Twin City Swim Conference

Swim Meet Manager Training

Training items

• Meet setup– 4 lane pool

• Athlete entry• Event entry• Relay entry• Seeding • Exporting Entries• Importing Entries• Meet Preparation• Running the meet

Meet setup

First, lets start with setting up a meet at work pool.1. Open Meet Manager2. Restore the Meet template or open a meet

from last year.3. Click File/Click Save as– Pick name – I recommend (home team) vs (away

team) xx-xx-xx (date) example: BP vs NP 6-1-13

Meet setup1. Click Setup/Click Meet setup2. Change Meet name3. Change Facility name4. Change City5. Change Start Date6. Change End Date7. Age-up Date 6/1/138. Change Entry Deadline9. Change Meet Style if

you are doing a 3 team dual

10. Change Course – if at BP pool

Meet setup1. Click Team2. Click Edit on Home or Away (your role at the meet)

or

2. Click Add and create your own team if you do this step then delete Home or Away

Meet Setup1. Click Setup/Click Seeding Preferences2. Click on Dual Meets3. If you edited the team on the Team Page verify that

your team is onthis page in theappropriatelanes.

4. If you added our team drag your teaminto the emptylanes

Meet Setup1. Click Setup/Click Report Preferences2. Click on Report Headers3. Type teams in Header 1:

Meet Setup – 4 lane pool

1. Click Setup/Click Options2. Check Change number of

lanes for all Final Rounds3. Type – 4 in the box4. Click ok5. Confirm Change6. Click on Close7. Click Entries8. Verify lanes column is 4

Athlete entry/Event entry1. Click Athletes/Add2. Enter names3. Enter Birthdate4. Accept the RegID5. Pick Team6. Enter Gender7. Events will appear –

I don’t recommend entry at this time

Event entry1. Click on athlete name2. Click check box Show

Swim-up if this swimmer is swimmingup

3. Check the event4. Enter time if you need5. Click on Exh column

if this is an exhibition for this swimmer.

Relay Entry – Page 11. Click Relays2. Click on Event3. Double click on your team – A popup will appear

assigning a letter.

Relay Entry – Page 24. Click Swim-ups if you need to see more swimmers5. Click on Swimmers names to add them relay

Seeding1. Click on Seeding2. Uncheck Preview each Event3. Click on Select All4. Click on Start Seeding5. Click on Reports/

Meet Program6. Click on Select All7. Review report to

verify seeding

Exporting Entries

If you are creating your entries in Team Manager or are the home teams can skip exporting and go to importing

steps

Exporting Entries1. Click on File/Export/Entries for Meet Manager

Merge to same meet2. Choose your team in the drop down.3. Check Include Heat and Lane4. Click OK5. It will show a summary

report6. Click OK7. Write down path

(usually C:\Swmeets3)

Exporting Entries1. Open your email client2. Create an email to the home team coach.3. 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-”

4. Send it to the Home team Coach.– I’m not sure on the agreed time, but I would recommend

by noon on meet day.

Importing Entries

Away teams are done with their steps except to bring scratches to the meet.

Preparing to Importing Entries1. Open your email client2. Read the email from the away coach.3. 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.4. Open Meet Manage.5. Click on File\Backup6. Write down the location 7. Click OK

Importing Entries – Page 11. Click on File/Import/Entries 2. It will open to a choose

file screen navigate to the location that you saved the attachment.

3. Choose the file.4. Click open5. You will see an

informational screen click OK

Importing Entries – Page 26. Next you will see a

screen with Hfile001 file click on it.

7. Click Open8. It will show a

informational screen.9. Check the file name

it should match thefile you choose in step 2.

10. Click OK

Importing Entries – Page 3 11. Click No on the Copy Competitor numbers screen.

12. Click Yes on continue merge of entries.

Importing Entries – Page 4 13. Click OK on Import File Progress screen.

14. We will use the step in Meet Preparation to verify that everything imported correctly.

Meet Preparation – Page 11. Click Run2. Click on an

event3. Check that

there areboth teamsin the LaneassignmentsNote: not all events have both teams, so you may need to click 7-8 or 9-10 events to find both teams.

Meet Preparation – Page 24. Click on an

event with more then1 heat.

5. Check if there areany emptylanes in thefirst heat. If there are then click on adjust.

Meet Preparation – Page 26. Using your mouse (it turns

into a shark) to move swimmers from later heatto 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.

Meet Preparation – Page 37. 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.

