Coach Step-by-Step Guide
This guide walks coaches through the process of completing championship meet entries on Swimcloud. The same workflow applies to high school, college, and club championship meets.
Swimcloud supports two ways to complete entries:
Completing entries directly on Swimcloud (recommended), or
Uploading an entry file from another system.
Jump to the section you need:
👉 Requirements for direct Swimcloud entries or Entry File Uploads
👉 Option A (Recommended): Complete Entries Directly on Swimcloud
👉 Option B: Upload an Entry File
If you need help at any point, contact support@swimcloud.com.
TL;DR — Championship Meet Entries on Swimcloud
Log into your Swimcloud Coach account, open your assigned championship meet, complete your entries directly on Swimcloud (recommended) or upload an entry file, review everything carefully, and submit before the deadline. Make sure all swimmers — including relay-only swimmers — are included in your meet roster.
Quick Checklist — Championship Meet Entries
Before You Start
You can log in to your Swimcloud Coach account
Your team appears under your Coach profile
The championship meet appears in your Meet Schedule
Meet Roster
All potential swimmers are included
Relay-only swimmers are listed as relay members or alternates
Entries
Entries either completed directly on Swimcloud or an entry file uploaded
Individual entries reviewed
Relays entered (if allowed at this stage)
Submission
Entries submitted before the deadline
Confirmation email received
1. Make Sure You Have a Swimcloud Coach Account
1a. Register as a Coach on Swimcloud
You must have a registered Coach account on Swimcloud to manage your team, roster, and submit meet entries.
As part of Swimcloud’s data integrity and security policies, Swimcloud verifies a coach’s identity and association with a team. Register using an email address officially associated with your school, club, or organization.
👉 Register here: https://www.swimcloud.com/register
1b. Verify You Can Log In
If you already have a Swimcloud Coach account, confirm that you can log in and access your team successfully.
Forgot your password? Use the password reset link on the login page.
Still having trouble? Contact support@swimcloud.com.
1c. Coaching Multiple Teams?
If you coach more than one team (for example, a high school team and a club team), you only need one Swimcloud login.
To add additional teams to your Coach profile, email support@swimcloud.com with:
The team names, or
Direct Swimcloud links to the teams
1d. Optional: Add Your Coaching Staff
You can add or remove assistant coaches from your team at any time. This allows your staff to help with rosters, entries, and participate in any meet communications.
👉 Add, Remove, or Edit Coaches on Your Team Page
2. Open the Championship Meet on Swimcloud
For most championship meets, teams are pre-assigned by the meet administrator or governing body.
Once assignments are complete, the championship meet will automatically appear in your team’s Meet Schedule on Swimcloud. Open the meet from there to begin the entry process.
If You Do Not See the Meet
If the championship meet does not appear on your schedule:
Confirm you are logged into the correct Coach account
Confirm you are viewing the correct team
If your team is not listed as a participant, you may be able to add your team to the meet
If you are unsure, contact the meet administrator or support@swimcloud.com
Your team must be listed as a meet participant to submit entries.
3. Meet Roster & Relay Considerations
For a swimmer to appear in your team’s meet roster (including Hy-Tek exports), they must be:
Entered in at least one individual event, or
Listed as a relay swimmer (Relay Members #1–4 or Relay Alternates #5–8)
Relay-Only Swimmers
If a swimmer is not swimming an individual event but may be used on a relay later, they must still be included in the meet roster.
Add the swimmer as:
A relay member (#1–4), or
A relay alternate (#5–8)
This ensures the swimmer is available in the meet database for relay entries.
Choose How You Want to Complete Your Entries
Swimcloud supports two ways to complete championship meet entries.
Most coaches are encouraged to complete their entries directly on Swimcloud, which provides the most flexibility and avoids re-uploading files if changes are needed.
👉 Please note that some Championship meets do not allow entry file imports. If this is the case, you must do your entries directly on Swimcloud (Option A).
If you already have a completed entry file from another system, you may upload and process that file instead.
Option A (Recommended): Complete Entries Directly on Swimcloud
Completing entries directly on Swimcloud gives you the most control and transparency during the championship entry process.
Review and Manage Your Team Roster
Add or remove swimmers as needed
Check for duplicate swimmers and merge if necessary
👉 Managing Your Roster - Adding, Editing, and Removing Swimmers
Declare Swimmers for the Meet
Click on the Swimmers tab of the meet to declare which swimmers from your roster will participate in the meet.
Enter Individual Events
Enter swimmers into individual events according to the meet’s entry rules.
Reminder: Most championship meets limit the maximum number of individual events per swimmer.
▶️ Video: Completing Meet Entries on Swimcloud
Enter Relays
Enter relays using:
Team-owned times, or
Aggregate times, depending on the meet rules
Add Coaches to the Meet
Visit the Coaches tab to:
Add attending coaches
Indicate deck pass needs (if applicable)
Control meet-related communications
Review, Submit, and Edit if Needed
Review all entries carefully
Click Submit to finalize your entries
You may unsubmit, edit, and resubmit up until the entry deadline
Submitting your entries generates a confirmation email with an entry report.
