We’re excited to share that Swimcloud is once again the official platform for processing meet entries for the 2025 YMCA National Long Course Championship. As a trusted leader in swim meet management, we’re committed to providing a fast, secure, accurate, and user-friendly experience for coaches and teams.
Below is a step-by-step guide to help you prepare your entries and complete the meet check-in process with confidence.
Meet Links and Deadlines
2025 YMCA National Long Course Championship Meet
- Entries are due 9:00 PM ET Monday, July 21, 2025
2025 YMCA National Long Course Championships - Time Trial Meet
- Entries are due 9:00 PM ET Thursday, July 24, 2025
Coach and Athlete Check-In Requirements
You can save a lot time and have a much more efficient check-in at the meet if you follow these points below.
✅ Coach & Team Setup
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Coach Name Match
Your Swimcloud coach profile must exactly match the name used in the YMCA's TeamUnify registration system. E-mail support@swimcloud with any coaching name changes. -
YMCA Coach Registration
All attending coaches must be registered in the YMCA’s system and have current certifications through the end of the meet. -
Add Coaches in Swimcloud
Make sure all coaches attending the meet are listed on your team's coaches roster in Swimcloud.
🔗 Add or remove a coach from your team -
Team Name Consistency
Your team name in Swimcloud must match the one used in the YMCA's TeamUnify registration system. E-mail support@swimcloud with any coaching name changes. -
Proof of Times
If your entry times aren’t in SWIMS, be prepared with proof of time at check-in.
📝 Required Pre-Meet Forms
Complete the following before arriving in Ocala. Failure of your team, coaches, and athletes to complete these forms accurately will result in delays at check-in at the meet.
When completing athlete forms, have your swimmers or parents use the swimmer's name exactly as shown in Swimcloud. If your swimmer has a preferred first name listed in Swimcloud, please use that preferred name for these forms.
📥 Submitting Entries via Swimcloud
The steps outlined below apply to both the Championship meet as well as the Time Trial meet.
1. Set Up Your Swimcloud Coach Profile
- Already have a Swimcloud coach account? Ensure you can log into Swimcloud.
- Forgot your password? Reset it or contact support@swimcloud.com
- Need a Swimcloud coach account? Register here
- Use the same email as your team website for verification.
- Coaching multiple teams? Email support with team names or links.
- Need to add Coaches to your team's roster?
🔗 Add or remove a coach from your team
2. Find the Meet on Swimcloud
🔗 2025 YMCA National Long Course Championship
🔗 2025 YMCA National Long Course Championships - Time Trial Meet
Your team must be added as a meet participant before uploading entries:
- If your team is already in the meet, it will appear on your schedule.
- If not, you can add your team to the meet.
🔗 How to add your team to a meet
3. Add Swimmers to Meet Roster
Even if importing an entry file, add all swimmers to your meet roster in Swimcloud. This is how Swimcloud identifies qualifying times for your swimmers from high school meets. Please note that Swimcloud cannot identify a swimmer's qualifying times until Swimcloud knows your team, or your swimmer, is attending the meet.
4. Complete Entries / Upload Your Entry File
Once your team is included in the meet and your meet roster is ready, you can complete your meet entries directly on Swimcloud.
🔗 Complete Meet Entries On Swimcloud
Or, use your team software (Hy-Tek, TeamUnify, Commit, SwimTopia, etc.) to generate your entry file, then upload it to Swimcloud—do not email it to the meet administrators.
5. Review, Edit, or Update Entries
Before the entry deadline, you can:
- Review entries
- Edit individual entries
- Upload a revised entry file
- Print entry reports
6. Add Coaches to Meet Roster
On the COACHES tab, list all attending coaches for deck passes and communications. Fees for deck passes are calculated based on the coaches added here.
Please note that a coach needs to be on your team's roster before you attempt to add them to the meet.
🔗 How to enter coaches in a meet
7. Submit Entries
When you’re ready:
- Click the three dots next to your team name
- Select Submit
- You’ll receive a confirmation email with a timestamped entry report
8. Pay Meet Fees
Meet fees must be paid via Swimcloud using a credit card or approved electronic payment.
Go to the FEES tab of the meet to create and pay your invoice.
Note: Create your invoice, and pay your entry fees, only when know your entries are done and 100% complete. If you create an invoice at the beginning of the entry period and make additions or removals it can get confusing. So, please only create your invoice when you know your entries are complete.
🆘 Need Help?
- Email support@swimcloud.com
- Or contact the Meet Administrator for entry-related questions