Meet Entries

1. If you are a visiting team, go to the Swimcloud event page for the meet your team is attending and download the events file that is posted there.

2. Open Team Manager.

3. Select [File] → [Import] → [Meet Events]

4. Navigate to the folder with your meet files.

5. Select meet events file (e.g., Meet Events-NPS230106-6Jan2023-001.zip)

6. Select [Open] → [OK]

7. Highlight unzipped file (e.g., Meet Events-NPS230106-6Jan2023-001.ev3)

8. Select [Open]

9. Confirm information on Import Event screen, click [OK].

10. Number of events imported will display, click [OK].

11. Meet Setup window will open.  Confirm Meet Description tab information, with attention to the ‘Course’ (always ‘S’ or ‘L’ for regular season meets), click [Save].  Confirm Entry Fees tab information, click [Save].

12. Confirm Eligibility Rule tab information, with attention to the ‘Age-up Date’ (always the date of the meet, or first day of a multi-day meet, such as champs), click [Save].

Entries need to be completed and the corresponding HY-TEK compatible entry files emailed back to the hosting team no later than the entry deadline, as specified in the hosting team's meet announcement.

Each team manages swimmer entries differently (admin officials do it for some teams, coaches do it for others). To enter swimmers into individual and relay events for a meet, use the following steps.

NOTE: Any DoDEA high school athlete who is participating in another high school sport will have to swim their events as exhibition.  The list of affected swimmers should come from the person on your team who coordinates with the high schools. Please make sure you are aware of the rules for your swimmers in the area in which you live, and respect that some visiting teams may need to have their high school multi-sport swimmers entered as exhibition-only.

Individual Entries

1. Open Team Manager.

2. Select [Meets]

3. Highlight your [Meet Name]

4. Select [Entries] → [Entries by Name]

5. Check the following items:

   • For this Meet, Swim for Team: is set to your team

   • Team: is set to your team.

   • Note: if you are preparing entries for an unattached swimmer who is attending your meet, make sure you select ‘UN-EF Unattached’ as the team in both drop-downs.  See §4.1 Unattached Swimmers for more information.

6. In the top window, select (highlight) your first swimmer; this will display all eligible events the swimmer may participate in.

7. In the bottom window, under the Enter column, check each box for events the swimmer is entering.

8. Repeat for every swimmer swimming in the meet.  (Swimmers with at least one entry will be highlighted green in the upper window.)

9. When finished, close the window.

Relay Entries

1. Select [Meets]

2. Highlight your [Meet Name]

3. Select [Entries] → [Entry by Event]

4. Check the following items:

   • Swim for Team: is set to your team

   • Team: is set to your team.

5. Click on [Relays Only] on the top menu bar to filter out individual events and only show relay events.

6. From the top window, select the relay event

7. From the bottom window, select [New Relay] (Creates Relay Team A)

8. Double-click a swimmer’s name to enter them into the relay.

9. Continue until all swimmers are added (4 swimmers, with up to 4 alternates)

10. Repeat steps above to create additional relay teams for that event (Team B, Team C).

11. Repeat for each relay event until all relay teams are built.

12. When finished, close the window.

1. Select [Meets]

2. Highlight your [Meet Name]

3. Select [Entries] → [Entries by Name]

4. Check the following items:

   • For this Meet, Swim for Team: is set to your team

   • Team: is set to your team.

5. In the top window, select (highlight) your first swimmer; this will display all eligible events the swimmer may participate in.

6. Click the check box for ‘Show Swim-Up Events’ in the center of the window to see all possible swim-up options.

7. In the bottom window, under the Enter column, check each box for events the swimmer is entering.

8. Proceed with entry process

1. • Select [Meets]

   • Highlight your [Meet Name]

   • Select [Entries] → [Entry by Event]

   • Check the following items:

     1. Swim for Team: is set to your team

     2. Team: is set to your team.

   • Click on [Relays Only] on the top menu bar to filter out individual events and only show relay events.

   • From the top window, select the relay event

   • Check the box for ‘Show Swim-Up Athletes’ on the left.

   • Proceed with entry process

This report is used by the admin officials, coaches, and parents to double-check swimmers’ entries for a meet.  Typically, coaches will review this report to double-check and confirm entries are correct before they are sent to the meet host.  Some teams also email or post entries online so parents can see what events their swimmers have entered.

1. Select [Meets]

2. Select [Reports] → [Entry Report]

3. Select the meet from the Meet: drop down

4. Check the following items:

   1. Team: Ensure your team name is displayed

   2. Event Filters: Individual and Relays

   3. Sort by: Name

5. Select [Create Report]

6. Click Export icon at the top left: 

7. Click [OK] → [OK]

8. Navigate to the meet folder and save the report → [Save] 

This will export your meet entries for import into Meet Manager.  The file created in this step is sent to the meet host to enter your team in the meet.  Make sure your coaches verify all entries and the file is sent no later than the entry deadline posted in the meet announcement.

1. Select [File] →  [Export] →  [Meet Entries]

2. Navigate to the meet folder on the left.

3. Select the correct meet name in the Meet: drop down on the right.

4. Ensure Export Relays is checked.

5. Select [OK] →  [OK] →  [Close]