Thank you to everyone who was able to attend our training this past Wednesday! I want to send you all the information that I covered, which is all very thoroughly covered in the following links in SwimTopia’s online help center. I’m including the particulars that we also discussed for our league.

As I’ve sent this through the SwimTopia Communications channel, you can also find this information on our league website under “Recent News”.

If anyone would like to meet in-person or via zoom, I’d be happy to run through the same things that I did on Wednesday. Just let me know if you prefer weekdays/weekends/days/evenings.

Looking forward to our season!

Kerry

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First, we reviewed the overall Swim Meet Workflow, which can be found here: https://help.swimtopia.com/hc/en-us/articles/202094746-Meet-Entries-and-Results-Workflow

This section covers the overall workflow of the meet, from configuring your meet signups all the way through reports after the meet is completed. It has different links along the way to give more details (3 of which we covered Wednesday and are included here for you as well).

• As we discussed, please make sure to complete your admin setup under the ‘Status’ page for each meet, which is where you set the dates your entries and job signups open and close.
• You will also want to set up your teams “Meet Entry Preferences” (found under “Settings” in your Admin View). This is the information that your team will see for every meet as they are signing up this season.
• One particular item within “Meet Entry Preferences” for the option to “Allow parents/athletes to select/suggest individual events” can affect your ability to Auto Generate relays. If parents are allowed to select events, then they will be able to select up to the max number of events (in the big league, that’s 4) then those swimmers will not be pulled into relays if you auto-generate them. We discussed either leaving this setting off and having parents give “Coach Notes” or asking parents to only select a certain number (although in that case, the system won’t prevent them from picking too many).
• There are many settings that are grayed out and locked because they are set at the league level via the league template. If at any time this is causing you a problem, please let me know and we’ll work through what needs to adjust.
• Linking is done automatically via the league settings. Please do not un-link or change any of these settings!

Next, we walked through some examples and key information on how to set your entries after parents have finished signing up swimmers (step #3 in the workflow). That can be found here: https://help.swimtopia.com/hc/en-us/articles/360004068251-Meet-Entries

Third, we walked through what happens when both teams entries are finished and set to locked - this is when the meet is built in Meet Maestro, our new meet software. That can be found here: https://help.swimtopia.com/hc/en-us/articles/360008589891-SwimTopia-Meet-Entries-Ready-to-Merge

• The Merge/Export portion will eliminate the need to email entries to each other. Both teams have to lock entries before the meet can be combined and built in Meet Maestro. When that happens, the home team has to make all changes directly into Meet Maestro. Admins from both teams will have access to view entries, reports, etc - but changes should be managed solely by the home team.
• As this is a web-based system, unauthorized changes are discoverable based on login information. Cheaters will get caught!

Last, we reviewed how, at the end of the meet, to finalize in Meet Maestro. That information can be found here: https://help.swimtopia.com/hc/en-us/articles/360010265672-Meet-Maestro-Settings-Finish-Export

I had the following open questions that I’ll work on to get answers. I’ll let you all know when I find out:

• How do we set which event is the live/active event that is sent to parents via the SwimTopia app?
• What happens if a job template is changed and applied after parents have already signed up for jobs? Are the signups wiped out?
• Could we ask for a feature update in the relay screen to drag/drop swimmers instead of having to remove and re-add them?
• Can we combine events of same distance/age/stroke into mixed events (to speed up the meet) and then separate later for scoring? If so, how do we do this?