Entries and Seeding

1. Save the files and documents submitted via email by the visiting teams in a common location for ease of importing.

2. Open Meet Manager

3. Verify correct meet file is open, if not, open correct meet file.  You may wish to make sure you have backed up the file before you begin.

4. Select [File] →  [Import] →  [Entries]

5. Navigate to the folder with the meet entries from the visiting teams.  Select a meet entry file (e.g., ESB-EF-Entries-LKN230106-06Jan2023-001.zip)

6. Select [Open] →  [OK]

7. Highlight unzipped file (e.g., ESB-EF-Entries-LKN230106-06Jan2023-001.hy3)

Note: entries generated from TeamUnify will have the format *.sd3.  Entries from Team Manager will be *.hy3 files.  Both will import into Meet Manager.

8. Select [Open] →  [OK]

9. Checks should be beside:  ‘Match Event Numbers’ and  ‘Include entries with No Time’

10. Select [OK]

11. Exception Report.  If MM is not able to import an entry into the database, an Exception Report will be displayed and optionally printed.  This report will tell you which entries were NOT imported and why.  You will want to save and/or print this report and follow up with the visiting team to resolve any entry issues.

12. Exhibition Entries from TeamUnify.  Entry files generated from TeamUnify are not able to designate exhibition swims, and teams generating entry files from TU should include a list of exhibition swimmers and/or relays in the body of the email when they send in entries.  If the team included such a list, you should manually flag those entries as exhibition after you have imported the entries. 

    • For individual entries: go to the Athletes screen.  

      • You may wish to filter the list by selecting the team from the Team drop-down.

      • Select the athlete whose entry/entries need to be designated as exhibition.

      • Entered events will be highlighted in the Eligible Events table at the bottom of the screen.

      • Place a check in the Exh column for the events you wish to designate as exhibition.

    • For relays, go to Relays

      • Select the event on the Relay Events table on the top left.

      • Select the relay team on the Relay Team Entries table on the right.  If a team has more than one relay, make sure you select the correct one.

      • Place a check in the Exh column for the relay which needs to be designated as exhibition.

13. Repeat steps 3-11 for all of the teams who submitted entries.  (Don’t forget to include your own entries and entries for any unattached swimmers).

NOTE: If a team sends an updated meet entry file, the simplest solution is to delete the team from Meet Manager (which will also delete all the swimmers) and then import the new entry file.  To delete a team, open Meet Manager, confirm you have the correct meet file open, click on [Teams], highlight the team you wish to remove, and click [Delete].

As per the requirements of the GMA, athletes “swimming up” in individual events must be designated as exhibition unless they meet the non-exhibition requirements. Swimmers can only swim-up in eligible events.

The process to confirm that all swim-ups are properly designated as exhibition swimmers is similar to the process for relays.

1. Begin by running an Exceptions Report to check for event/age mismatches:

   • Click on [Reports] → [Exceptions] to reach the Exceptions Report screen.

   • [Select All] to highlight all sessions in the Sessions List table on the top of the window.  

   • Click on the Miscellaneous tab near the center of the window, then click the radio button for ‘Event/Athlete Sex/Age Mismatch’.

   • Click [Create Report].

   • If there are any exceptions, the report will appear.  Print the report, or make a note of the athletes and events listed, if you prefer.

   • Note: If there are no exceptions, you will get a pop-up stating that, “There is no data for the report with selected criteria”.  That means that all athletes are of the specified age for their event and you do not need to do anything else.

2. Next, confirm that the swimmers on the exception report are marked as exhibition for the identified events.  

   • Close out of the Reports menus, and go to [Athletes] from the home screen.

   • Check the box on the right for ‘Show Swim-ups’

   • Locate the first athlete on the exception report and click on their name.

   • The events that athlete is entered in will be highlighted at the bottom of the screen.  Find the swim-up event identified on the exceptions report and make sure the Exh box is checked.  If it is not, check it.

     • Note: If you were notified that a swimmer meets non-exhibition criteria, verify the swimmer’s age and date of birth and reference the GMA for the non-exhibition requirements.

