Declare Meet Entries

Declare Meet Entries

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Meet Entries Browser
Pre-Enter Athletes

Please follow these steps to declare who is swimming in a particular meet and optionally, what events they are swimming. This process applies to both Individual Entries as well as Relay Entries.

Overview
There are a number of ways in which swim teams establish how entries for a particular meet are declared.

Example 1:
Swimmers declare if they are attending a particular meet and then the coach chooses what events they are swimming. In this example, the coach would use the Entries / Pre-Enter Athletes feature to declare what swimmers will be at the meet. Then the coach can use that list to filter the list of eligible swimmers as he/she declares who is swimming what events. Click Here for information about how to Pre-Enter Athletes in a Meet.

The coach can also use the Online Meet Entry process so that a swimmer can declare that he/she intends to swim in a particular meet. Then the coach can download those attendance list and import into his/her TM database and then filter the eligible swimmer's list as he/she declares who is swimming what events.

Example 2:
Swimmers decide what events they are swimming in a particular meet. In this example, the coach might post a Meet Eligibility Report so that swimmers could indicate what events they plan to swim. Then the coach would use that "marked up" Report use the Entries by Name to tell TM what events each swimmer will be swimming. then based on who is attending the meet, the coach would then use Entries by Event feature to set up the relays for the meet.

The coach can also use the Online Meet Entry process so that each swimmer can declare what events they want to swim in a particular meet. Then the coach can download those entry declarations and import into his/her TM database to review and then set up relays.

When you choose who is swimming what event, TM will find that swimmer's best time and display it as his/her entry time. How TM finds each swimmer's best time in an event is based on the Course that was set up for that meet. For example, if the meet is set up as YO (Yards Only), TM will look ONLY at each swimmer's best Yard times. But if the meet is set up as Y (Yard Conversion), TM will find each swimmer's Best Time for each stroke/distance - converted to yards. In addition, you can also set up the meet to look at multi-course qualification times and either enforce theses entry times or not. You can even ask TM to automatically enter a swimmer at the minimum qualification time in a multi-course meet setup Please click Here for more information and some examples on Course setup options for a Meet.

If you have specified you want course conversion for your meet (for example, you have specified the course of the meet as "Y" asking TM to convert all best times to Yards), then TM will find a swimmer's Best Converted Time for a specific stroke/distance. TM will indicate a converted time by adding a ' character after the time - for example, 1:23.45Y' indicates a SCM or LCM time that has been converted to Yards.

You can review or check the meet entries that you enter by going to the Meet Entries Browser. After you have declared your meet entries and checked them, you can:

Print the Meet Entries Report and mail those entries to the meet host.

Export those entries to a diskette and mail them to the meet host.

- OR -

Export those entries to a file and e-mail them to the meet host.

Here is a summary of the process in setting up the meet and declaring your entries.

Add your new Meet. Click Here for information on how to do this.

Enter or Import the Events for the meet. Click Here for information on how to do this.

From the Meet Browser, highlight the meet for which you want to declare entries and click on Entries from the Meet Browser Menu Bar and then click on Entries by Event or Entries by Name or Pre-Enter Athletes.

You may also Print the Meet Entry Report from either the Entries by Event or Entries by Name Main Menu Bar.

Using the keyboard
The Meet Entries by Event and by Name screens were designed to be used with a pointing device like a mouse as well as the keyboard. Here are a few tips for navigating these screens and making selections.

Use the F4/F5 key to pick the Next (F4) or the Previous (F5) event.

Use the tab or shift tab or the left or right arrow keys to navigate across the Entry grid.

Use the Up and Down arrow keys to navigate up and down the Entry grid.

If you wish to select a check box, for example an Exhibition swim, use the tab or arrow keys to highlight the check box and then press the space bar to select or de-select that particular check box.

Entries by Event
This method of declaring entries lists each event that has been set up for the meet with the corresponding eligible athletes or relays for each event selected.

First enter the Team for which these entries apply. If they generally apply to the same team for each meet, we would recommend you set up Favorite Filters so that the team you choose will be automatically displayed each time you declare meet entries. Click Here for information on how to do this. If you leave this field "blank", TM will use the Team that the Athlete is current assigned for the entry Team.

