Building Your Meet Schedule

Teams will clone a preconfigured EFSL meet template on Swimcloud. Do not clone previous meets! You will be able to clone events later on in the process. 

*Note: Your meet's Swimcloud page also serves as the meet announcement. Teams will build out the meet announcement portion of their meet on a later date. However, you can always start adding in the information now to save time later. More information is available on the Meet Director page. 

Visit Swimcloud.com, log-in to your account, and visit our prebuilt meet template page: EFSL MA Template. You can use the provided link or use the the search bar on Swimcloud. 

Cloning a Meet

• Locate the EFSL MA Template to clone on SwimCloud.

• Click the three-dot edit menu next to the meet name. 

• Select Clone from the drop-down menu. 

  • 🎥 Video Resource: How to Clone a Meet. 

• Enter a new meet name in the text box. 

• Set the start and end dates for the new meet.

• Leave all boxes checked

• Click the Clone button to create the new 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 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 unless hosting an intra-squad

• Course: SCM or LCM

• Gender: Men/Women

• Sanction Number: Leave blank

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

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

• Administrators: Once an event is sanctioned, administrative access is restricted to the host team’s Administrative Official (AO) and the EFSL AO. However, during the schedule-building and pre-sanctioning phase, the Meet Director may be assigned as an Admin to add custom sections. Click the “X” to remove an administrator.

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

Note: The EFSL follows a blind entry process. No other members of the hosting or visiting teams may view entries until the meet has been seeded and published to all participating teams.

• Custom Sections: Add in a customs planning section to help visiting teams plan their travel. These can include timeline limitation, requests for officials, facility or visitor access information, or good to know information about the surrounding area.

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, but please reference the restrictions here: https://www.efslswim.org/meets/meet-directors

• 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: No or Yes, with warning (to accommodate split events)

    • Team Limits: Default is none. This option 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 -use custom if your first lane starts with 0-

• See preference: Time-based

• Seed Order: Slow to Fast

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

• Manual add or copy your events from a previous Swimcloud meet. Do not import a Hy-Tek event file! 

• Important Planning Note: Teams expect all eligible age groups to be offered for standard EFSL events, regardless of the month or point in the season. If an event is restricted to specific age groups, it must be listed as a custom event.

  • Naming Convention: Distance Stroke (Event Age Group)

  • Example: 100 Back (11 & Older)

    • Note: This example ensures opportunities are given to swimmers with birthdays before the SDC. However, leaving it as 19 & Under is recommended. 

• 🎥 Video Resource: Building Sessions and Events

Teams Tab

• Add your team:

  • Click the blue +Add Teams button, search for and add your team.

• Set your team as Host: 

  • Click the three vertical dots and select Set Host

• 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 or limitations are met.