Club event details

Club event details



There are 5 event types to choose from when setting up a club event:
  1. Open meet - This allows swimmers to select the events they would like to swim
  2. Team gala - This allows swimmers to confirm their availability only
  3. Club champs - This allows swimmers to select the events they would like to swim
  4. Turn up and swim - Swimmers are chosen on the day
  5. Meeting - Used for arranging meetings or other non-swimming events
For all swimming club events (galas etc) you will need to set an event template. This allows you to easily create the team and see swimmer's PBs according to the event template criteria.

Entry Eligibility

There are 6 entry eligibility types to choose from and these govern how the system uses swimmer's pbs for entry times:
  1. SO - use the swimmers SC time and compare that to the SC qualifying times (ignore any LC times provided) to see if they qualify.
  2. LO - use the swimmers LC time and compare that to the LC qualifying times (ignore any SC times provided) to see if they qualify
  3. S - use the fastest of their SC time or converted LC time to see if they qualify against SC QTs
  4. L - use the fastest of their LC time or converted SC time to see if they qualify against LC QTs
  5. SL - use the best short course time or converted long course time (whichever is faster) against the SC qualifying times. If they qualify, enter the best time with an S code. If no SC qualifying times exist for the event check the fastest of either their LC time or converted SC time against the LC qualifying times and enter the fastest with an L code in the swimmer course
  6. LS - use the best long course time or converted short course time (whichever is faster) against the LC qualifying times. If they qualify, enter the best time with an L code. If no LC qualifying times exist for the event check the fastest of either their SC time or converted LC time against the SC qualifying times and enter the fastest with an S code in the swimmer course
Hytek files have SLY and LSY but they are the same as SL and LS above.

Emailing your members


Once you have the event setup, it is time to email your members. Click on the Email Members link on the navigation and you are presented with the following options:
  • Select all eligible swimmers - This will select ALL of your club swimmers that are eligible for at least one event, depending on your entry eligibility setting and the event template event settings.
  • Select all swimmers added to event - If you have added some swimmers to the event manualy (by clicking the + Members link), you can email all of those
  • Select all members in team - Once you have created the team (more on that below) you can email all of those
  • Select members not responded - If you have already sent some emails out, you can email anyone that hasn't yet responded
  • Select members - Select individual members to email
  • Select groups - Select any member assign to one or more club groups
  • Email subject - The subject of the email
  • Select ReplyTo address - The email address that you want replies to go back to
  • Insert email template - Select an email template you have previously added to use as the email body
  • Email body - The body of the email
  • Attachments - Add any files you want to send with the email
  • Include link to confirm - Check this and the system will create a unique link for every recipient to click on and confirm their availability and or select events
If you select "All eligible swimmers", the other filters such as age and groups will be ignored

Create the team

Once you have either added members manually, or your members have responded to your email and selected their events etc, click on the Create Team link.

For members to appear on this page, they must have their "Attending" value set to "Yes".



All of the events in the event template assigned to this club event will be listed along with each swimmer that is eligible for that event.

To add a member to the team, click on the "Select" check box, enter their swim order, entry time and event fee (if applicable) then click on the "Update" button.

To remove a member from an event, click on the "Remove" check box then click on the "Update" button.

Setting the swim order

To have the system automatically set the swim order for you, click on the "Set Swim Order" button. The system will order your swimmers according to the following criteria:

  • Slowest according to entry time
  • Then slowest according to their PB
  • Then age (youngest first)
Click on the "Print Teamsheet" button to open a page with the following options:
  • Show diving column - Include the swimmers "Diving OK" status
  • Show age column - Include the swimmer's age
  • Show PB column - Include the swimmer's PB
  • Show entry time column - Include the swimmer's entry time
Click on one of the buttons at the top right to download the team-sheet in either PDF or MS Word format
There are 2 menus on the event details page as follows:

First Menu


  • Create Team - Click this to create the team
  • Meet Files - Click this to download a zip file containing the following files
    • A csv file of swimmers in the team
    • An HDR file containing the event details
    • An MRF file containing the event swimmers
    • A txt file containing a SportSys type file with event details and swimmers
  • Swim times - A submenu containing the following:
    • Add swim times - Click this to add swim times for this event
    • View swim times - Click this to view swim times for this event
    • Export swim times (CSV) - Click this to export your swim times for this event in CSV format
    • Export swim times (XLS) - Click this to export your swim times for this event in MS Excel format
  • Attendees - A submenu containing the following:
    • With medical details - Click this to print a list of all attending swimmers including their medical details
    • Without medical details - Click this to print a list of all attending swimmers NOT including their medical details
  • Team sheet - A submenu containing the following:
    • Non-formal names - The teamsheet page using swimmer's non formal names (known as)
    • Formal names - The teamsheet page using swimmer's formal names (first and last name)
    • Volunteers - A page listing all the event volunteers (more on this below)
  • Export - A submenu containing the following:
    • Eligibility report - An Excel file containing all swimmers eligible for one or more events
    • Event swimmers by swimmer - An Excel file listing all swimmers and the events they are swimming
  • Uploaded files - A submenu containing the following:
    • Add file - Attach a file to the event
    • View files - View all files attached to the event
  • Spectator Tickets - A list of members who have requested tickets (more on this below)
Second Menu


  • + Members - Add members to the event
  • Import Team - Copy the exact team from another club event into this one
  • Mark Attending - Set all swimmers' "Attending" value to "Yes"
  • Email Members - Email your members
  • View Sent Emails - View any previously sent emails
  • Text Members - Send a text message to your members
  • + Invoices - Create invoices for the event (more on this below)
  • Email Invoices - Email the event invoices to your members
  • Print Invoices - Download a PDF file of all the event invoices
  • Fees - Download an Excel file of all members and their event fees

Event volunteers

If you would like volunteers to help at the event, you need to assign a volunteer template.

Click on the "Add Volunteers" button after you have assigned a volunteer template and the system will list all club members that are eligible depending on the volunteer role settings.

Once you've added some, click on the "Email Volunteers" button and you can email them all along with a special link where each person can confirm if they can volunteer or not.

Spectator Tickets

If you would like to sell tickets for this event, enter values for the "Spectator ticket adult/child price" fields. To allow members to order tickets, you must send out an email including the email tag for tickets. The system will replace that with a unique link for each member where they can order tickets.

The email tag button is the 7th button from the right on the email body editor menu.

Click on the "Spectator Tickets" menu link to see who has ordered tickets.

Click on the "Create Ticket Invoices" button to create all of the invoices for members who have ordered tickets.

You can safely click this button more than once. The system will only create invoices for tickets that haven't already had invoices created.

Member Invoices

If you set the default fee per event/relay, the system will invoice each swimmer according to which events they are swimming in. You can override this default fee on the create team page if need be.

To create your member invoices, click the "+ Invoices" button on the second menu.

Adding Swim Times After The Event

After your event, click on "Swim times > Add swim times" on the first menu and all of your swimmers will be listed in order.



Click on the blue down-facing arrow to enter splits (if applicable), and enter all the other information. Click on the "Add Swim Times" button at the bottom when you have entered them all.

You don't have to enter them all at once. You can add a few then come back at a later date and add more.


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