Individual Events
You may filter the list of events by Session and/or by Division. Pick an event and TM will list all of the eligible swimmers for that event. TM will sort these eligible swimmers alphabetically by Last Name but you can click on the Best Time column header to sort them by Time, click on the Age column to sort by age, or click on the Birth column to sort by birth date. You can enter an event number, use the event scroll list, click on the arrow keys to go to the Previous or Next event, or press F4 for Previous event or F5 for the Next event.

Entries Sorted by Last Name
entries-by-event-lastn

Entries Sorted by Best Time
entries-by-event-best

For example, pick a Boys 11-12 50 Free and TM will list all of the boys in your Database that are between 11 and 12 years old based on the age-up-date of the meet, with their best time in that event. Then highlight the swimmer you want to enter with one mouse click! If the swimmer has not swum that event or you do not want to use his/her best time, you can enter a Custom Entry time. Specify the entry as Exhibition, Alternate, or Bonus by clicking on the appropriate check box. A "Bonus" entry is one that does not meet the entry time but is allowed to enter that event because the swimmer has met an entry time in other events. This is typically used in USA Swimming National and Sectional type meets.

If there is a Meet Entry Qualification time specified for this event, TM will show it and will not let you enter a swimmer into the event unless he/she has a Best time or Custom time that meets that entry cut. You can also specify a Fudge Factor that will be applied to the swimmer's Best Time and then compared with the Meet Entry Qualification time. If the swimmer now meets the entry time cut, the entry time will be prefixed with a % character - for example, %1:23.45.

If you are submitting entries say for a dual meet and want to specify the Heat and Lane for each entry, enter the Heat and Lane for the particular swimmer in the appropriate Heat and Lane column. Then when you print the Entry Report, print the Entry Labels, or Export Entries, TM will include the Lane and Heat designations as you so declared.

If you wish to enter all the eligible swimmers in the selected event, click on the Enter All button. This option is NOT available if the meet events have Qualification Times. To clear all of the entries, click on the Clear All button.

Click on the Show Swim-Up Athletes check box and TM will add athletes in the list that are younger than the lower bound of the event age. For example in our Boys 11-12 example above, TM would add to the swimmer list all of the swimmers who were 10 years old and younger.

Click on the Only Athletes Already in Meet check box to filter the eligible swimmer list with only swimmers who have been previously entered in the meet. You may also filter the eligible swimmer list by Team, Group, Subgroup, and School Year.

Click on the Only Pre-entered Athletes check box if you want to filter your swimmer list by ONLY those swimmers that have been Pre-Entered. Click Here for information about how to Pre-Enter Athletes into your meet.

NOTE: The option to check this box will be available ONLY if you have Pre-Entered Athletes in this meet.

Relay Events
You may filter the list of events by Session and/or by Division. Pick a Relay event and TM will list all of the swimmers that are eligible to swim in that relay event. For example, pick a Boys 11-12 200 Medley and TM will list all of the boys in your Database that are between 11 and 12 years old based on the age-up-date of the meet. Click on the New Relay button to add a new Relay and if it's the A Relay, TM will search your Database and find the Best Time for that particular Gender/Stroke/Distance. If you do not have a relay result for that Gender/Stroke/Distance or you do not want to use their best time, you can enter a Custom Entry time. Specify the entry as Exhibition by clicking on that check box.

If there is a Meet Entry Qualification time specified for this event, TM will show it and will not let you enter a Relay into the event unless they have a Best time or Custom time that meets that entry cut. You can also specify a Fudge Factor that will be applied to the relay's Best Time and then compared with the Meet Entry Qualification time. If the relay now meets the entry time cut, the entry time will be prefixed with a % character - for example, %1:23.45.

If you are submitting entries say for a dual meet and want to specify the Heat and Lane for each entry, enter the Heat and Lane for the particular Relay in the appropriate Heat and Lane column. Then when you print the Entry Report, print the Entry Labels, or Export Entries, TM will include the Lane and Heat designations as you so declared.