   • Continue until you have confirmed the exhibition status for all athletes/events on the exceptions report.

3. Finally, set up each swim-up entry to score and place in the proper age group. Note: exhibition swimmers will not score or place, but will be listed under the subsequent age group you enter.

   • From the [Athletes] screen, select your athlete.

     • Make sure the box on the right for ‘Show Swim-ups’ is still checked.

   • For each swim-up event, enter the subsequent age in the ‘Event Age’ column

     • Example 1: If a 12-year-old eligible non-exhibition swimmer is competing in a 13-14 or 13-19 event, enter "13" in the ‘Event Age’ column.

     • Example 2: If a 10-year-old eligible non-exhibition swimmer is competing in an 11-12 or 11-19 event, enter "11" in the ‘Event Age’ column.

     • Example 3: For any 10 & Under exhibition swimmer competing in an 11-12 or 11-19 event, enter "11" in the ‘Event Age’ column.

     • Example 4: For any 12 & Under exhibition swimmer competing in a 13-14 or 13-19 event, enter "13" in the ‘Event Age’ column.

Each relay team should include 2 boys and 2 girls of the specified age group.  

If an inadequate number of swimmers of the correct age group are entered into this meet, a swimmer may “swim-up” to create a legal relay.  There is no limit to the number of age groups a swimmer can swim up.  No cascading of swimmers is allowed, meaning that a team cannot pull up a swimmer to replace another swimmer who was also pulled up to swim in another age group.  

If a relay is created with other than 2 boys and 2 girls, or if it does not follow the relay swim up rules in GMA §101.7.3, it should be designated as exhibition.

Relay verification must be accomplished with a few steps– there is not one report to verify relays.  It does not take long, however, once you are accustomed to the process.

1. Begin by running an Exceptions Report to check relay ages:

   • Click on [Reports] → [Exceptions] to reach the Exceptions Report screen.

   • The Exception Report screen is a gateway to many different reports.  To verify relays, we will run just one of these reports and then check the results in the Relays screen.

   • [Select All] to highlight all sessions in the Sessions List table on the top of the window.  

   • Click on the Miscellaneous tab near the center of the window, then click the radio button for ‘Check Relay Ages’.

   • Click [Create Report].

   • If there are any exceptions, the report will appear.  Print the report, or make a note of the relays listed, if you prefer.

   • Note: If there are no exceptions, that means that all entered relays’ athletes are of the specified age for their event.

2. Next, confirm that relays identified on exception report are marked as exhibition, and that relays which include “swim-up” swimmers do not have any other athletes of the specified event age available.  

   • Close out of the Reports menus, and go to [Relays] from the home screen.

   • Click on the event of the first relay on the exceptions report on the Relay Events table on the top left of the window, then click on the relay team in question in the Relay Team Entries table on the upper right.

   • The entered swimmers’ names will be listed at the bottom of the window in the Relay Order table.  If there are any available swimmers of the correct age entered in the meet, their names will be listed on the bottom left table, Eligible Athletes.  

   • There should be no names listed as ‘Eligible Athletes’ if younger swimmers have been pulled up to complete a relay team.  (If there are no swimmers available in the event age group, younger swimmers may “swim-up” to complete the relay team, and such relays, as long as they are composed of 2 boys and 2 girls, are legal, non-exhibition relays.  See GMA for more information.)

   • If there are ‘Eligible Athletes’ listed, and younger swimmers have been pulled up, then the relay must swim as exhibition.

   • Note: Click on [Swim-ups] on the top navigation bar to toggle on/off the ability to view swimmers available to swim-up in the Eligible Athletes table.

3. Finally, confirm that all relays are composed of 2 boys and 2 girls.  Any other combination must be marked as exhibition.

   • Unfortunately, there is not a report to check for 2 + 2 genders in mixed relays.

   • Printing a heat sheet and manually checking for 2 boys and 2 girls is usually the fastest way to check this.

