Every meet: the three steps – Swimming Club Manager help

Every meet uses the same three menu items, in order: 📋 1. Prepare entry sheet, 🏁 2. Build race sheets, ✅ 3. Save results. Steps 1 and 2 happen before the meet, step 3 after it.

The weekly cycle. The highlighted boxes are the three menu items; everything else is done by hand or on the pool deck.

Typical week

When	Task	Menu item
Early in the week	Check the Calendar has this meet’s events; add any new swimmers to Members	–
Early in the week	Open the entry sheet for the meet	📋 1. Prepare entry sheet
Until entries close	Tick entries (or let online entries come in)	–
Day before / morning of	Build and print race sheets; print the average times sheet if you use it	🏁 2. Build race sheets
At the pool	Race from the printed sheets; note late swimmers and changes	Part 4
After the meet	Type in finish times and save	✅ 3. Save results
Any time after	Update the point score and other reports	Part 5

Step 1 – Prepare the entry sheet

🏊 menu › 📋 1. Prepare entry sheet…
Type the meet date (the next Saturday is offered) and press OK.
The Entries tab lists every member, grouped by age group then gender, with a tick box under each of that day’s events.
Tick each swimmer’s events. A swimmer with no ticks is not entered.

What to know:

Entry rules apply as you tick. If a tick breaks a rule (e.g. both 100m and 200m when only one is allowed), it is undone and a message says why.
Running it again for the same date keeps your ticks. It also adds any new online entries, so you can run it as often as you like.
Preparing a different date asks before replacing the current entry sheet.
Online entries (own copy only): when a parent changes their entry, their latest submission replaces their earlier one.
A swimmer missing from the list is not on Members yet: add them there, then prepare the entry sheet again.

Step 2 – Build the race sheets

🏊 menu › 🏁 2. Build race sheets.
Confirm the meet date and the number of entries.
The sheet builds every race and opens the Race Sheets tab.
Read the summary message. Under Please check it lists anything that needs a look, for example:
- a swimmer who would have raced alone and was moved (“Gary Galah was the only Under 9 Open swimmer … swims with Under 10 Open”)
- an entry left out because of an entry rule
- a swimmer with no gender or date of birth
- a swimmer entered in a championship but not yet eligible
Print: File › Print, scale Fit to width, then Print.

How races are built:

One race per group (and per gender if girls and boys race separately), in Calendar order.
A group with more swimmers than lanes (or than Max per Race) is split into even heats. With your own groups, heats go youngest first (10 Junior Open = 3 Under 8s + 2 Under 9s, then the rest); otherwise similar speeds race together.
Handicap races: the slowest average starts on GO (handicap 0); each other swimmer’s handicap is the slowest average minus their own, rounded. First-time swimmers in an event are time trials (TT): off GO, no place.
Seeded races: the fastest swimmers race together; no handicaps, no time trials.
Lanes: the fastest swimmer gets lane 4 with centre-out order, then 5, 3, 6, 2, 7, 1, 8.

Each race on the Race Sheets tab shows Lane, Go Off, Handicap, Swimmer, Division, TT, Finish Time, Place, Points and PB. Starters read Go Off / Handicap; timekeepers write the clock time in Finish Time.

Before results are saved you can rebuild: 🌊 Race day › 🔁 Rebuild races for a day re-groups everyone using the current Members details and settings, keeping any times already typed. After results are saved, rebuilding is blocked to protect them.

Step 3 – Save the results

On the Race Sheets tab, type each swimmer’s clock time in Finish Time: 34.5, 1:05.2 or 12:34.5. Type DNS (did not start), DNF (did not finish) or DQ (disqualified) where needed. Don’t subtract handicaps; the sheet does that.
Fix anything that changed on the deck: a different swimmer, a changed handicap, a swimmer added to an empty lane (Part 4).
🏊 menu › ✅ 3. Save results.
Read the message:
- “Everything looks complete” – done.
- “Things to check” – a list such as a missing finish time or a swimmer in the same event twice. The results are saved anyway; fix the items on the Race Sheets tab and press Save results again.
Places, points and PBs now show on the race sheet. A PDF copy is saved to your Google Drive in the folder “club short name – Race Sheets” (a corrected copy replaces the old one, which moves to “Earlier copies”).

Saving again after a correction is always safe: it recalculates that meet only.