EFSL Schedule

• Log In to Swimcloud

• Navigate to your team’s Meets page or use the search bar to find any previous EFSL meet (it does not have to be a meet your team hosted).

• Click the meet name to open the meet landing page.

• Click the three vertical dots in the top right corner.

• Select Clone from the dropdown menu.

• Enter a fun meet name! 

• Don’t worry, you can always modify it before you submit your sanction request! You can also use the standard EFSL naming convention:

  • 3+ teams: {Team} {Month} Invite or Invitational

    • Ex. Aviano December Invite or Sea Dragons October Invitational

  • 2 teams: {Team} versus {Team}

    • Ex. Kingfish vs. Piranhas or Kaiserslautern vs. Stuttgart

  • All Intrasquad Meets: {Full Team Name} Intrasquad Meet

    • 1. • Ex. Sigonella Swordfish Intrasquad Meet

• Select the correct date from the calendar.

• Leave all the option boxes checked

• Click the blue Clone button at the bottom of the window.

Confirm you have been redirected to the new meet’s About page and proceed to the next checklist: Configuring the Meet 

About Tab

This is the page that coaches and teams see first, so accurate setup here ensures a smooth experience later.

• Meet Name: Self explanatory

• Meet Logo: Upload your team logo or an optional meet logo

• Start & End Dates: Enter the date and start time

• Time Zone: Enter the correct time zone

• Country: United States

• City: APO or FPO

• State: leave as ** or blank. Do NOT click the drop down otherwise it will force you to select a state. If this happens, reach out to the EFSL AO to correct it. It will override the organization.  

• Zip code: 0000

• Organization: EFSL (you should not be able to change this)

• Home region: select Benelux (EFSL), Rhineland (EFSL), or Southern (EFSL) 

• Meet Type: Invite/Tournament

• Course: SCM or LCM

• Gender: Men/Women

• Sanction Number: Delete and leave blank

• Multi-course: Only check if using both SCM and LCM pools in the same meet.

• Facilities: Add or delete a facility. The EFSL has built the most commonly used facilities for each team.

• Administrators: This can only be the hosting team’s Administrative Official (AO). Click the “X” to remove administrators. The EFSL uses the blind entry process, which means no other members of the hosting or visiting team may see who has entered the meet until the meet has been seeded and published to all attending teams.

Warning: If you are not the AO and are responsible for setting up the meet, do not remove yourself until you have completed the entire meet setup. 

• Custom Sections: Add in customs sections to make announcements to your visiting teams. These can include requests for officials, facility or entry restrictions, or good to know information about the surrounding area.

• Resources: The EFSL AO will upload your finalized event file and Meet Announcement. However, feel free to upload any documents that may be useful to visiting teams. You can also provide links to websites and shared documents. The “Other” Type allows you to create custom names!

Rules Tab

The Rules Tab controls how swimmers are allowed to enter your meet — including eligibility, entry limits, and relay rules. This is where you define the framework for how entries are accepted or rejected

Entries

• Deadline: input your estimated dates and times for when entries open and close. These will be finalized when you submit your sanction request.

• Athlete Limits: 

  • Individual: up to 6

  • Relay: use “No Limit” if no relay events are available

  • Total: Sum of individual and relay limits

  • Allow to Exceed: Yes, with warning

  • Team Limits: Limits the number of swimmers each team can enter per event

    • Individual and Relay: No Limit

    • Allow relays to exceed limits: Yes, with warning

  • Limit number of participants per team: Optional, caps a team's meet roster size

  • Limit the total number of participants in meet: Optional, sets a global cap

  • Allow entry file imports: Checked 

  • Age-up Strategy: Start of the meet

Seeding

• Number of lanes: Self explanatory

• See preference: Time-based

• Seed Order: Slow to Fast (default)

Scoring

• Max individual scorers per team: two (2)

• Max relay scorers per team: one (1)

• Scale: No Scoring. *This will be updated during the sanctioning process.

Events Tab

Teams will build out a draft events list so visiting teams know what is being offered when selecting meets. If you cloned a meet for its event list, you are good to go! 

If you do not want to use the event list from the cloned meet, you can clear the event list and build from scratch. Here is a video from Swimcloud: Building Sessions & Events. 

You can also use their checklist: https://support.swimcloud.com/hc/en-us/articles/43088066570771-Building-Sessions-and-Event-Lists

Teams Tab

• Allow teams to join meet: Yes - click the slider button to turn it blue

Note: This option will remain on until the meet selection deadline.

• Set your team as Host: 

  • Click the three vertical dots and select Set Host

    • If your team is not listed, select Add teams. Search and select your team name.

• Remove all visiting teams

  • Click the three vertical dots and select Remove Team