     • [Reports] → [Meet Program] 

     • Select ‘Relays Only’ on the top right.  Select ‘All Events’ in the Session List.

     • Check formatting of your preference at the bottom.  Since this is just for you to quickly check entered relays, choose whatever you prefer.

     • Click [Select All] → [Create Report]

     • You probably won’t need to print it– just scan the report on the screen and make sure that all relays are correct.  Relays already entered as exhibition will have an “E” next to their entry time.

4. Be mindful that relay names can be changed, and frequently are.  As you are running the meet, you will want to be mindful of checking relay names and composition to ensure that any changes do not affect the exhibition / non-exhibition status of the relay.  Make sure that any changes/corrections are made in the meet file prior to finalizing results.

Seeding should be done only once—never reseed unless ABSOLUTELY necessary.  Make sure you have imported all entries before proceeding with this step. Perform a backup before proceeding.

1. Select [Seeding]

2. It is a good practice to keep the ‘Prompt if a Re-Seed’ box checked, as this will prevent you from accidentally re-seeding events.

3. In the top Session List window, highlight the top line, ‘All Events’.

4. Select [Select All] → [Start Seeding] on the top menu bar.

5. Select [OK]

6. All events with entries will be seeded.

7. Perform another backup.

Un-seeding.  If you accidentally seed an event, or the entire meet, and need to “un-seed”, it can be done, although care should be taken to avoid the need.  To un-seed:

1. Make a backup of your meet file.

2. [File] → [Purge] → [Reset Event Results and Seeding]

3. [Select All] if you wish to un-seed the entire meet, or select the individual event(s) you wish to un-seed.

4. [Re-Set] → [Yes] 

** This report is available only in MM 7.0 and later **  If your meet management team is concerned about individual swimmers having enough rest between events, there is a report that can help evaluate this concern.  Run the ‘Less than minute interval’ report to check individual swimmers’ times between events.  You may not be able to provide perfect intervals for all swimmers (after all, the swimmers signed up for their events knowing the order in which they would be swum), but sometimes a well-placed break or choosing to NOT combine/consolidate heats can be a great benefit to the athletes.  To run this report:

1. Select [Reports] → [Meet Program]

2. In the top window, Session List, highlight the first session → [Select All]

3. Click on [Less than minute interval] on the top navigation bar.  Enter the interval you want to check– ‘20’ would be a good number to start with → [OK]

4. Meet Manager will check the entire session for individual swimmers’ times between swims, based on currently seeded swimmers and breaks entered in the session schedule.  If there are any swimmers with events less than 20 minutes apart, they will be listed on the pop-up report:

5. Share the report with the meet management team as a tool for managing the meet timeline, determining which events to combine, breaks, etc.

Most event combinations are swum consolidated in the pool, but will still remain separate events/heats in Meet Manager.  To facilitate the combination and make your job easier, we move swimmers around in Meet Manager to the actual lanes they will end up swimming in. This also allows you to use the electronically collected Dolphin times more easily by having swimmers correctly listed in a particular lane.

1. Select [Run]

2. In the Event List on the left, select the first of the two events you want to combine

3. Select [Adjust: F8]

4. Click and drag each swimmer to their new lanes.
   Remember that you will typically need to leave an open lane between boys and girls or relay team age groups.

5. Select [Save]

6. Select the second of the two events.

7. Repeat steps 3 - 5 above.

8. Perform a backup.

NOTE:  When you are running the meet, you will need to import the same Dolphin/pad/button race data twice, once for each heat.

1. If you have a lot of scratches in a single event, the referee may elect to consolidate heats in the event.  This is accomplished in the same screen as combining events, but this time you will be able to eliminate an entire heat:

2. Select [Run]

3. In the Event List on the left, select the event with the heats you want to consolidate.

4. Select [Adjust: F8]

5. Click and drag each swimmer to their new heat/lane.  You will now have an empty heat.  

6. Click on [Delete empty heats] → [Yes] → [Save]

1. Events may be combined at the discretion of the meet referee, including seeding without regard to gender or ages.  In such cases, places, awards, and published results for these events shall be separate for each age group and gender.  Host teams must include plans (or potential) for combined events in their meet announcement.

