MeetDirector Online · Knowledge Base
Everything a coach needs: getting your team, managing your roster, uploading and reading results, and putting other coaches and meet directors on your staff.
Article 1
You now have an account, but you are not yet attached to a team. Until you are, the Coach portal is titled Claim your club and shows the ways to get a team instead of rosters and uploads.
Open the Coach portal at /coach. You have three ways forward:
| Situation | What to do |
|---|---|
| Your club is already on MeetDirector | In the Request a team card on the Requests tab, pick your team from the dropdown (listed as Team Name (CODE)) and click Request access. |
| Your club is not on MeetDirector yet | Click Create a team and register the club. Whoever creates it becomes its team admin. |
| You only want to enter your own swimmers, not a club | Click Enter my own swimmers as unattached. |
A request to join an existing club is reviewed by that club's team admin (or by a MeetDirector administrator). While it is pending it appears under My requests as Pending. When it is approved, the club's card appears under Your teams with its athlete, staff and meet counts, and Open on the card takes you to that team's dashboard.
Don't see your team in the dropdown? It may not be set up yet, or it may be spelled/coded differently than you expect. Create it, or open a support ticket and we'll help you find it — make sure the team code matches the one used in your team-management software (Hy-Tek Team Manager, SwimTopia, etc.).
The Coach portal (/coach) is the view across all your teams: what needs your attention, upcoming meets, recently published results, and a card for each team under Your teams. Below them, the Requests tab holds your own requests to join a team and any timing company asking to work with your club, and the Timing vendors tab lists the timing companies your clubs use. Nothing on /coach acts on a team.
Everything you do for a team starts from that team's own dashboard at /coach/{your-team} — click Open on its card, or choose it from the Team list at the top of the page. Its Actions tiles are your launcher:
If you coach more than one team, each has its own dashboard; check the team name at the top of the page before you upload anything. To create another team, choose + Create a team… at the foot of the Team list.
Entering meets, hosting one and taking payments are walked through step by step in Entries and payments — the coach's guide.
Note on early access: hosting meets and collecting entries is being rolled out club by club. If you see the "Meet hosting is in early access" notice, you can look around but not yet create a meet — open a support ticket to ask us to switch your club on.
Article 2
The roster table lists every athlete on your team with Name, Gender, Age, USA-S # and Status (Active or Inactive). Inactive swimmers are shown dimmed. From each row you can:
Use Download roster at the top of the page to export the roster.
Click Add athlete at the top of the roster. In the dialog, fill in:
| Field | Required? | Notes |
|---|---|---|
| First name | Yes | |
| Last name | Yes | A suffix (Jr., Sr., II, III, IV) goes at the end, after a space: Hartwell III |
| Gender | Yes | Female or Male |
| Date of birth | Recommended | Used to calculate age and age groups |
| USA-S # | Optional | Strongly recommended where you have it |
Middle initial, preferred name, class, phone, email and notes are optional. Click Add athlete — the swimmer appears in the roster immediately.
Tip: date of birth and USA-S # are how the system matches a swimmer to results when a meet file is uploaded. Good identifiers are the single best way to prevent duplicate records.
There is no delete — that protects every swimmer's results and history. Click Deactivate on their row instead. They drop off the active roster but keep all past results, and Activate brings them back.
Every club has a page at /teams/{id}, linked from Teams. Anyone can see the club's name, governing body, league, classification, how many swimmers and meets it has, and its coaching staff. The roster is not public — see below.
If you're the team admin, the roster page has a Club details tab (also on Staff & club info) that fills that page in:
| Field | Notes |
|---|---|
| Street address, city, state, ZIP | Shown as your club's address |
| Phone | With a Keep this number private box — tick it and the number is stored but never shown |
| Website | Linked from your club page |
| Team logo | PNG, JPG, GIF or WEBP, up to 2 MB; appears beside your club's name |
Everything is optional, and nothing is published until you enter it.
| Who | What they see |
|---|---|
| Anyone, signed in or not | Club details, coaching staff, and the number of swimmers |
| A swimmer or parent linked to your club | Names, gender and age — no USA-S numbers, no links to anyone's times |
| Your coaches and site administrators | The full roster, with identifiers and links through to each swimmer |
Being signed in isn't enough to see another club's roster — it's a list of children, and the check is whether you coach the club or have a swimmer on it.
Each coach's email is hidden on the public page until someone chooses to publish it. On the Coaches & staff tab of Staff & club info, the line under each address in Current coaches toggles it:
It's set per club, so a coach who works with two clubs can appear on one page and not the other.
If the same swimmer exists twice (different spelling, club record vs. school record), use Merge duplicates at the top of the roster page. Choose the record to keep and the duplicate to retire; the duplicate's results move to the record you keep. Merges are reviewed carefully — if two records carry different USA-S numbers the system treats them as different people and will not merge them. Open a support ticket if you're stuck on a merge you believe is correct.
Article 3
Hy-Tek and SDIF results files: .hy3, .sd3, .cl2, .ev3, .hyv, or a .zip containing them — you can upload the export archive exactly as Meet Manager produced it. Teams, athletes, events, results and splits are all imported.
Only the meet's host uploads its results. That means the host club's coach or meet director, the host's timing company, or an administrator of the host's organization or conference. A results file covers every club that was at the meet, so the file you were handed as a visiting coach is not yours to upload — the import refuses it with a message naming who can. Ask the host (or their timing company) to upload it; your swimmers' times arrive the moment they do, and you'll find the meet under Results uploaded.
