Creating meet entries in SwimTopia is designed to be straightforward and efficient for coaches. With user-friendly tools and features like the Meet Entries Matrix, coaches can quickly review, edit, and finalize event signups. Whether it’s sorting athletes by seed times, adjusting entries in bulk, or managing swim-ups, SwimTopia makes the entire process seamless, saving coaches time and ensuring accuracy for each meet.
- Meet Entries Matrix
- Individual Entries
- Relay Entries
- Swim-Up Entries
- How-To Videos:
- Create Individual Entries
- Create Relay Entries
Meet Entries Matrix
Navigate to Schedule > Meet Name > Entries to view the meet entry matrix, which shows all meet entries for your roster by age group. You can sort this view by clicking on any column header. For example, sorting by event will place the fastest times at the top. Additionally, you can view and edit all entries for an age group at once by clicking “Edit Entries” (details below).
Meet Entries Matrix Color Indicators
Hover over an athlete’s name to view their status, or refer to the following color guide:
- Light Green: Declared to attend but not entered in events
- Dark Green: Attending and entered in events
- Grey: Not attending, not available for early/late relays, or not eligible/qualified for an event (indicated by a red circle with a line)
- Orange: Entered but not qualified
- White: Undeclared
Other indicators include:
- “X”: Exhibition Swim
- “A”: Alternate
- “B”: Bonus (does not count against entry limits)
- #/#: Manual heat and lane assignment
Not eligible/qualified/available
Swim-Ups Indicator
Swim-up events for athletes are displayed in the right-most column for both Individual and Relay events. The Relay shows which relay and which position in that relay. If the position is 5 or higher, that Athlete is an alternate.
Individual Athlete Entries – Detailed View
Click the pencil icon next to a swimmer’s name to manually edit their entries, heat and lane assignments, seed times, meet attendance status/preferences, or to enter swim-up events. For custom times, simply enter the new seed time manually.
To manually set heat and lane assignments, type the heat number, followed by a forward slash, and the lane number. For example, to assign heat 2, lane 4, type “2/4.”
Be sure to save any changes!
Meet Entries by Age Group – Bulk Entry View
You can edit all entries for an age group in bulk by clicking “Edit Entries.” Sorting by event, for instance, will list athletes from fastest to slowest by seed time. After making selections, only participating athletes will be entered when you click “Save Entries.”
Note: Bulk editing is not available for multi-session meets or manual heat/lane assignments. You can edit individual entries or assign heats/lanes by clicking the pencil icon next to each athlete’s name.
Relay Entries
SwimTopia lets you automatically generate relay teams according to your relay preferences (set in Team Preferences) by clicking the “Generate Relay Teams” button. This selects the fastest combinations for all relays in the meet. To learn more about how this works, check out Relay Generation Guidelines.
Alternatively, you can manually create relays by selecting “Add Relay Team.” Many coaches prefer manually selecting A relays and then using the automatic generator for additional teams.
Swim-Up Entries
Swim-ups allow capable athletes to compete against older athletes, both individually and in relays. Ensure that your meet is configured to allow swim-ups under Meet Setup > Entry Rules for individual and relay events.
Designating Swim-Ups
To set an athlete’s entry as a swim-up, you’ll need to click the pencil next to the athlete’s name. You’ll be presented with the entries for that athlete. The default view is to see “All” swim-up options.
Click the checkboxes for the Events you want to enter the Athlete in and any of the Exhibition, Alternate or Bonus events and click “Save”.
Swim-up Athletes – Entries Matrix Display
Athletes set or available to swim up will be designated by highlighting of their names with an up arrow.
When you first access this age group, you may see swim-up athletes already displaying. This would be the case if they were set to swim up in an event in this age group in individual or relay events.
“Show all swim-up athletes” Checkbox
If you check the Show all swim-up athletes checkbox, you will then see every athlete that is available to swim up in an event, including the athletes already set to swim up.
How-To Videos
To see this process in action, check out our helpful How-To videos:
By efficiently managing your meet sign-up process with these tools, you’ll ensure a smooth experience for both team administrators and parents.
More Resources
You may also find the following articles valuable while setting up your athletes’ sign-ups and meet entries:
- Meet Reports
- “The Magic of The Marge” – Effortless Meet Creation in SwimTopia
- Take the Hassle Out of Swim Meet Athlete Signups: Easy Steps to Streamline the Process
- Meet Entries and Results Workflow
- Meet Entries
- Seed Times: FAQs & Configurations
- Automatic Relay Generation and Settings
- Swim-Ups for Individual and Relay Entries
- Exhibition Events & Athletes
- Team Meet Entry Preferences
- Schedule – Meets/Events & Templates
Published 09/25/2024. SwimTopia regularly releases new features, enhancements, and updates. Please visit our Help Center for the latest information on Schedule – Meets/Events & Templates.