2. Meet files CAN be set up with combined gender events from the beginning, in which case the original event file would be a combined event and the entries would come into that combined event with no adjustments needed.

3. If you wish to combine genders for events that were originally set up as separate events, you can do that.  Once you have all of the entries in for the two separate events, you will combine the two by copying one event’s entries into the other and changing that event to ‘Mixed’.  When the mixed event is scored, it will list the girls and boys separately, so the awards and ribbons will not be affected. 

Example:  Your meet management team reviews the session report after all entries have been received and notes that there are only 3 total swimmers for events 7 and 8, the 13-19 200 IM (1 girl and 2 boys).  The referee wishes to run this event as a mixed gender, single event. 

4. From the home menu, select [Seeding].

5. Click on [Combine] at the top of the window.

6. Enter the Source Event Number (in this case 8– we are going to move the boys’ event into the girls’ event) and the Target Event Number (in this case, 7– the girls’ event that we are moving all swimmers into).  It doesn’t matter which way you combine the events.  Just pick one to be the source and the other to be the target.

7. Under the heading Method, select ‘Copy Entries to Target Event and Delete Entries from Source Event’.

8. Under Options, check all boxes.  This will preserve any special handling (such as exhibition) that you have already entered.

9. Click [OK].  This will generate a warning that the genders of the two events do not match.  The system will ask if it should change the gender of the target event to handle the combination.  Click [Yes].

10. You will then see a pop-up window with the names of the swimmers from the source event who will be copied into the target event:

11. Be sure to click the checkboxes next to all of the names in the COPY column, and then click on [Save].

12. In the Event List, you will now see all of the swimmers in the target event (which is now ‘Mixed’ gender) and zero swimmers in the source event:

13. You are now ready to seed.  Select the mixed event that had been your target event (in our example, event 7), and seed as usual.
    If you want to double-check to make sure all is as it should be, select the target event and click on [Preview] at the top of the window.  You will be able to see that all of the swimmers are seeded together by time without regard to gender:

14. Now you are ready to run your meet as usual.  Once event is complete and you score it, the system will automatically separate the swimmers into separate genders for results:

*Be sure that key meet volunteers are notified of any changes made to the meet program, especially: Deck Referee, Starter, Chief Timer, Marshals, Announcer, Meet Director, and coaches of affected swimmers.

1. Check the Session Report.  Once entries are entered into the meet file, the Session Report can estimate how long each event will take and help your meet management team make decisions regarding breaks and other timeline-related issues.  

Make a note of the time the first session is scheduled to finish.  Confirm with your meet director that the anticipated finish time is acceptable with regard to the arrangements that have been made with your venue (some pool facilities are less accommodating of a meet that runs long).  

If you have a second session, you will need to adjust the start time of that session to reflect the finish time of the first session so the timeline for the second session will be accurate.  

To print the Session Report from the Sessions page, click [Print].  

From the home page, click [Reports] → [Sessions], then:

2. • • Check the box(es) beside your session(s), or click [Select All]

     • Check what you want included on the report at the bottom of the page, then [Create Report].

     • Click the printer icon or Export Report icon to either print or create PDF.

3. Make sure you coordinate with your meet referee regarding any scheduled breaks he/she wishes to include.  You may go back and forth a few times as you experiment with where the Referee wants to place the break(s).  You will want to include your meet director in communications regarding the meet timeline, as the meet director will need to communicate with many volunteers and make plans accordingly.  To edit, add, or remove breaks:

   • • Click [Events] → [Sessions]

     • Review Session Schedule in the bottom right corner.

     • Use the Break column to enter a break (in minutes) to be used in the timeline computation.  The break should be entered on the line corresponding to the event after which you want the break to occur.

4. Once you have confirmed your timeline with your Referee, create a Session Report as noted above, navigate to the desired location in your meets folder and name the file TTTyymmdd – Session Report.