If your club hosted the meet, you're the host — upload away.
Before writing anything, the import may stop and ask you to confirm:
The host you confirm is what the meet's reports, the meet finder's host search and online payments read, and a later upload can't overturn it.
Answer the question and submit; the import then runs and shows a summary of what was created and changed.
Check the import summary and the Data review page for the meet (/meets/{id}/review), which lists unmatched swimmers and data to fix, grouped by team. Most import problems are identifier problems — a swimmer missing a birth date or USA-S #. Fix them on the roster and re-import.
If the file is rejected outright, open a support ticket and attach the file.
Meets imported before the host question existed, or whose uploader left it blank, have no host club. Such a meet is missing from the host's reports, from the meet finder's host search and from payments. Open Meets on your team dashboard (/coach/{your-team}/meets): the Host column shows each meet's host, and a meet with none offers a We hosted this button for the club you swam it as.
Clicking it files a request, not a change — the badge reads claim pending until an administrator approves it, and you get an email when they do. Only a coach of a club that actually appears in the meet can claim it, and one claim per meet is open at a time.
Until a host is on record, nobody can upload a results file into that meet — the import refuses with "…is already on the site without a host on record. Claim it from your coach portal first". Claim, wait for approval, then upload.
Article 4
Find a meet on the front page — and the same search at the top of /meets — takes one box for the meet name, host club (name or code), pool, or town, state or ZIP, plus a Course filter and Upcoming / Past / All.
Useful for a coach: search your own club's code to pull up every meet you've hosted or swum, or a rival's code before a dual meet. A meet stays upcoming until the day it finishes. Town and ZIP only match meets whose host entered a location, so older imported meets are best found by name or club code.
/meets) lists meets on the site. Open a meet for its detail page, then:Team dashboard → Results uploaded (/coach/{your-team}/results-uploaded) lists every results file that brought swims for that team, most recent first. It shows the meet, how many swims arrived, who uploaded it and when. An upload that changed results already on file is highlighted and carries a … changed badge.
Team dashboard → Meets (/coach/{your-team}/meets) lists every meet that team has swum or hosted. Each row with results has a Download results button; it gives you a zip with your club's swims from that meet as .hy3 and .cl2 files, ready to import into your team management software. Only your own club's swims are in the file — the rest of the meet is viewable online under Meets, but not downloadable from here.
You have to be signed in with an account that is a coach of that club; if you follow a download link while signed out you land on the sign-in page and are sent on to the download afterwards.
Signed in, a meet's Results tab has a Whole meet (HY3/CL2) button: every team's swims as .hy3, .cl2 and .sd3 files, for loading the meet into Meet Manager or Team Manager. It carries only what the results page shows — names, ages, teams, times, places and splits. It has no birth dates or USA Swimming numbers, so Team Manager cannot match swimmers on it the way it can on your own club's file; use Download results above for your own swimmers. A swimmer whose family asked not to be named online appears as Anonymous.
Please use this file rather than building one from the result book: a file rebuilt by hand is easy to get wrong, and the terms of service ask you not to.
When another club's coach, a meet director or a timing company uploads a meet your club swam in, every coach of your club gets an email with the subject Results posted: {meet} — {CODE}. It shows the meet, its dates and host, how many of your swims arrived, a Download your team's results button, and the steps above in case the button doesn't work for you. If a corrected file is uploaded later and your club's swims change, you get an Updated results posted email.
Click a swimmer's name anywhere (roster, results, rankings) to open their profile, which shows best times by event and course, full event times with progression, split comparison, and a complete results list. From your roster, the goals link opens that swimmer's goals and progression view.
/rankings shows live rankings across the site, including the Advanced tab (course conversion, combined age groups, splits). /sotw shows Swimmer of the Week.
Article 5
Any coach of the club can add a coach, approve someone who asks to join, and deactivate a coach who has left. Handing over the team-admin role, setting roles and payouts access, and appointing meet directors are for the team admin only. Whoever created the club is its first team admin; the role can be handed on.
Approved coaches get full roster access for that club.
The Current coaches table lists everyone on staff, with their email and a Team admin badge where it applies. For any coach who isn't the team admin:
To add a coach yourself, type their email under Add a coach (account email) and click Add coach if they already have an account, or under Invite a coach (no account yet) and click Send invitation if they don't. Pending invitations are listed under Invitations sent, where Withdraw cancels one.
The team admin also sees Roles & payouts access: a Role for each person (Assistant coach, Age group coach, Senior coach and so on — click Save after changing it), and a Payouts switch that lets someone such as your treasurer connect the club's bank account and see payments. The team admin always has payouts access.
A meet director can set up and run your club's meets — create meets, open and close entries, manage payments — but does not get roster access.
To take the role away, click Remove on their row.
If a timing company runs your meets, you can either Invite a timing vendor from the Coach portal's Timing vendors tab, or approve a timing-vendor request when it appears under Requests. An approved vendor's staff can set up and manage meets your club hosts.
The Timing vendors tab lists Your timing vendors. The team admin can End relationship there at any time — the company is told, and meets already recorded as theirs stay theirs to finish. If a timing company set your club up on MeetDirector for you, it's marked "Set this club up on MeetDirector for you"; the club is still yours.
Article 6
If something isn't working, or you need a club, LSC or early-access feature switched on, open a support ticket:
Please don't email swimmer dates of birth, USA-S numbers or other personal details in a screenshot of a public page. Send just the swimmer's name and the meet, and we'll look up the rest.