You may pick up to 8 swimmers (4 primary and 4 alternate) from the list of eligible swimmers for your Relay. You can click and drag them over to Relay positions 1-8 or double click on the name and TM will automatically move them for you. You may also want TM to find the Best Relay combination for you. First, review the list of eligible swimmers and remove the check under the 4Bst column if you do not want TM to include that swimmer in the Best Relay calculation. Then click on the

button and TM will evaluate all of the eligible swimmers' times to compute the very best relay combination. That computed fastest relay time will be entered as a Custom Time for that Relay. If this is a Mixed Relay, TM will find the best 2-Boy/2-Girl combination. Or, you may want to click on the

button and TM will evaluate all of the eligible swimmers' times to compute and print a report of as many best relay combinations as possible - e.g. A Relay, B Relay, C Relay, etc. Click on the

check box and TM will also use any Relay Non Lead-off splits that have been saved and put an "N" after the time to indicate that an "unofficial Relay Non leaf-off split" was used - see example below.

Click on the Show Swim-Up Athletes check box and TM will add athletes in the list that are younger than the lower bound of the event age. For example in our Boys 11-12 example above, TM would add to the swimmer list all of the swimmers who were 10 years old and younger.

Click on the Only Athletes Already in Meet check box to filter the eligible swimmer list with only swimmers who have been previously entered in the meet. You may also filter the eligible swimmer list by Team, Group, Subgroup, and School Year.

Click on the Only Athletes in Session check box to filter the eligible swimmer list with only swimmers who have been previously entered in events for this session.

A Relay Only Swimmer is a swimmer that is not entered in any Individual events and is NOT entered on a Relay Team. These swimmers are typically entered in the meet by the coach to possibly use in a relay once the meet begins. To declare a swimmer as Relay Only, click on the Entrd check box next to the swimmer's name and then right mouse click. TM will ask you to confirm that you wish to enter this swimmer as a Relay Only Swimmer. Click OK and that Relay Only Swimmer entry will be stored in your Database and the column to the left of the swimmer's name will be listed with a @ character to indicate the Relay Only status. Relay Swimmers will be displayed in the Meet Entry Report sorted "by Name" with the "Individual and Relay" box checked.

Entries by Name
This method of declaring entries lists each swimmer in the Database based on the following filter options:

Low and High Age - For example, ages 11-12

Team

Group

Subgroup

WM Group

WM Subgroup

School Year

Gender

First enter the Team for which these entries apply. If they generally apply to the same team for each meet, we would recommend you set up Favorite Filters so that the team you choose will be automatically displayed each time you declare meet entries. Click Here for information on how to do this. If you leave this field "blank", TM will use the Team that the Athlete is current assigned for the entry Team.

Now select any of the swimmer's listed. As soon as you click on a swimmer, TM will list the eligible events based on the following event filters and will also include that swimmer's Best Time for each event. If the swimmer's name is colored, that means that at least one entry has already been set up for that swimmer. This is an easy way to tell for what swimmers you have completed meet declarations.

Session

Division

TM will list the Maximum entries for this meet and Session as well as the running total of Individual Entries and Relay Entries for the particular swimmer that has been selected.

To enter a swimmer into one of the eligible events, just click on the Entered column check box. If the swimmer has not swum that event or you do not want to use his/her best time, you can enter a Custom Entry time. Specify the entry as Exhibition, Alternate, or Bonus by clicking on the appropriate check box. A "Bonus" entry is one that does not meet the entry time but is allowed to enter that event because the swimmer has met an entry time in other events. This is typically used in USA Swimming National and Sectional type meets. If there is a Meet Entry time specified for this event, TM will show it and will not let you enter a swimmer into the event unless he/she has a Best time or Custom time that meets that entry cut.

Click on the Show Swim-Up Events check box and TM will add events in the list that are older than the age of the swimmer. For example, if the swimmer is 11 years old, checking this box would result in the 13-14 and 15 & Over events being listed for this swimmer.

If you wish to enter the selected swimmer in all of his/her eligible events, click on the Enter All button. To clear all of the entries, click on the Clear All button.

Click on the Show Relay Entries and TM will also indicate what relay Events a swimmer has been assigned to.

NOTE: The option to check this box will be available ONLY if you have Pre-Entered Athletes in this meet.