MeetDirector Online · Knowledge Base
Getting set up as a meet director, creating your meet from a Hy-Tek event file, and uploading the results afterwards.
Article 1
A meet director can set up and run a club's meets — create the meet, open and close entries, manage fees and payments, and upload results. A meet director does not get access to the club's roster; that stays with the club's coaches.
The role is granted by the club, not requested from us:
/coach. Click Open on it for the club's dashboard and its meet tools.If the club isn't on MeetDirector yet, someone has to create it first — from /coach → Create a team. Whoever creates it becomes its team admin and can then add you.
Everything starts from the club's team dashboard (/coach/{club}) — click Open on the club's card in the Coach portal. Its Actions tiles:
| Tile | What it does |
|---|---|
| Host a meet | Create a meet by uploading your Hy-Tek event file (.ev3 or .zip). |
| Hosted meets | Open your meet for entries, close it, see its entries and payments, download the entries file. |
| Upload results | Import the results file after the meet (see article 2). As the host's meet director, that's you. |
| Enter a meet / Upload entries | Register a team for someone else's meet and submit entries. |
The club's Roster and Staff & club info tiles aren't shown to a meet director, and Payouts only appears if the team admin gives you payouts access. For the whole season step by step — card payments, entries, late changes and the entries file — see Entries and payments — the coach's guide.
.ev3) your Meet Manager exports — as-is, or still zipped.CA on its own could be more than one club.The Entry deadline on the meet's Details tab is the last day visiting teams can enter or change their entries. Entries stop automatically at the end of that day, in the meet's time zone — you don't have to be there to close them. After that, teams' upload and edit pages lock, and only you can add, change or scratch entries (from Hosted meets → Entries); what you add then is marked late and owes the late fee unless you waive it.
A blank deadline means entries never close. Your event file usually fills it in, but always check it.
The automatic stop doesn't change the meet's badge: it still reads Open for entries until you click Close entries. Close it once the deadline has passed so the badge matches and the meet drops off every team's Enter a meet list.
The event file carries the meet's name, dates and events, but not where it is swum, so the form asks. Every field is optional and you can add them later, but they're worth filling in:
| Field | Why it matters |
|---|---|
| Facility / pool | Shown on the meet page — "Westside Aquatic Center" tells a family more than a town |
| Street address | So people can put it into a map and drive to it |
| City · State · ZIP | What the public Find a meet search matches on |
A meet with no location shows as Location TBC and won't be found by anyone searching their town or ZIP code on the home page.
You only type a pool once. Above the address boxes is Use a venue you've used before — a list of the pools already on the system, each showing its town and the courses it can be set up for:
Carolina Natatorium — Columbia, SC · SCY, LCM (4 meets)
Pick one and the address boxes fill in, so you can see exactly what will be saved. Leave it on New venue — I'll type it below and fill the boxes in yourself; that pool then joins the list for next time.
Where your meet turns up: once it's out of draft it appears in Find a meet — the search on the front page and at the top of /meets — which matches the meet name, your club's name or code, the facility, and the town, state or ZIP you entered. The front page also lists the next few meets, so a meet with its dates and location filled in advertises itself.
Adding or fixing it later: open Hosted meets and click Details next to the meet — the same venue picker and address fields are there. Re-uploading your event file to update the events never wipes a location you've already entered, so leaving those boxes blank on a re-upload is safe.
Early access: creating meets and accepting entries is being switched on club by club. If you see the "Meet hosting is in early access" notice, you can browse the page but the meet won't be created — open a support ticket and ask us to enable your club or vendor account.
The meet's Details page keeps each part of the meet on its own tab — Details, Meet setup, Officials, Meet director, and the three fee tabs below. Meet setup and Officials ask the same questions as the desktop app's Manage Meet screen. Your event file fills in what it can; the rest is yours to set:
| Field | What it does |
|---|---|
| Meet style | What kind of meet it is — Closed Invitational, Dual, 3+ Dual, League, LSC Championship and so on. Dual and 3+ Dual change how the meet is scored: each pair of teams is scored as its own dual, and there is no combined total. A double or triple dual is 3+ Dual. |
| Meet class | Who swims it — Age Group, Senior, Masters, Open, High School, College, YMCA or Para Swimming. High-school standings read Girls/Boys; college, Women/Men. |
| Meet type · ID format | Standard or Divisions, and whose registration numbers the swimmers carry. Both travel in the files you export for Meet Manager and Team Manager. |
| Sanction · time-trial sanction · age-up date | As in Meet Manager. |
| Address line 2 · country · altitude | The rest of the facility. Altitude is written into exported files so a time swum at height can be judged. |
| Host LSC · meet director phone | Leave the host LSC blank for a high-school or college meet — they have none. The phone goes into the meet-host record of the entry files you export. |
| Officials | Your referee and administrative referee. Only you and the meet's staff see these; they never appear on a public page. |
Scoring a dual with no points table: if a Dual or 3+ Dual meet has no scoring table, the standings use the usual dual system for its class — NFHS for high school (6-4-3-2-1, relays 8-4-2, four swimmers and two relays per team), NCAA for college, USMS for masters, USA Swimming's for everything else — and say so on the page. A two-team dual whose results file carries points shows those points.
