Meet Attendance and Declaration

Note: These instructions are for a desktop computer, not the app. We are not sure if this feature works in the app, so please use a computer.

Meet Declaration

Also known as meet sign-up, should be done for each meet.
All Swimmers must declare for each meet that their swimmer(s) WILL or WILL NOT participate in the upcoming meet.
Even if you already declared your swimmers for all meets when you first joined, it is a good idea to check on this weekly to make sure your sign up is still correct.

You must sign your swimmer(s) up for each meet in a timely manner or risk your child(ren) not being able to swim at the meets.

We need to know if you won't be attending, that way Coaches know the parent hasn't forgotten this step.

Declaration is due by noon on the SUNDAY before the meet to be placed in the Swimtopia system for individual and relay events (instructions below).

Adjustments to your status can be made until Noon Sunday.
Schedule changed? No problem, change your status before Sunday at noon.
After Sunday at noon, if you have a change in status, email the coaches [email protected]
Beginning Tuesday at 3:30pm coaches will not be able to check email. Anything after 3:30pm regarding a swimmer NOT attending please do your best to contact someone you know who may be at the pool.
Why is this important? Each swimmer is entered in the events prior to the actual start of the meet. Numerous forms are completed, copied, and distributed to meet officials of both involved teams. If your child is a no-show or leaves early without advance notice, it affects not only the individual events that the swimmer was placed in, but also can put relays, which other children are part of, in jeopardy. Failure to give advance notice may result in disqualification for the next meet (and may cause other swimmers to become teary-eyed).

INSTRUCTIONS

Complete no later than noon on the Sunday before each Meet

Click the green MEET ENTRY tab for the upcoming meet

"Your family swim meet status"
- Your swimmers listed with “not yet signed-up for this meet”
Select “edit”
It defaults to (undeclared) which is not enough!

Use the drop down to select attending or not attending
If not attending. Select save.
Attending this meet:
- Select your response for the relays. There are 4 options so please read them carefully. The default is “Available for relays” so please select if you want a different option!
  - these are helpful for bedtime, year round and late school dismissal.
  - If your child isn't feeling comfortable with the idea of relays, it is best to opt out versus deciding last minute and cancel an entire relay group.
- You must select the relay option to be placed on a relay

If needed, leave the Coach a note regarding event preferences. Swimmers will be entered into all eligible events. Keep notes short and sweet please, ex: No Backstroke

While we hope kids will try all events, we understand some are still working on strokes, endurance, and overall confidence. We want to set your kids up for success, so if they aren't ready for butterfly that is fine, opt them out.

Be sure to select SAVE
If you complete these steps your swimmer should appear as “Attending” under “Family meet status”
Repeat for ALL your swimmers
If your status is not correct you didn’t select “save”
Repeat to make corrections and for additional swimmers
To confirm in the App, select the meet, your swimmer should have a check mark “attending” within the meet. You will find your work shifts there as well.