▶️ Watch: Submitting Your Entries on Swimcloud
Option B: Upload an Entry File
If you already have a completed entry file outside of Swimcloud, you may upload it directly to Swimcloud.
Accepted Entry Files
Hy-Tek Team Manager–compatible entry files (.hy3)
TeamUnify–generated entry files (.sd3)
Other compatible entry files from team management systems
Upload and Process the File
Upload the file directly to the championship meet
Review imported entries
Make edits if necessary
Click Submit
If changes are needed later, you may upload a revised entry file and resubmit before the deadline.
👉 Importing and Exporting Entry Files
▶️ Watch: Importing an Entry File Into Swimcloud
Understanding Warnings & Qualifying Time Checks
Championship meets often include:
Qualifying time requirements
Event limits
Rule validations
Swimcloud automatically checks entries against the meet’s rules.
Important:
Warnings are informational and may require review or proof of time.
Errors must be corrected before an entry can be made.
Depending on the Championship meet's rules, you may be required to provide proof of time at check-in.
If you are unsure about a warning message, contact the meet administrator or support@swimcloud.com.
Meet Fees & Invoices (If Required)
Some championship meets use Swimcloud to collect:
Entry fees
Coach deck pass fees
Team surcharges
Optional event tickets or add-ons
If your meet is collecting fees through Swimcloud:
Visit the Fees tab of the meet
Generate your invoice
Complete payment before the deadline or check-in (as instructed by the meet)
👉 Only coaches added to the meet roster will be included in deck pass calculations.
Review, Submit, and Edit if Needed
Review all entries carefully
Click Submit to finalize your entries
You may unsubmit, edit, and resubmit up until the entry deadline
Submitting your entries generates a confirmation email with an entry report.
▶️ Watch: Submitting Your Entries on Swimcloud
Final Reminders
Entries may be edited and resubmitted until the entry deadline
A confirmation email confirms successful submission
Make sure relay-only swimmers are included in your meet roster
Review all warning messages before final submission
Whether this is your first championship meet on Swimcloud or your tenth, this process is designed to give you flexibility, transparency, and control over your entries.
Common Questions & Scenarios
Why don’t I see the championship meet on my schedule?
Teams are typically assigned to championship meets by the meet administrator or governing body. If you don’t see the meet on your schedule, your team may not yet be assigned, or your Coach account may not be linked to the correct team.
First, confirm that you are logged in to the correct Coach account. If the meet still does not appear, oftentimes you can add your team to a meet. Or, you may contact your meet administrator. You can also email support@swimcloud.com for help.
I uploaded my entry file, but some swimmers are missing.
Only swimmers who are entered in an individual event or listed as a relay member or relay alternate will appear in the meet roster.
If a swimmer is missing, update your entry file or add the swimmer as a relay participant, then re-upload the file before submitting.
I need a swimmer available for relays, but they are not swimming an individual event.
That swimmer must still be included in the meet roster.
Add the swimmer as a relay member (#1–4) or relay alternate (#5–8). This ensures the swimmer is included in the meet database and can be used on relays later.
Can I change my entries after I submit them?
Yes. You may unsubmit your entries, make changes, and resubmit them at any time up until the entry deadline.
Once the entry deadline has passed, entries are locked and can no longer be edited.
How do I know my entries were successfully submitted?
When you click Submit, Swimcloud sends a confirmation email to the submitting coach. That email includes an entry report and serves as proof that your entries were submitted.
If you received the confirmation email, your entries went through successfully.
Do I still need to email my entry file to the meet host?
In most cases, no.
Uploading and submitting your entries on Swimcloud replaces the need to email entry files unless the meet administrator specifically instructs otherwise.
Can I complete my entries directly on Swimcloud instead of uploading a file?
Yes. Most coaches are encouraged to complete their entries directly on Swimcloud.
Direct entry allows you to make changes up to the deadline without re-uploading files and provides the most flexibility during championship entry periods.
What if I coach more than one team?
You only need one Swimcloud Coach account.
If you coach multiple teams and don’t see all of them under your profile, email support@swimcloud.com with the team names or links, and they can be added to your account.
You will need to log in to each team’s site and complete entries for each team.
What’s the most common mistake coaches make?
The most common issue is forgetting to include relay-only swimmers in the meet roster.
If a swimmer is not entered in an individual event and not listed as a relay member or alternate, they will not appear in the meet database and cannot be used on relays later.
I’m new to Swimcloud. Is this normal?
Yes. If this is your first time using Swimcloud for championship meet entries, you’re in the right place.
Once your roster is ready, most coaches complete their entries quickly and make any final adjustments before the deadline.