Welcome to Swimcloud! This guide is designed to get you up and running as quickly as possible.
You do not need to learn everything at once. Most coaches use a small part of Swimcloud at first and expand over time. This guide focuses on the core workflows you’ll use during a typical season.
Each section includes brief explanations and links to help articles if you want more detail.
1. Set Up Your Coach Account
Start by creating your Swimcloud coach account:
👉 Register Here: www.swimcloud.com/register
Once you're registered
Confirm your email (activation links expire after 24 hours)
Add assistant coaches or staff who need access to Swimcloud
🔐 For security purposes, every coach account is verified. Approval may take up to 72 hours
👉 How-to: Add, Remove, or Edit Coaches on Your Team Page
2. Update Your Roster
Your roster is the foundation of everything else in Swimcloud.
Make sure to:
Add new swimmers
Mark swimmers inactive when they leave your team
Merge duplicate swimmer profiles when necessary
A clean team roster improves meet entries, results, and swimmer profiles — so take a few minutes to get it right.
👉 How-to: Managing your roster
3. Update Meet Schedule
Swimcloud organizes everything around meets. You can add meets to your schedule by:
Using our meet builder
Importing an event list
Cloning a past meet
Joining a meet created by another team
If you are hosting a meet, you are typically responsible for creating it and inviting other teams.
If you're hosting a meet, you should create the meet and add your opponents. This puts the meet on everyone’s calendar and helps streamline entries and results later.
👉 How-to: Creating a Meet on Swimcloud
👉 How-to: Complete Meet Setup Guide
4. Entering Meets
How you enter swimmers depends on who is hosting the meet and what system they are using.
If the meet is run on Swimcloud Meet Manager
Enter your swimmers directly on Swimcloud
Click Submit by the entry deadline
If the meet is run on Hy-Tek:
Import the event list into Swimcloud
Enter your swimmers directly on Swimcloud
Export a Hy-Tek-compatible entry file (.HY3) and send it to the host
👉 How-to: Swimcloud Meet Entries
5. Running Meets on Swimcloud Meet Manager
Swimcloud Meet Manager (SCMM) is an intuitive, powerful meet management program that works with all major timing systems. SCMM is available for Windows and Mac and can be installed on an unlimited number of devices.
If you plan to host meets using Swimcloud Meet Manager, schedule onboarding before your first meet.
👉 How-to: Running A Meet On Swimcloud
❓Learn More: Swimcloud Meet Manager
6. After the Meet: Results
Getting results into Swimcloud keeps swimmer profiles, rankings, and team records up to date.
If the meet is run using Swimcloud Meet Manager, results are published automatically
If the meet is run using Hy-Tek or another system, results must be submitted to Swimcloud
Results can be:
Uploaded directly at https://www.swimcloud.com/results/upload/
Emailed to results@swimcloud.com
7. Integrations and Compatibility with Hy-Tek
Swimcloud is designed to work alongside Hy-Tek and other common swim platforms.
You can:
Import and export entry files (.HY3)
Upload result files (.CL2)
Avoid duplicate swimmers by maintaining a clean roster
Export results back to Hy-Tek if needed
You do not need to fully switch tools all at once — Swimcloud fits into existing workflows.
8. Where to Get Help
If you have questions:
Start with the Swimcloud help articles: https://support.swimcloud.com
Contact your league or meet administrator for meet-specific questions
Reach out to Swimcloud support if you’re stuck