Presentation on theme: "Twin City Swim Conference"— Presentation transcript:
1 Twin City Swim Conference Swim Meet Manager Training
2 Training items Meet setup Athlete entry Event entry Relay entry 4 lane poolAthlete entryEvent entryRelay entrySeedingExporting EntriesImporting EntriesMeet PreparationRunning the meet
3 Meet setup First, lets start with setting up a meet at work pool. Open Meet ManagerRestore the Meet template or open a meet from last year.Click File/Click Save asPick 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 nameChange CityChange Start DateChange End DateAge-up Date 6/1/13Change Entry DeadlineChange Meet Style if you are doing a 3 team dualChange Course – if at BP pool
5 Meet setupClick TeamClick Edit on Home or Away (your role at the meet)orClick 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 HeadersType teams in Header 1:
8 Meet Setup – 4 lane pool Click Setup/Click Options Check Change number of lanes for all Final RoundsType – 4 in the boxClick okConfirm ChangeClick on CloseClick EntriesVerify lanes column is 4
9 Athlete entry/Event entry Click Athletes/AddEnter namesEnter BirthdateAccept the RegIDPick TeamEnter GenderEvents 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 upCheck the eventEnter time if you needClick 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 AllClick on Start SeedingClick on Reports/ Meet ProgramReview report to verify seeding
14 Home teams can skip exporting and go to importing steps Exporting EntriesHome teams can skip exporting and go to importing stepsIt is a good time for all teams to review the exporting steps since half of your meets will use them.
15 Exporting EntriesClick on File/Export/Entries for Meet Manager Merge to same meetChoose your team in the drop down.Check Include Heat and LaneClick OKIt will show a summary reportWrite 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 EntriesAway 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 clientRead 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\BackupWrite down the locationClick 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 openYou 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 OpenIt 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 RunClick on an eventCheck 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 ProgramClick Select AllClick on TripleClick on NoneClick on Date and TimeClick on include in Meet Program tabCheck entry timeClick on Psych List – Sort orderClick 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 RelaysWrite down events. Coach should give them to you, but this will double check for them.Uncheck each event or use Scratch AllClick 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 EventClick on AdjustSelect Eligible Athletes + Swim-upsFind 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 namesEnter BirthdateAccept the RegIDPick TeamEnter GenderEvents will appear – I don’t recommend entry at this time
33 Running the meet Adding a Missing Athlete: continued Click on athlete nameClick check box Show Swim-up if this swimmer is swimming upCheck the eventEnter 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…: 5Max individual…: 3Max relay entries: 2Click Create ReportResults should be “No data…” if a report appears then print & contact the coach.Click ok & close window.
35 Running the meetPrint 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 SheetsClick Select All (or an even number of events)2 Events or Lanes Per PageLane then EventCut pages in half and sort by laneorLanes: 1-2, 3-4, and 5-6Event then LaneCut pages in half – no sorting.
36 Running the meet Setup Scoring: Exit Run Click Setup/Entry Seeding PreferenceClick 2 or 3+ Double DualClick Select TeamsCheck CombinedClick SaveClick OKClick RunClick 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 EventEnter times in Backup 1 and backup 2Check that the times are closedCheck order of finish if times are not closeCheck order of finish if get only one time for a laneEnter 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 meetEntering 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 fieldStart typing the codeorClick on the down arrow that appears and pick it.Note: For Relays you may need to enter swimmer and DQ code.
41 Running the meetScoring: When you have entered the Times and DQs you are ready to score the eventClick on ScoreNext 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 stepsPost and give to awards team
43 Running the meet Scoring: continued Review the Individual report: check times, swimmer names, and DQPost and give to awards team
44 Running the meetJudges 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 totiming error.Click on JDPut the new order in the JD PL column.Click okClick on Score – note Rescore erases JDNew report should show new order with J in front of time for the changed swimmers.
45 Running the meetAward Labels: Top 6 finishers – usually run this after every 5 events (30 labels per page)Click Label/ Award LabelsIndividual Places: 1-6Relay Places: 1-6Standard Award LabelSelect EventsClick Create labels
46 Running the meetAward Labels: Exhibition swimmers– usually run this right after the Top 6Click Label/ Award LabelsExhibition SwimsSelect EventsSort By: Team/ EventClick Create labelsUse the Printed check bow to keep track of what you have printed.
47 Running the meetDQ 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 Starts6 and under DQ – Three or more complete cycles of the wrong stroke8 and under DQ – No False Starts8 and under DQ – Two or more complete cycles of the wrong stroke
48 Running the meetScoring: 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 AllClick TeamCheck CombinedClick No Age CriteriaClick Std Pts.Click Create Report
49 Running the meetResults: There are many options on the screen for the results reports. TheOnes that you seeChecked here are the ones I use.Click Reports/ Results Select AllClick Create Report
50 Running the meet Backup: Click on File\Backup Click on the Drive box and pick the coaches USB driveClick OK
51 QuestionSend any questions or corrections to Stewart at If you have problems at a meet call at and I will help you thru them.