1. Twin City Swim Conference
Swim Meet Manager Training

2. Training items Meet setup Athlete entry Event entry Relay entry
4 lane pool
Athlete entry
Event entry
Relay entry
Seeding
Exporting Entries
Importing Entries
Meet Preparation
Running the meet

3. Meet setup First, lets start with setting up a meet at work pool.
Open Meet Manager
Restore the Meet template or open a meet from last year.
Click File/Click Save as
Pick name – I recommend (home team) vs (away team) xx-xx-xx (date) example: BNSC vs NP

4. Meet setup Click Setup/Click Meet setup Change Meet name
Change Facility name
Change City
Change Start Date
Change End Date
Age-up Date 6/1/13
Change Entry Deadline
Change Meet Style if you are doing a 3 team dual
Change Course – if at BP pool

5. Meet setup
Click Team
Click Edit on Home or Away (your role at the meet) or
Click Add and create you own team if you do this step then delete Home or Away

6. Meet Setup Click Setup/Click Seeding Preferences Click on Dual Meets
If you edited the team on the Team Page verify that your team is on this page in the appropriate lanes.
If you added our team drag your team into the empty lanes

7. Meet Setup Click Setup/Click Report Preferences
Click on Report Headers
Type teams in Header 1:

8. Meet Setup – 4 lane pool Click Setup/Click Options
Check Change number of lanes for all Final Rounds
Type – 4 in the box
Click ok
Confirm Change
Click on Close
Click Entries
Verify lanes column is 4

9. Athlete entry/Event entry
Click Athletes/Add
Enter names
Enter Birthdate
Accept the RegID
Pick Team
Enter Gender
Events will appear – I don’t recommend entry at this time

10. Event entry Click on athlete name
Click check box Show Swim-up if this swimmer is swimming up
Check the event
Enter time if you need
Click on Exh column if this is an exhibition for this swimmer.

11. Relay Entry – Page 1 Click Relays Click on Event
Double click on your team – A popup will appear assigning a letter.

12. Relay Entry – Page 2 Click Swim-ups if you need to see more swimmers
Click on Swimmers names to add them relay

13. Seeding Click on Seeding Uncheck Preview each Event
Click on Select All
Click on Start Seeding
Click on Reports/ Meet Program
Review report to verify seeding

14. Home teams can skip exporting and go to importing steps
Exporting Entries
Home teams can skip exporting and go to importing steps
It is a good time for all teams to review the exporting steps since half of your meets will use them.

15. Exporting Entries
Click on File/Export/Entries for Meet Manager Merge to same meet
Choose your team in the drop down.
Check Include Heat and Lane
Click OK
It will show a summary report
Write down path (usually C:\Swmeets3)

16. Exporting Entries Open your email client
Create an to the home team coach.
Attach the file created in the last step. It will be located in location you wrote down in the last step. The file name should start with “Meet Entries-”
Send it to the Home team Coach.
I’m not sure on the agreed time, but I would recommend by noon on meet day.

17. Importing Entries
Away teams are done with their step except to bring scratches to the meet.
It is a good time for all teams to review the Importing steps since half of your meets will use them.

18. Preparing to Importing Entries
Open your client
Read the from the away coach.
Save the attached file. Be sure to record the location of the file and the file name it should start with “Meet Entries-”.
These step will allow you to recover if you make a mistake when importing.
Open Meet Manage.
Click on File\Backup
Write down the location
Click OK

19. Importing Entries – Page 1
Click on File/Import/Merge Entries (MM to MM)
It will open to a choose file screen navigate to the location that you saved the attachment.
Choose the file.
Click open
You will see an informational screen click OK

20. Importing Entries – Page 2
Next you will see a screen with Hfile001 file click on it.
Click Open
It will show a informational screen.
Check the file name it should match the file you choose in step 2.
Click OK

21. Importing Entries – Page 3
Click No on the Copy Competitor numbers screen.
Click Yes on continue merge of entries.

22. Importing Entries – Page 4
Click OK on Import File Progress screen.
We will use the step in Meet Preparation to verify that everything imported correctly.

23. Meet Preparation – Page 1
Click Run
Click on an event
Check that there are both teams in the Lane assignments Note: not all events have both teams, so you may need to click 7-8 or 9-10 events to find both teams.

24. Meet Preparation – Page 2
Click on an event with more then 1 heat.
Check if there are any empty lanes in the first heat. If there are then click on adjust.

25. Meet Preparation – Page 2
Using your mouse (it turns into a shark) to move swimmers from later heat to earlier heats. When combining heats do not leave one in a heat by themselves.
Looking at the screen shot: You would drag Justin from heat 3 into heat 2 and then save time at the meet.

26. Meet Preparation – Page 3
Another item that you can do is combine events if there are less then 5 swimmer/relay in 2 events of the same age or same distance. See the screen shots showing how to combined event. You can move swimmer/relay by dragging them on the run screen to the lane you want. This allowed events 1-3 to be swam as one event.

27. Meet Preparation – Page 3
Click Reports/Meet Program
Click Select All
Click on Triple
Click on None
Click on Date and Time
Click on include in Meet Program tab
Check entry time
Click on Psych List – Sort order
Click on Fast to slow.
Click Create Report.