5. Click [Save]

1. Select [Reports] → [Meet Program]

2. In the top window, Session List, highlight the session, or click on the top line,  ‘All Events’, click radio button on far right ‘Indiv + Relays’

3. Select [Select All]

4. Under Columns/Format tab, check:

   • Columns: Double

   • Format: (do not check anything in this section)

   • Athlete ID: None

   • Time Stamp: Date and Time

5. Under Include in Meet Program tab, check:

   • Time Standards

   • Entry Times

   • Line for Results

   • Heat Start Times

   • Empty Lanes

   • Relay Athlete Names: 4

6. Select [Create Report]  → [Export Report icon] → Click [OK] → [OK]

7. Navigate to your meet files folder and name the file TTTyymmdd – Heat Sheets

8. Click [Save]

1. Select [Reports] →  [Entry Lists]

2. Team: Keep the default ‘--’ for all teams. Leave Age Range blank.

3. On the Report Type / Options / Format tab, check:

   • Report Type: By Team

   • Options: Athletes + Relays

   • Format: Event Description and Time

   • Check: ‘Separate page each team’

4. On the Include in Report tab, check:

   •  Include Heat and Lane

   • Entry Times

   • Do NOT check ‘Include birth date’ or ‘Include registration ID’-- this report will be distributed, and personal information should be protected

5. Select [Create Report] → [Export Report icon] → [OK] → [OK]

6. Navigate to your meet file folder and name the file TTTyymmdd – Entry Report – (Team Abbreviation) → [Save]

1. Select [Reports] →  [Athletes Roster]

2. At the top of the screen, select:

   • Gender: Both

   • Team: Keep the default ‘--’ for all teams. Leave Age Range blank.

   • Options: Leave all options blank

   • Sort: Alphabetical

3. On the Athlete Rosters tab at the bottom of the screen, check:

   • Report Type: 2 Columns

   • Sort: By Team

   • Athletes/Relays: Athletes Only

   • Include: ‘Separate page each team’.  All other checkboxes should be empty.  ‘Include birth date’ and ‘Include registration ID’ may be grayed out.  That is OK.

4. Do nothing on the remaining tabs at the bottom.

5. Select [Create Report] → [Export Report icon] → [OK] → [OK]

6. Navigate to your meet folder and name the file TTTyymmdd – Team Rosters

7. Click [Save]

1. Select [Reports] →  [Split Sheets]

2. At the top of the screen, select:

   • Gender: Both

   • Leave Age Range blank.

   • Filters: Team: Keep the default ‘--’ for all teams. 

   • Sort: Alphabetical

   • Select Session 1 in the Session List

3. On the Report Type / Options / Format  tab at the bottom of the screen, check:

   • Report Type: Split Sheet

   • Options: Athletes + Relays

   • Format: check ‘Separate page each team’

   • Split Sheet Options: Check the radio button for  ‘By Heat and Lane’.  

   • Do nothing on the Include in Report tab.

4. Select [Create Report] → [Export Report icon] → [OK] → [OK]

5. Navigate to your meet folder and name the file TTTyymmdd – Split Sheets → [Save]

6. Repeat for all sessions.

Note: Care should be taken to make sure all updates, changes, and known scratches are entered into the meet file prior to printing relay cards and lane timer sheets to minimize corrections required on the day of the meet.

1. Select [Labels] → [Entry Cards/Labels]

2. On the top right, select the radio button for ‘Relays Only’

3. In the top window, Session List, highlight the top line, ‘All Events’ → [Select All]

4. Under Label Selection, select the radio button for ‘Laser’, then select ‘3.5” x 8.5” (1x3)’ from the drop-down list

5. Under Format, select ‘Heat/Lane Number’

6. Under Sort By, select ‘Team’

7. Select [Create Labels] → Click on printer icon to print relay cards.

8. Cut and sort by team.  

Suggested Procedure:  

1. The Admin Official prepares and holds the relay cards at the AO table.  

2. Coaches are instructed to report to the AO table with any changes/corrections with a specific deadline.  

3. The Admin Official makes these updates both in the meet file on the computer and on the cards themselves.  

4. Once the cards are updated, they are given to the Head Marshal to be used for marshaling the relays.  (Individual events are marshaled off of the heat sheet.)  

