SwimTopia allows team and league administrators to create and manage Record Books directly from the admin console. This feature allows users to keep a detailed history of their athletes’ accomplishments, making tracking and sharing top performances easier. Record Books are found under Manage Team/League > Schedule > Record Books.
- Adding a New Record Book
- Creating Events in Your Record Book
- Reorder Events in Your Record Book
- Add/Update Records in Your Record Book
- Exclude Records From Your Record Book
- How-To Video: Creating and Managing Team Records
- Additional Resources
Adding a New Record Book
To get started, click the green + Add Record Book button. This will bring up the configuration options for your new Record Book.
Record Book Type (Team/Pool) & Configurations
1. Name and Abbreviation:
- Choose a name and abbreviation to distinguish your Record Book, such as “Team Records” or “Pool Records.” Be sure to use your team initials in the abbreviation (e.g., LHTR for “Lake Hills Team Records”) to differentiate your book when managing records across multiple teams.
2. Track top # records per event:
- Use this feature to display the top 1, 2, 3, 4, 5, or 10 records per event. Remember that an athlete or relay team can only hold one place per event at any given time, even if they break their own record multiple times.
3. Team Records:
- When “Team Record” is selected, only athletes from your team will appear in the record search, allowing you to create team records.
4. Pool Records:
- When “Team Record” is deselected, records from any athlete at your meet (only if run in Meet Maestro) will be suggested, allowing you to create pool records.
- When searching for new pool records, select only home meets; otherwise, results from away meets will be suggested also.
- If you would like to enter a new pool record for a visiting athlete in a meet that was not run in Meet Maestro, you will need to manually enter the record.
5. Shared with member organizations (League Sites):
- Share league record books across all teams within the league. These books will be read only on individual team sites, with updates and deletions restricted to the league site.
6. Locked Settings:
- This section contains settings that cannot be modified after the record book has been created to ensure the integrity of the broken records. A new record book would need to be created if a selection is made in error. Be sure to review and confirm these selections before finalizing your record book.
- Course (pool length) – filters which records will be included based on the pool length.
- Include converted times – if checked, the system will convert times from other pool lengths to include in the record book.
- Match individual records using athlete/event age and competition category– determines whether a record that an athlete achieved while in a swim-up event will be displayed under the athlete’s age group or the event’s set age and competition category (Male/Female).
- We suggest matching by athlete (the default) to avoid missing records if, for example, your age group in your record book is 15-18, and the event at the meet is called 15&Over. Or, if the host ran a mixed event, but you only have Boys and Girls records.
- Allowing records from lead-off relay legs, exhibition swims, and unofficial meets are the last three checkboxes. If lead-off relay legs are allowed, they can make records for equivalent distance and stroke individual events. Lead-off relay legs and exhibition swims are checked by default, and the unofficial meets are not checked.
Creating Events in Your Record Book
Once your Record Book is configured, it’s time to add events. This image shows a fresh record book with no events added yet:
Click on the name of your Record Book to get started. You’ll see two options for adding events:
1. Copy Events – Meet Template: Import events from an existing meet template to quickly populate your Record Book.
2. Add Event: Manually create new events from scratch, whether they are individual, relay or dive events.
Reorder Events in Your Record Book
After events are added, you can reorder them by dragging and dropping them into the desired order using the square dots to the left:
Managing Your Record Books
Once your Record Book is set up, it’s time to start tracking records. There are two primary methods to add records to your book:
1. Manually Adding Records: If your records are not associated with a past meet within SwimTopia, you can manually enter them. Simply click + Add Record within the event to input details such as time, date, and record holder.
2. Searching Meets for Records: After a meet, update your Record Book by searching your team’s meet history. Use the Find New Records button to browse meets from any date range and choose which records to add to your book.
All potential new records will be listed for review. You can choose to Add or Exclude these records one at a time:
Or, you can add all new records at once:
Excluding Records
If a record appears that you’d prefer not to include it in the record book or see it in future searches, simply click the “Exclude” button next to it in the list of found records. You will have the option of adding a note to capture the reason for the exclusion.
The record will then be excluded and moved to the Exclusions tab at the top of the record book for easy reference.
If you change your mind and want to allow the record to be part of the record book, find the record in the Exclusions tab, then click the pencil icon on the exclusion and delete it with the trash icon. This will clear the exclusion and add the record to the book if all records were added in the automatic finding process.
Record Search vs. Manual Creation
When a record is added to the record book using the “Find New Record” option, a Result ID with a clickable link (directing you to the meet where the record was achieved) is displayed. Manually added records, however, will not have a Result ID.
Displaying Records on Your Website
Teams with SwimTopia Premium can display their Record Books on their websites using the Records Snippet. This allows members and athletes to see top performances and track new records. See our separate post for more information: Showcase Your Team’s Record-Breaking Moments: A Guide to Displaying Records on Your SwimTopia Site
Including Records in Meet Maestro Meets
When running meets through Meet Maestro, you can include Record Books during the entry merge or post-merge. Records added to the meet can be included on your Heat Sheets, Psych Sheets, Records, Record Breaker Labels and Results reports. This allows the records to be displayed during the meet for reference and tracking. Read more about this here: Effortlessly Track and Celebrate Record-Breaking Swims at Your Meets
Records Reports
Generate reports based on your Record Books from the Reports Tab under Manage Team > Athlete Performance > Records. This is particularly useful for tracking which athletes are breaking records and when.
How-To Video
For more detailed instructions on creating and managing your Record Books, please watch the following video:
Additional Resources:
By utilizing the Record Book feature in SwimTopia, you’ll be able to showcase your team’s history of excellence while maintaining an organized and easily accessible system for tracking and updating records. Whether you’re managing individual or pool-wide achievements, this feature provides a comprehensive solution for capturing and celebrating top performances. You may also find the following information helpful while managing your team (or league) records:
- Effortlessly Track and Celebrate Record-Breaking Swims at Your Meets
- Showcase Your Team’s Record-Breaking Moments: A Guide to Displaying Records on Your SwimTopia Site
- Creating a Record Book
- Managing a Record Book
- Records Snippet – Display Record Books on your Website
- Meet Maestro Settings – Benchmarks (Records & Time Standards)
- Meet Maestro Pre-Meet Reports: Records
- Meet Maestro Post-Meet Reports: Record Breaker Labels
Published 11/02/2024. SwimTopia regularly releases new features, enhancements, and updates. Please visit our Help Center for the latest information on MEET MAESTRO™ – RUN YOUR MEETS and Benchmarks (Records & Time Standards)