28. Meet Preparation – Page 4
Click on the Printer Icon and print 10 copies to take to the meet. This give all coaches a set of sheets to work from. They will change at the meet due to late scratches and no shows. Now you are ready for the meet.

29. Running the meet Late Scratches: Click Run Click on Athletes
Check Show Swim-ups and Show Relays
Write down events. Coach should give them to you, but this will double check for them.
Uncheck each event or use Scratch All
Click X in the upper corner to close Athletes and return to the Run Screen

30. Running the meet Replacing Scratches in Non- Relay Events:
Click on the Event
Click on Adjust
Select Eligible Athletes + Swim-ups
Find the Athlete that the coach wants as replacement and move then by dragging them with your mouse to empty lane. Note: They can be in the other heats or not entered.
Click Save – click X and save.

31. Running the meet Replacing Scratches in Non-Relay Events: continued
Click on the Exh check box if they were in an exhibition heat.
Repeat until you have taken care of all the scratches.

32. Running the meet Adding a Missing Athlete: Click Athletes/Add
Enter names
Enter Birthdate
Accept the RegID
Pick Team
Enter Gender
Events will appear – I don’t recommend entry at this time

33. Running the meet Adding a Missing Athlete: continued
Click on athlete name
Click check box Show Swim-up if this swimmer is swimming up
Check the event
Enter heat/lane based space on the meet program.
Click on Exh column if this is an exhibition for this swimmer.

34. Running the meet Exception report: Click Reports/Exceptions Report
Max entries…: 5
Max individual…: 3
Max relay entries: 2
Click Create Report
Results should be “No data…” if a report appears then print & contact the coach.
Click ok & close window.

35. Running the meet
Print Lane /Timer Sheets: There are many ways to print lane/timer sheets each has it’s place, so I will give directions for the 2 most popular way.
Click Reports/Lane Timer Sheets
Click Select All (or an even number of events)
2 Events or Lanes Per Page
Lane then Event
Cut pages in half and sort by lane or
Lanes: 1-2, 3-4, and 5-6
Event then Lane
Cut pages in half – no sorting.

36. Running the meet Setup Scoring: Exit Run
Click Setup/Entry Seeding Preference
Click 2 or 3+ Double Dual
Click Select Teams
Check Combined
Click Save
Click OK
Click Run
Click Preference/Team Scores..
Click Show Combined

37. Running the meet Entering Time:
I recommend 2 volunteers for this job – one to enter and one to read/check.
Click on the Event
Enter times in Backup 1 and backup 2
Check that the times are closed
Check order of finish if times are not close
Check order of finish if get only one time for a lane
Enter DQcode

38. Running the meet Entering Time: continued Click on the Calc:
Click on Accept Adjusted

39. Running the meet Entering Time: continued
Once you have entered all the time in an event the status will change to Done

40. Running the meet
Entering DQs: When you get a DQ slip you will need to enter it. It can be entered before or after times, but usually times come in first.
Click in the DQcode field
Start typing the code or
Click on the down arrow that appears and pick it.
Note: For Relays you may need to enter swimmer and DQ code.

41. Running the meet
Scoring: When you have entered the Times and DQs you are ready to score the event
Click on Score
Next you will see a score report – print 3 copies

42. Running the meet Scoring: continued
Review the Relay report: check times, swimmer names, DQ, and that one team did not place 1, 2, 3 – see Judges decision for next steps
Post and give to awards team

43. Running the meet Scoring: continued
Review the Individual report: check times, swimmer names, and DQ
Post and give to awards team

44. Running the meet
Judges Decision: This is only used if one team has 3 relay team go 1, 2, 3 or when the Meet Ref asked you to change finish order due to
timing error.
Click on JD
Put the new order in the JD PL column.
Click ok
Click on Score – note Rescore erases JD
New report should show new order with J in front of time for the changed swimmers.

45. Running the meet
Award Labels: Top 6 finishers – usually run this after every 5 events (30 labels per page)
Click Label/ Award Labels
Individual Places: 1-6
Relay Places: 1-6
Standard Award Label
Select Events
Click Create labels

46. Running the meet
Award Labels: Exhibition swimmers– usually run this right after the Top 6
Click Label/ Award Labels
Exhibition Swims
Select Events
Sort By: Team/ Event
Click Create labels
Use the Printed check bow to keep track of what you have printed.

47. Running the meet
DQ Slip items to watch for since you are the last person to verify that a swimmer should or should not be DQed.
Make sure the swimmer name and event/lane/heat match the timer sheet 
6 and under DQ – No False Starts
6 and under DQ – Three or more complete cycles of the wrong stroke
8 and under DQ – No False Starts
8 and under DQ – Two or more complete cycles of the wrong stroke

48. Running the meet
Scoring: You can see a running score on the screen, but I recommend that you run this report at the end of the meet.
Click Reports/ Scores 
Select All
Click Team
Check Combined
Click No Age Criteria
Click Std Pts.
Click Create Report

49. Running the meet
Results: There are many options on the screen for the results reports. The
Ones that you see
Checked here are the ones I use.
Click Reports/ Results 
Select All
Click Create Report

50. Running the meet Backup: Click on File\Backup
Click on the Drive box and pick the coaches USB drive
Click OK

51. Question
Send any questions or corrections to Stewart at If you have problems at a meet call at and I will help you thru them.