5. Marshals give the card to the leadoff swimmers, who then give them to the lane timers.  

6. Lane timers record times on the card, as well as confirm the order of the swimmers.

7. Cards are returned to the Admin Official after the event by the runner.  Admin Officials will confirm all relay names and order are correct in the meet file prior to finalizing results.

Note: Care should be taken to make sure all updates, changes, and known scratches are entered into the meet file prior to printing relay cards and lane timer sheets to minimize corrections required on the day of the meet.

1. Select [Reports] → [Lane/Timer Sheets]

2. On the top right, select the radio button for ‘Indiv Only’

3. In the top window, Session List, highlight the top line, ‘All Events’

4. Click [Select All]

5. On the bottom of the screen, check:

   • Format: ‘2 Events or Lanes Per Page’

   • Heats: ‘All Heats’

   • Parameters: 

     • Checked: ‘Double Space’

     • NOT Checked: ‘Include Entry Time’, ‘Using Touch Pads’, ‘Include Athlete ID’

       1. • [If your pool has touch pads, you should check ‘Using Touch Pads’-- this will place a checkbox on the far right of each lane timer sheet for timers to note if they observe a potential soft touch.]

          • Lanes: ‘1-2’

     • Sort By: ‘Event then Lane’

     • Lanes: ‘All Lanes’

6. Select [Create Report]

7. Click on printer icon to print.  Retrieve the stack of lane timer sheets from your printer and cut in half.  You should now have a stack of timer sheets ready for lane 1 and another for lane 2, already in event order and ready to go onto your lane timer clipboards.

8. Repeat the above steps, but change the Parameters to Lanes: ‘3-4’.

9. Continue, 2 lanes at a time, until you have printed lane timer sheets for all of the lanes in your pool.  Distribute clipboards to lane timers (with watches and/or buttons).

Suggested Procedure:  

• The Admin Official prepares lane timer cards.

• Timers record watch times for INDIVIDUAL EVENTS on lane timer sheets.

• Timers record times for RELAYS on relay cards.

• Runner retrieves cards after each EVENT and returns cards to AO desk.

Some ideas for recording SPLITS…

Every team seems has a different system for recording splits.  If your team is consistently getting good split times and your timers are rarely confused, then continue to do whatever is working for you.

Here are some ideas that have proved to be helpful to many teams:

• For events that you intend to obtain a split, print a second set of lane timer sheets on COLORED paper.  Insert into the stack of lane timer sheets with the colored “split sheet” on top of the white final time sheet.  This gives the lane timers plenty of space to write and makes it clear what is what.

• For distance events, it is often helpful to provide lane timers with a lap sheet that will allow them to write down their unofficial splits for EVERY lap.  This has helped tremendously with lane timers who frequently lose count in longer events.  While only one official split will be recorded for each event, having the unofficial splits recorded separately helps to determine if the correct number of laps were completed, what the pace was, etc.

• We should make our very best effort to record splits on all relays and eligible longer events (100s on 200s, 200s on 400s, etc.), but splits are a courtesy and sometimes, despite our efforts, we don’t get a split.  That is unfortunate, but under no circumstances can a split be made up or “approximated”.

1. Make sure you have completed the initial set-up of Meet Mobile on the Settings tab.  Refer to §3.8  Set-Up Meet Mobile.

2. Select [Set-up] → [Meet Mobile Publishing]

3. Select Publish tab.

4. Under Meet Mobile General Meet Information:

   • From the Team Scoring Option drop-list, select ‘Male, Female, and Combined’

   • Check ‘Display the event time line (recommended)’

   • Select [Publish General Meet Information]

5. Under Psych Sheet and Heat Sheet Settings:

6. Select [Publish Psych Sheets and Heat Sheets]