Setting Up Your Meet

Introduction

This guide provides a step-by-step guide for setting up your meet on Swimcloud. Each section is designed to make your meet management process efficient and user-friendly.

Tabs

• About Tab
• Rules
• Events
• Entry Fees
• Reports

About Tab

The About Tab is your starting point after creating a new meet:

• Name: Swimcloud suggests a standardized name, which you can customize for better searchability.
• Start & End Dates: Ensure accuracy to facilitate timely entries and seeding. 
• Home Region: This is for special instances where teams participate outside of their region. For instance, two Arkansas high schools have a dual meet that occurs in Texas. They will then select "Arkansas" to ensure those results show up in Arkansas, not Texas
• Facilities: Provide detailed venue information, including an address for easy navigation.
  Administrators: Designate meet administrators who can manage all aspects of the meet.
  Custom Sections and Resources: Customize additional sections for specific meet needs and link to essential information.
• Pool Altitude, Virtual, and Multi-Course - these selections drive the behavior of results as they come into Swimcloud.  Select "Intrasquad" if your meet only has one team.
• Custom - Meet directors can add custom sections for their meet
• Resources - Meet directors can additional resources, files and links to the meet.
• Administrators - These are the people who are able to administer all aspects of the meet including the rules, entry deadline, and qualifying standards, and can import and export entries.  Keep in mind that Meet Administrators can see entries before the entry deadline.
  • Please note that existing Meet Administrators can add or remove other Meet Administrators.  Simply scroll down to the Meet Administrator section, type the name of the new Meet Admin and select that person.  You can also create a new Swimcloud user by completing the "Invite new user"
  • 

Rules

Set up the rules that govern how entries are handled and the meet is run:

• Entries Deadline: Specify exact open and close times for entries, including the timezone. 
  • Before the Entry Deadline: The host team will not be able to see visiting teams' entries until after the entry deadline. You may set an entry deadline right up to the minute before the start of the meet if you so choose.
  • After the Entry Deadline: Teams cannot edit or submit new entries. Swimcloud will also display a preliminary psyche sheet of all entries received.
  • Changing the Entry Deadline: In order to fix entries, a meet administrator can change the entry deadline. These actions are logged in the Feed tab. If you change the entry deadline in order to look at your opponent's lineup, your opponent will know about it. (Below)
• Entry Limits: Define how many athletes and teams can participate, and set rules for the number of heats. 

• Seeding: Select the number of lanes that will be used for competition.  Then, choose from lane-based or time-based seeding.
  • Time-based - will seed the entries according to entry times. You will be asked to seed from fast-to-slow or slow-to-fast.
  • Lane-based - will give the coach entering the meet the option to assign their swimmers to heats that are assigned to their team.  To make lane assignments for a team, click on the box that appears to the right of the team name.

• Scoring: If appropriate, set the scoring limits for each team and then select the scoring system to be used. You can select from a prebuilt template or create your own custom rules by selecting "Create New" and entering scores for each place, separated by commas. You can also enable scoring by checking the Double-Dual checkbox.

• Times Validation - Meet organizers can establish time standards and other qualifying criteria. More information about times validation and standards can be found here.

Events

Meet directors can create their own event list or import one from another meet manager. 

Teams

Teams must be added to a meet before they can participate. If a meet is open, the meet director should select "Allow teams to join meet." If this option is not selected, teams will not be able to add themselves to the meet.

• Meet Administrators can add teams on the Team tab of the meet.
• Here is how a team can themselves to a meet.

A meet with more than 8 teams will require a Swimcloud Pro for Championships license: https://www.swimcloud.com/meets/

Entry Fees

Swimcloud Pro subscribers and Swimcloud Pro Championship Meets can collect entry fees using Swimcloud's integration with Stripe.

Meet Reports

Access various reports for comprehensive meet management:

• Entry Reports: Available to meet admins and coaches, providing a detailed view of entries post-deadline.
• Matrix and Split Sheets: Print detailed performance matrices and split sheets as needed.
• Results Reports: Available at the conclusion of the meet.