There are 5 event types to choose from when setting up a club event:
Open meet - This allows swimmers to select the events they would like to swim
Team gala - This allows swimmers to confirm their availability only
Club champs - This allows swimmers to select the events they would like to swim
Turn up and swim - Swimmers are chosen on the day
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.
There are 6 entry eligibility types to choose from and these govern how the system uses swimmer's pbs for entry times:
SO - use the swimmers SC time and compare that to the SC qualifying times (ignore any LC times provided) to see if they qualify.
LO - use the swimmers LC time and compare that to the LC qualifying times (ignore any SC times provided) to see if they qualify
S - use the fastest of their SC time or converted LC time to see if they qualify against SC QTs
L - use the fastest of their LC time or converted SC time to see if they qualify against LC QTs
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
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:
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)
+ 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
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.
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.
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.
Club events can be used for anything but most clubs use them for "galas". Enter all details regarding the event and if your event is a swimming event, assign an event template. Event templates let you list all the events in a gala and easily add ...
To save you having to add the same events to galas over and over again, you can create an event template instead. Once you have added all the events to the template, go to the club event (gala) and assign the template to it. When you build the team ...
Use this page when you want to edit your club details. The page is broken down into the following tabs: General details - this lists your club's general details such as club name and address Extended details - this lists extra details such as club ...
This page lists all of the events and galas you are participating in and have been invited to via email. Click on the event to confirm your attendance and select the events you want to swim (depending on event type).