Meet Preparation – Page 38. Click Reports/Meet Program9. Click Select All10. Click on Triple11. Click on None12. Click on Date and

Time13. Click on include in

Meet Program tab14. Check entry time15. Click on Psych List –

Sort order16. Click on Fast to slow.17. Click Create Report.

Meet Preparation – Page 418. 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.

Running the meetLate Scratches:1. Click Run2. Click on Athletes3. Check Show

Swim-ups and ShowRelays

4. Write down events.Coach should givethem to you, but thiswill double check for them.

5. Uncheck each event or use Scratch All 6. Click X in the upper corner to close Athletes and return to the

Run Screen

Running the meetReplacing Scratches in Non-Relay Events:1. Click on the Event2. Click on Adjust3. Select Eligible Athletes +

Swim-ups4. Find the Athlete that the

coach wants as replacementand move then by dragging them with your mouse to empty lane. Note: They canbe in the other heats or not entered.

5. Click Save – click X and save.

Running the meetReplacing Scratches in Non-Relay Events: continued 6. Click on the Exh check box if they were in an

exhibition heat.

Repeat until you have taken care of all the scratches.

Running the meetAdding a Missing Athlete:1. Click Athletes/Add2. Enter names3. Enter Birthdate4. Accept the RegID5. Pick Team6. Enter Gender7. Events will appear –

I don’t recommend entry at this time

Running the meetAdding a Missing Athlete: continued8. Click on athlete name9. Click check box Show

Swim-up if this swimmeris swimming up

10. Check the event11. Enter heat/lane based

space on the meet program.

12. Click on Exh columnif this is an exhibition for this swimmer.

Running the meetException report:1. Click Reports/Exceptions Report2. Max entries…: 53. Max individual…: 34. Max relay entries: 25. Click Create Report6. Results should be “No

data…” if a report appears then print & contact the coach.

7. Click ok & close window.

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.1. Click Reports/Lane Timer Sheets2. Click Select All (or an

even number of events)3. 2 Events or Lanes Per

Page4. Lane then Event5. Cut pages in half and

sort by lane or4. Lanes: 1-2, 3-4, and 5-65. Event then Lane6. Cut pages in half – no

sorting.

Running the meetSetup Scoring:1. Exit Run2. Click Setup/Entry Seeding

Preference 3. Click 2 or 3+ Double Dual4. Click Select Teams5. Check Combined6. Click Save7. Click OK8. Click Run 9. Click Preference/Team Scores..10. Click Show Combined

Running the meetEntering Time:I recommend 2 volunteers for this job – one to enter and one to read/check.1. Click on the Event2. 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

3. Enter DQcode

Running the meetEntering Time: continued4. Click on the Calc:5. Click on Accept Adjusted

Running the meetEntering Time: continued6. Once you have entered all the time in an event the

status will change to Done

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.

1. Click in the DQcode field 2. Start typing the code or 2. Click on the down arrow that appears and pick it.Note: For Relays you may need to enter swimmer and DQ code.

Running the meetScoring: When you have entered the Times and DQs you are ready to score the event

1. Click on Score

2. Next you will see a score report – print 3 copies

Running the meetScoring: continued

3. 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

4. Post and give to awards team

Running the meetScoring: continued

5. Review the Individual report: check times, swimmer names, and DQ

6. Post and give to awards team

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 to timing error.

1. Click on JD2. Put the new order

in the JD PL column.

3. Click ok4. Click on Score – note

Rescore erases JD5. New report should

show new order withJ in front of time forthe changed swimmers.

Running the meetAward Labels: Top 6 finishers – usually run this after every 5 events (30 labels per page)

1. Click Label/Award Labels

2. Individual Places: 1-6

3. Relay Places: 1-64. Standard Award

Label5. Select Events6. Click Create labels

Running the meetAward Labels: Exhibition swimmers– usually run this right after the Top 6

1. Click Label/Award Labels

2. Exhibition Swims3. Select Events4. Sort By: Team/

Event5. Click Create labels6. Use the Printed

check box to keeptrack of what you have printed.

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 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

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.

1. Click Reports/Scores

2. Select All3. Click Team4. Check

Combined5. Click No Age

Criteria6. Click Std Pts.7. Click Create

Report

Running the meetResults: There are many options on the screen for the results reports. The Ones that you see Checked here are theones I use.

1. Click Reports/Results

2. Select All3. Click Create

Report

Running the meetBackup:

1. Click on File\Backup2. Click on the Drive box and pick the coaches USB

drive3. Click OK

Question

Send any questions or corrections to Stewart at swaltner@byapex.com.

If you have problems at a meet call at 309-838-3576 and I will help you thru them.