit meets on the other team, Commit asks Also update …? and lists each change as old value → new value. A change starts unticked when that team already changed the setting on its own meet (marked Changed on their meet).
3. Click Save on both teams (Save on 3 teams with three), or Only this team.

The Meet Type buttons save right away. The message that follows has a Copy to … button for the other team. Changes on the Events tab apply to your team only, and the tab says so. If you can’t edit meets on the other team, their meet keeps its own settings.

Unlink a meet

1. Click the pill and pick Unlink this meet, then Unlink.
2. Every meet stays as it is. You stop getting the copy prompt. If entries were combined, your entries leave the combined file and share link. Any other linked teams stay linked with each other.

Deleting a linked meet deletes only your team’s meet. The other teams keep theirs.

Combine entries

Combining needs two things: every linked team has the same Team Code and LSC Code in team settings, and every team turns it on.

1. Open the meet. A banner on Overview says the other team is also on your club code, with a Combine entries button. Or click the pill and tick Combine our entries.
2. Commit asks first. Once every team turns it on, coaches on the other teams see your swimmers’ names, ages and seed times for this meet, and you see theirs. Click Combine entries.
3. Until every team is in, the pill and the banner say who you’re waiting on. When the last team turns it on, the pill reads Combined · 2 teams, a Combined tab appears, and Entry File at the top becomes Combined File.

Each team still enters and bills its own swimmers. Seed times follow each team’s own entry rules, like its eligible times date. If the codes don’t match, the pill shows each team’s code and the checkbox is greyed out.

The Combined tab

• Combined entry file shows a status (Waiting on 2 teams, Ready to send or Fix before sending), the club code and totals, the Combined entry file and Share link buttons, and Refresh.
• Teams lists each team’s swimmers, entries and relays, which one is the Lead, and whether it’s Editing or Final. When your team’s entries are done, click Mark final. Reopen sets them back to editing. You can only mark your own team.
• Lead team picks whose name and address go in the file header. The lead’s relay letters and entries come first.
• Checks lists what Commit found while putting the entries together:
  • Red: two teams’ meets use the same event number for different events. The file can’t be downloaded until the events match.
  • Amber: an event on only one team’s meet (it goes in the file as its own event), a swimmer entered by two teams (the file keeps one entry and says whose), a swimmer on two relays in one event, and swimmers without a USA Swimming ID, by team.
  • Blue: relays that get a new letter so letters don’t repeat across teams. Click Show for the list.
  • Green: the checks that passed.
• The team buttons (All teams · 51, one per team) filter the entry report below. With All teams, each event is one list by seed time, with each swimmer’s team next to their name.

Download the file and share it with the host

1. Click Combined entry file (or Combined File at the top). If a team hasn’t marked its entries final, Commit warns that they can still change. Click Download anyway or Cancel.

2. The zip has the same files as a regular entry file, under your club code. See entry files.

3. Need only your team’s file? Open the three-dot menu and pick … Entries Only (it shows your team’s name).

   

4. Click Share link for a page the host can open: every team’s entries by event, with team names, and a Combined entry file button. Nobody can change entries from it. Click Copy link or Open.

   

   

If you stop combining, each team goes back to its own entry file, and the link shows one team’s entries again.

Relays and billing

• A relay stays on the meet of the team that made it. In the combined file, other teams’ relays take the next free letters.
• With entries combined, the relay builder lists the other teams’ swimmers too, each with a team tag, so you can put them on your relays.
• A relay leg is billed once. If the swimmer is on the roster of the team whose meet the relay is on, that team bills it. If not, the swimmer’s own linked team bills the leg at its own relay fee, on its meet’s Billing tab. Invoices wait until those legs load. See meet billing.