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Meet Management Swimming Software: 7 Ways to Make Meets Easy

Swim meets are the culmination of everything your swimmers have been working for and some of the most highly anticipated moments of swim season. As the event date nears, excitement builds, and swimmers work extra hard to fine-tune their performance. If you’re responsible for meet management, swimming details likely leave you feeling the same anticipation—along with some anxiety.

Swim meets are dynamic events that unite swimmers, coaches, and volunteers in the spirit of competition and camaraderie. Yet, the logistical demands of organizing and managing these meets can be overwhelming without the right tools. 

When you’re responsible for everything from event sign-ups to relay planning to event safety, a swim meet can seem more like chaos than a carefully planned sporting event. Luckily, with the right swim software, you can transform the process to make it more streamlined and efficient. Meet management swimming software enables you to take logistical and organizational hassles out of the equation and make meets easier for everyone involved.

What Is Meet Management Swimming Software?

Meet management swimming software is a type of software designed to streamline the requirements of preparing for and holding a swim meet. Modern meet management platforms are typically cloud-based to enable quick and easy communication. These software offerings often combine an online platform with a paired mobile app for increased flexibility and convenience, enabling improved function in a meet environment.

Related: Meet Maestro: Make Meets More Manageable

Meet management swimming software offers valuable tools to enable coaches and team administrators to simplify meets. It can improve communication and information flow for parents, volunteers, and fans. The best meet management software is designed to help with every aspect of swim meets, starting with entry creation and finishing with final scores. 

7 Ways Meet Management Software Can Make Meets Easy

Cloud-based meet management swimming software is designed to eliminate many of the manual tasks associated with meet setup while improving communication between team administrators, parents, and volunteers. During meets, information can be entered in real-time to keep all participants up to date on each event. When paired with a mobile app, users can keep up with the action from wherever they are. Here are some ways meet management swimming software can simplify your meets this swim season. 

#1: An Easy Setup

Setting up a meet manually requires coaches or team admins to input meet rules and information regarding each event’s requirements and who will participate. The process can take hours and is subject to errors and inconsistencies. 

With meet management software, you can use templates and merge files to simplify every aspect of setup. Begin by creating a meet template that includes scoring rules, swim events, and seeding. The template eliminates the need to repeat setup steps for each meet and helps avoid inconsistencies. 

Since templates can be created for individual teams or entire leagues, they can be applied to all meets sharing the same settings. The software can then automatically seed and score the meet based on the rules in the template. 

Cloud-based meet management swimming software also drastically improves communication with other teams entering the meet. The traditional process of emailing meet entries back and forth is time-consuming and creates confusion when trying to track which file is most recent. Communication with teams using the same software is reduced to a single click that merges entry files. You can then upload entry files from teams using alternative software options to provide a complete and accurate meet lineup.

#2: Simplified Meet Signup

Swim meet entries are a combined effort between coaches, parents, and volunteers. The process can quickly get messy if you depend on paper documents. When swimmers and parents are responsible for turning in declarations, and you’re collecting them at various times and locations, paperwork can easily be forgotten or misplaced. 

Swim management software takes the paperwork and uncertainty out of creating your meet lineup. Parents can declare attendance online once the meet is set up and rules are defined. With the right features, swimmers can choose the events they’ll participate in and elect to be available for relays. You’ll have all the information you need to finalize plans for the meet without confusing back-and-forth communications.

#3: Improved Flow of Information and Better Communication

A successful meet begins with pre-meet planning and isn’t complete until the final scores are accurately relayed. A lot can change during this time, making communication a crucial factor of success. When paired with a mobile app, meet management swimming software gives coaches and team administrators a seamless way to communicate with parents, swimmers, and volunteers. 

Pre-meet communication can include document sharing, push notifications, and heatsheets so all participants will be adequately prepared. Push notifications are ideal for sending out new information or schedule changes to a specific group or the entire team. 

Volunteer signup is simplified when you set up the system to allow parents to sign up for the full season during registration or with meet entries. Once the heat sheet is set up, you can choose when to share the information with parents. When parents have access to this information early, they can prepare their swimmers for the meet, reducing requirements upon arrival time. 

#4: Customized Reports

Data management is a critical part of swim meets, and a poor system can lead to lost or incorrect information. Meet management swimming software with robust reporting functions can help create, file, and easily locate all types of reports and records related to every meet of the season. Meet management software can help you handle your reporting requirements in several ways. 

  • Track volunteer needs based on each meet or the entire season with reports that allow you to see which positions need to be filled and volunteer frequency. 
  • Customize pre-meet and post-meet reports, including heat sheets, session reports, check-in sheets, results, award labels, and team scores.
  • Easily track records with searchable record books and automatic updates of broken records.  
  • Find any pre or post-meet report exactly when you need them with a few clicks.

#5: Access from Anywhere

Cloud-based software can be used on any connected device, making it easier for volunteers to coordinate information. Without an online solution, teams may be restricted to a single meet computer, making data management challenging and time-consuming. Software that is accessible through a web browser requires no software installations and can be run on multiple computers at the same time. Volunteers can bring their own laptops to add as many computers as necessary for the administration team to speed up data entry, run reports, and generate labels. 

#6: Integration with Critical Software Applications for a Streamlined Process

With so many moving parts and volunteers involved, controlling the chaos of any swim meet can be challenging. Swim teams might cobble together a series of software offerings to handle entry finalization, meet communications, swimmer times, reports, and records. The process can require frequent manual updates and importing files before and after meets. When you use a meet management platform with robust integration capabilities, you can prepare for and run the meet seamlessly with fewer volunteers and minimal potential for inconsistencies. 

Related: SwimTopia New Features: Heat Sheet Indicator

Compatibility with EV3 files and options for setting up meets make it easy to import entry files and merge meet entry information. During the meet, integration with wireless timing systems significantly reduces volunteer requirements for managing and reporting data. 

With wireless timing systems, timers only need to stop the clock, and computer operators no longer have to enter data manually. Event results are automatically published to the system, allowing parents and fans to immediately see scores. Result finalization can be completed at the meet with a single click that automatically loads the results into the platform. 

#7: Connected Swim Fans

When your meet management software is paired with a mobile app, you’ll gain all the benefits of improved communication and happy spectators. Parents, fans, and swimmers can access the app from their phones to get an instant, personalized view of upcoming meet information, signups, and swim history. During the meet, the app can send out reminders when a swimmer’s event is coming up and provide real-time information about how the meet is progressing. 

Users can see scores immediately after an event to cheer on their favorite swimmer. Parents trying to time their arrival at the pool and fans who can’t make it to the meet can stay updated at all times. Coaches and team admins enjoy a seamless transition from one event to the next without the need to worry about frequent updates and data entry.

Choose the Right Software to Make Your Swim Meets Easy

From pre-meet tasks to final scoring, swim meets require careful attention to detail for success. To manage the requirements effectively, you need a comprehensive meet management solution designed to handle the rigorous requirements of a busy sporting event. Meet Maestro offers everything you need to run your swim meet seamlessly, from meet setup to final scoring and everything in between.With a host of features designed to improve communication and save time, coaches and team admins can concentrate on value-added tasks that support swimmers in their preparations for competition. Wondering how Meet Maestro can make your meets easier this season? Get in touchsee a demo, or get started right away.