Meet Entries & Event RSVPs

Save Time Managing Swim Meet Entries and Data

SwimTopia’s team management solution helps you prepare for swim meets by easily gathering your swimmers’ meet declarations online. SwimTopia also helps you manage other events, like team social functions. With either SwimTopia or Meet Maestro accounts, coaches can create the meet lineup and automatically generate all the relays for a meet with one click. Then your team works with Meet Maestro™ or other meet management software to run your meets.

Simply create meets from event files (EV3)
Define your meet participation rules
Parents declare attendance and sign up for events
Efficiently create meet & relay entries
Import results to update your reports
Manage social event RSVPs and jobs

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swim team management meets events ev3 hy-tek compatibility
Simply Create Meets from Event Files (EV3)

When setting up your swim meets in SwimTopia or your Meet Maestro account, you can begin by importing the necessary event information from an EV3 file if you have one. You can then set up meet templates, with all your team’s entry, seeding, and scoring rules defined. Meet templates help you create new meets as easily and quickly as possible, without needing to repeat all the steps for each meet.

Define Your Meet Participation Rules

We have you covered when it comes to meet participation rules. You’re able to mark meets as “unofficial,” specify swim up rules, limit the number of events swimmers can enter, set qualifying times, mark events as exhibition only, require entry times from official swim meets only, and more. We have the options you need!

Meets - Entry Rules - magnifier
swim team management meets events
Parents Declare Attendance and Sign Up for Events

For teams that use SwimTopia for team management, we take the paperwork and uncertainty out of creating the meet lineup by allowing parents to declare attendance online. Options that can be switched on OR off include letting swimmers choose events for a meet, elect to be available for relays, specify if they’re arriving late or leaving early, and leave a note. Coaches have all the information they need.

Efficiently Create Meet & Relay Entries

Coaches use our revolutionary Meet Entry Matrix to select or edit swimmers’ events. Mouse over a column to sort fastest to slowest, or over a time to see the meet and date it was swum. Relays for an entire meet can be selected with one click using prespecified selection criteria. Easily export the lineup in .hy3 or .sd3 format.

swim team management meets events
Import Results to Update Your Reports

Meet results are easy to import into SwimTopia or Meet Maestro accounts so that all your performance reports and time history information stays up-to-date. Use Meet Maestro™ (included in the price of SwimTopia) or other meet software to generate heat sheets, print ribbons, and record results, then import the results when you’re done. SwimTopia is compatible with the native HY-TEK file format.

Manage Social Event RSVPs and Jobs

Swim meets aren’t the only fun swim teams have! Often teams organize other outings, events, or awards nights. SwimTopia allows you to create and track non-meet events so you can provide event information, collect RSVPs and even collect payments for events online.

Woodneath Whitecaps Swim Team Logo
We held three virtual meets, using Meet Maestro for each one. Our opponents for each of those meets were on different team management platforms, but were able to successfully use Meet Maestro with us. When the conversion worked smoothly and both teams could see results “live” as they were entered, we all felt pretty giddy!
Shea H.Woodneath Whitecaps