The fee tabs on the meet's Details page — Fee schedule, Custom fees and Event fees — are the desktop app's Fees tab. Your event file fills them in; change anything here. A team's bill, its statement and what it pays online all come from the same calculation.
| Tab | What's on it |
|---|---|
| Fee schedule | Entry fees — an individual and a relay fee for events with no fee of their own, and time-trial fees. Late entries — a late-entry fee, or tick Instead, charge the entry fee again. Per swimmer — swimmer, pool and LSC fees, charged once per swimmer. Per team — a team surcharge and a heat-sheet fee. On each team's statement — Make payable to, Send payment to and Notes, printed on every team's statement so a team paying by check knows where to send it. Click Save fee schedule; the As entered right now box beside it shows what the entries so far come to. |
| Custom fees | Any other fee — per entry, per swimmer or per team, optionally only for teams from outside your LSC. You can excuse a team from a custom fee; it still sees the fee on its statement, marked waived. |
| Event fees | The Fee by event table: each event's own fee, saved with Save event fees. Above it, Set every event at once gives one fee to All events, Individual events only or Relay events only — type the fee and click Apply. |
Fees by team, the button at the top of the Details page, is the report of what each team owes, team by team; click a team for the charge on every swimmer. It's how you match the checks you receive against what's owed, because a check payment can't be recorded online. If payments have already been taken, a warning on each fee tab says so: changing a fee then doesn't adjust what's already been charged.
An entry you add at the entry desk after the deadline is marked late and owes the late fee. Change it, or waive the fee, from the swimmer's entries on the entry desk.
Once the meet is swum, come back and upload the results file — see the next article.
Article 2
Hy-Tek and SDIF files: .hy3, .sd3, .cl2, .ev3, .hyv, or a .zip containing them — the results archive Meet Manager produces can be uploaded exactly as-is. Teams, athletes, events, results and splits are all imported, including relays and splits.
Only HY3 files carry prelim/final round detail; CL2 and SD3 are the same SDIF data (CL2 adds a checksum). If your export includes several of these for the same meet, upload one file — the system prefers HY3, then CL2, then SD3.
The host uploads the results — nobody else. As the host club's meet director (or coach) you have that standing; so do the host's timing company and the administrators of your organization or conference. A visiting coach handed the file is refused with a message naming who can, so if you ran the meet, the results are yours to put up. Every club that swam gets its times from your upload.
The import may pause and ask before writing anything:
There is no longer a "scope" confirmation: because only the host uploads, importing every club in the file is taken as given.
.hy3/.cl2 files from Meets on their own team dashboard — so you don't need to send results files around yourself./meets/{id}/review (Data review) for the meet to see unmatched swimmers and swimmer data to fix, grouped by team. You can print or send this report to teams so they can correct their own data — most matching problems are a missing date of birth or USA-S number./meets/{id}/results) and the Standings page to confirm everything landed as expected.Meets imported before the host question existed may show no host. Open Meets on the club's team dashboard (/coach/{club}/meets); a meet whose Host column is empty offers We hosted this. That files a claim for an administrator to approve (the badge reads claim pending meanwhile) and you're emailed when it's granted — from then on the meet appears in your hosted reports and payments. Re-uploading results into a meet that has no host on record is refused until the claim is approved, so claim first, then upload.
Re-importing is safe: the system updates the existing meet and results rather than creating a second copy, and reports how many existing results it changed. Always re-upload the corrected file against the same meet when the confirmation question appears.
| Symptom | What to do |
|---|---|
| File rejected / "unsupported format" | Confirm the extension is one of .hy3 .sd3 .cl2 .ev3 .hyv .zip. Re-export from Meet Manager and try the zipped archive as-is. |
| Results landed on the wrong meet | Open a support ticket with both meet names and dates — an administrator can move or re-import them. |
| Swimmers appear twice | Use Data review to see unmatched swimmers; ask the club's coach to merge duplicates from their roster page. |
| Times imported but the meet shows no teams | The file may be an entries/event file rather than a results file — re-export the results file. |
Article 3
Before a meet's entry times go to USA Swimming, somebody has to answer an awkward question about them: can each of those times actually be sourced? An entry time is a claim that a swimmer swam that time, somewhere, inside the qualifying period. This report takes the file you are about to send and tells you which of its claims no swim on this site accounts for.
