How-to guide
Meet entries and fees
Create the meet, choose events, enter swimmers or let them pick, get parent approval, confirm and charge, export the entry file. Then import the results when it's over.
About 12 minutes
For coaches, club admins
Why this matters
Entries are where a team loses the most time: texts, spreadsheets, seed times typed by hand, surprise fees. Here the whole loop runs in one place, seed times come from bests, and parents approve on their phones.
Step by step
- 01
Create the meet
Meets tab, Create. Name, dates, location, course, the fee per event, any flat registration fee, and the entry deadline. The meet appears on every swimmer's and parent's schedule.
- 02
Choose the events offered
Pick the events from the meet's list. Swimmers only see those when they pick.
- 03
Enter swimmers, or let them pick
Enter each swimmer's events yourself, or let swimmers 13 and up tap 'Pick my events' on their own Meets tab. Seed times fill in from personal bests in the meet's course. Swimmers can also send you an 'Ask the coach' note if they're unsure what to swim.
You'll know it worked when
Each swimmer's entries are listed with seed times.
- 04
Notify parents
One tap sends every parent the events and the fee for their swimmer. They approve from their home page. Nothing is charged yet.
- 05
Confirm and charge
When entries are set, confirm. Each family's total is calculated from the entries and fees and charged through the club's Stripe account. Families see a receipt; any declined card stays as an open invoice they can pay from Billing.
Stripe has to be connected first → - 06
Export the entry file
Export SD3 and send it to the meet host.
- 07
After the meet, import the results
Get the results file from the host and import it. Times, places, and bests land on the swimmers, and predictions for that meet are scored against what actually happened.
Importing meet results →
Troubleshooting
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