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5 Benefits of Meet Management Software for Successful Swim Meets

Children can begin participating in competitive swimming as early as five or six years of age. For parents, this can mean a lot of time spent at practices while entering the complex world of swim meets. As a parent new to the world of competitive swimming, attending those first few swim meets can be overwhelming. There’s a lot to learn, many people, and endless activity. 

New parents may feel like they are learning a foreign language, and keeping up with their own swimmer’s activity is a challenge of its own. You need these parents to get acclimated and join you in investing in the swim team. After all, it’s coaches, volunteers, and parents together that work hard to develop successful and enjoyable swim seasons. 

Effective meet management software is a valuable tool that can help facilitate communication, set clear expectations in various areas, and streamline the process for a seamless and successful swim season. Below are five benefits of meet management software for successful swim meets. 

What is Swim Meet Management Software? 

The ideal swim meet management software is a web-based platform that can be used by coaches, team administrators, parents, volunteers, and fans to streamline swim meets. The most effective solutions combine an online platform with the use of a paired mobile app for added convenience and access to real-time information during swim meets. 

Modern meet management software can help with every aspect of swim meets, from creating entries and gathering declarations to keeping track of heats and getting scores in real time. It can eliminate hours of work for coaches and improve the participation rates of volunteers. 

Related: Meet Maestro: Make Meets More Manageable

The enhanced communication between team admins and parents can reduce stress leading up to a meet and ensure swimmers are well prepared. The best solutions are easy to use without training and offer a variety of features that work to keep all the moving parts of a swim meet working properly. 

5 Ways Swim Meet Management Software Improves Swim Meets

The features provided in swim meet management software can vary by provider. However, the most robust solutions will offer substantial benefits that reduce time requirements and enhance the overall meet experience. Here are just five key benefits of comprehensive swim meet management software. 

Benefit #1: Easy and Consistent Swim Meet Creation

Meet management software that integrates the use of EV3 files makes it easy to import information to set up meet templates with your team’s entry, seeding, and scoring rules defined. Once templates are developed, coaches can create new meets quickly and easily without needing to repeat all the steps for each meet. During meet setup, you can define participation rules to categorize the meet, direct how many events swimmers can enter, set qualifying times, etc. 

Some meet management software enables parents to declare attendance online and even make choices about the events swimmers will race. Once you have all the information in place, setting up relays for an entire meet can be as simple as selecting event criteria and clicking a button. 

With the ability to import and store all the necessary information, setting up meets is quick and easy. When the platform is paired with a mobile app, meet information can be instantly communicated with parents. 

Benefit #2: Improved Communication with Swimmers and Parents

Swim team websites are a great tool for sharing information and accommodating specific tasks like registration or payments. Yet, they’re not ideal for direct communication, especially when swim meet details can change at the last minute. 

Meet management software with a communications center can enable coaches or team administrators to communicate with parents and swimmers through emails and alerts. Communications can be directed to individuals or groups, and some options enable communication directly from reports. Parents can get alerts about schedule changes, meet entry details, and payment or registration confirmations.

The information received will always be audience-specific, as senders can select recipients from pre-defined groups or directly from reports. You can send information to upcoming meet participants about who is attending or volunteer roles that still need to be filled. Avoiding redundant or irrelevant communications helps ensure important meet information is never overlooked.

Benefit #3: Tools That Keep Everyone in the Know

A mobile swim meet app can give all swim meet participants the tools they need to navigate the chaotic atmosphere of the swim season—and live swim meets. Even in the best of circumstances, paperwork can get messy. With a mobile app, everyone from volunteers to parents and swimmers can access all information about a meet from one convenient location. 

Swim families can quickly access meet entries, volunteer signups, and swim history at any time. Parents can remotely sign up for meets and volunteer positions and receive related notifications. 

When it’s time for the meet, the ideal mobile app can deliver unrivaled convenience with real-time information. Parents can access full heat sheets with estimated start times that update as the meet progresses. As their favorite swimmer’s event time approaches, they can get reminder notifications to help them get to the right lane in time to spectate. 

Some apps even have live event indicators that provide updated information about what’s happening in the pool in real time. If a volunteer is away from the pool or a parent is juggling multiple swimmer schedules, they can follow the swim meet’s progression in real time from a mobile device. 

Related: Mobile App Madness – SwimTopia’s Live Event/Heat Indicator

A live event/heat indicator is also a valuable feature for fans who can’t make it to swim events. If relatives live far away or a parent is unable to get away from work for a meet weekend, they can follow the action remotely for current event and heat information, including results and scores.

Benefit #4: Accurate and Comprehensive Record Tracking

Record-setting opportunities motivate athletes to expand their boundaries and accomplish more. Platforms that have team record history capabilities help swimmers develop friendly competitions and share their accomplishments with others. However, creating and maintaining accurate records is often easier said than done. Meet management software that includes record histories makes setting up and updating them easy. 

Coaches should be able to import information from meet templates to eliminate the tedious task of defining the list of events to be tracked. Once the information is in the system, team admins should have the ability to automatically track events and search for new records with the click of a button. When new records are achieved, they can be added individually to record books or all records can be updated at once. 

Benefit #5: Increased Excitement and Engagement

Swim meet management software provides all meet participants with a way to streamline tasks and share information about meets, from planning until after the final scores are delivered. This can be invaluable in a busy environment where things are always changing. When parents have consistent access to meet entry details and push notifications related to meet days and other events or team elements, they can keep swimmers on track and on schedule. 

A dynamically updated timeline provides scores in real-time, including improvements, place, and points, so swimmers can immediately see how they’ve improved, and spectators can cheer them on. In a nutshell, meet management software puts all the working parts of a swim meet in a convenient location so swimmers can concentrate on what they do best and supporters can applaud their efforts. It eliminates confusion and keeps everyone on the same page for a successful swim meet enjoyed by swimmers, volunteers, parents, and spectators. 

Take Your Swim Meets to the Next Level with the Right Meet Management Software

Swim meets are often described as chaotic. There’s a lot to know, including the many rules and regulations that shape the sport. While it’s likely that swim team participants have no desire for a dampened swim meet experience, managing the chaos is necessary to achieve the highest levels of success. 

Meet management software eliminates many of the manual tasks associated with running swim meets, so coaches can spend more time focusing on the team’s efforts. It simplifies communication so team admins, parents, and volunteers are on the same page. The best swim meet management software streamlines meet management so swimming takes center stage and excellent planning works its magic in the background. 

Meet Maestro from SwimTopia is modern and intuitive swim meet management software that runs on any computer and is packed with features that enhance the meet for participants. It’s intuitive and easy to use, so members can easily access all the information they need to support their favorite swimmers. 

With a fresh modern interface and a convenient mobile app, Meet Maestro streamlines the details of a meet to tame the chaos and increase excitement. Wondering how new technology can revolutionize your team’s swim meets? Contact us to learn more about our software and to watch a recorded demo or start your free trial.