It reads and reports only. It does not import the meet, it does not create swimmers, and it changes nothing.
The times file your meet software exports — a .cl2 or .sd3. Both Hy-Tek Meet Manager and MDO Swim Meet Manager name it SWIMSTimesRecon-{meet}-{date}-001.cl2.
In MDO Swim Meet Manager it comes from Import/Export → Export SWIMS Times Recon. Scratched entries travel in it too, marked SCR — a time that was claimed and then withdrawn is still a claim.
Everything is in one box, and the file stays loaded for half an hour. To ask the same question a different way — a wider period, a looser rule — change the setting and press Reconcile again; you do not have to find the file on disk a second time. Choosing a new file replaces it.
| Rule | A claim counts as sourced when… | Use it when |
|---|---|---|
| Exact time, same course | we hold that exact time, to the hundredth, in the course claimed | This is proof of time as USA Swimming means it, and the only rule that catches a time nobody swam by a swimmer who has faster ones. Start here. |
| At least as fast, same course | we hold a swim in that course equal to or faster | The host entered off rounded or older times. Fewer flags, and not fraud. |
| …or a converted time | a swim in another course converts into the claimed one | Answers "is the swimmer that fast?" rather than "was this time swum?". A converted time is not proof of time to USA Swimming. |
A useful trick: run it strict first. If almost everything comes back unsourced, switch to at least as fast — if the count collapses, the times were swum and the host simply entered them loosely. If it barely moves, they were not swum.
Legal splits count by default, and should. A relay lead-off is an official individual time, and a swimmer's only 50 of a season is often the front end of a 200 free relay; legs 2–4 are never official and never count. So is the opening 50, 100 or 200 of a longer freestyle race — the 50 of a 100, the 100 of a 200, the 200 of a 500. Both are the same splits the rankings count: the swimmer has to have finished the race legally, and a split that could not have been swum, or that someone has withheld, is left out. A time proved this way is marked lead-off or split of a 200 free. Untick Count legal splits to judge by whole swims only.
Metres to yards. Only the third rule converts. It uses the factors the file's clubs swim under — high-school (NFHS) for a high-school meet, USA Swimming for a club meet — and the report says which beside the rule. They are not interchangeable: a metres 50 free is about a tenth faster in yards by the high-school factor. Under the high-school factors a 400 metre free answers for a 500 yard free, since a metres pool has no 500.
Claims are grouped one club at a time, and each row says why it could not be sourced:
| Reason | What it means |
|---|---|
| swimmer unknown here | We have no record of this swimmer at all. Usually the meets they swim are not uploaded to this site. |
| no swim in this event | We know them, but hold nothing for this event inside the window. |
| time not found | We hold swims for them in this event, but none satisfies the rule. The time we do hold is shown beside it, with the meet it came from. |
| no time claimed (NT) | The file carried no time. Nothing to reconcile, but the lane was still asked for. |
How a swimmer is found. By member ID first, then by name and birth date. An old-format ID is matched with or without its middle initial — 010114JOHKSMIT and 010114JOH*SMIT are the same swimmer — so a file that leaves the initial out still finds a swimmer we hold with one, and the other way round. Two different initials are not taken for the same swimmer.
The claimed time is coloured: red when it is faster than anything we hold — these are the ones to answer — and green when it is slower, which is benign: an old or rounded entry time. It is left uncoloured when we hold nothing to compare against.
Beside the time we hold, an A or B shows which cut it makes. Which standard applies comes from the swimmer's club — its affiliation on the meet date picks a classification, and the classification picks the standard — so two swimmers in the same heat can be held to different cuts. No badge means the time makes neither cut, or the club has no affiliation on file.
Tick Also list sourced times that differ for a second section: claims that are proven, but where our best time for that swimmer differs. Not a failure of proof — the swim exists — but it catches stale seed times and typed digits.
Print gives one club per landscape sheet, with the club's name, the meet and the qualifying period repeated at the top of every page — so a sheet handed to a coach still says what it is.
| Symptom | Likely cause |
|---|---|
| No A/B badges anywhere | The clubs have no affiliation on file for the meet date, or no qualifying standard exists for their classification in that course. A standard is written for one course; a long-course claim is never judged against a yards standard. |
| Everything says swimmer unknown here | The meets those swimmers swim have not been uploaded here. Expected for a USA Swimming club meet if the site mostly holds high-school results. |
| Everything says no swim in this event | Check Best times since — too narrow a window excludes the swims that would prove the claims. |
| "That upload has expired" | The file is held for 30 minutes. Upload it again. |
Article 4
Open a ticket at:
/meets/482)./import).Please don't send swimmer dates of birth or USA-S numbers in ticket screenshots. Give us the swimmer's name and the meet, and we'll look up the rest.