2022 ASA Swimtopia How to Setup and Do Meet Entries Webinar

April 15, 2022

Teams,

Our next training session is next Wednesday, April 20 at 6:30 pm. The topic being covered is one that is crucial for ALL teams. It covers Swimtopia and how to setup your meets and complete your entries in the Swimtopia system. This system is totally replacing Team Manager and ultimately Meet Manager when those entries are loaded into Swimtopia's Meet Maestro platform. This is why as many of your people (coaches included) that can take part in this training the better. While we will record this session and publish it on the league website, this is a webinar you will benefit from taking part in live, as you will be able to ask questions as the training is being conducted.

This training essentially replaces the Team Manager portion of ASA's previous Hy Tek training, so you can imagine how important it is to fully understand how this works. Links to the Zoom meeting are below.

Swimtopia - Completing Meet Entries (Weds April 20 at 6:30) – This is good for coaches

https://us02web.zoom.us/j/84482534181?pwd=d2krWENFWDltaURLL0d2MEExb3RGUT09

The meet entries session will cover creating and completing your lineups for your weekly meets, a process every coach in the league will undertake during the season.

Update Your Team Info and Age Up Date

Along those same lines, many of you have not yet updated your team information page. Please do so ASAP. This is how we stay in touch with each other and if your team's info is missing, you are doing a disservice to everyone. Please check your current team page at asa.swimtopia.com/asa-teams. Instructions on editing your team page are located at Team Info Page Editing Instructions

With our move to Swimtopia, we will be moving to using their communication tool, To ensure you and your coaches are in the loop they need to be in your team's list of people in your team's Swimtopia page, and they need to be designated as a Team Rep, Coach, or Computer Person for their role with the team. Instructions on how to do this can be found at Adding a Coach and Designating People to Roles.

Swimtopia recently sent us a summary of team page setups, including the age up date for your team in the system. Many of you have the wrong age up date and this needs to be corrected to accurately calculate your swimmer's ages for the season. Please see the attached document Team Age Up Dates, teams highlighted in yellow are incorrectly set up and need to be fixed. Details on how to fix this can be found at Editing Your Age Up Date for the Season

Other Upcoming ASA Training

Swimtopia - Meet Maestro (Saturday May 7, at 10 am) – This is the product that will replace Hy Tek Meet Manager. Your computer people and possibly coaches will benefit from this.

https://us02web.zoom.us/j/87052156410?pwd=Qk1IeTJYYXhQWjFmay9Nd1VKdUhGUT09

The Meet Maestro training will cover setting up your meets, lineup exchange, merging meets/meet consolidation, scoring meets, entering of times, creation of meet reports, and the use of electronic timing equipment with Meet Maestro.

May Ribbon Distribution and Meet Procedure Review - Weds. May 11 at 7 pm at Marist . Teams can pick up their ribbons for the season on this date. This meeting will be in person and is specifically designed to walk teams through the process of running a swim meet. We will cover an in depth review of all of the jobs involved in running a swim meet and the process flow of how all of these jobs interact amongst each other.

https://us06web.zoom.us/j/93804786502

Meeting ID: 938 0478 6502

One tap mobile

+19292056099,,93804786502# US (New York)

+13017158592,,93804786502# US (Washington DC)

Required Coaches Meeting - A mandatory coaches meeting for rules review that at least one member from each team’s staff must attend one of the offered sessions. (Dates: Saturday, May 21 at 3:00 p.m. at Marist Pool or Saturday May 28 at 3:00 p.m. at Marist Pool).

https://us06web.zoom.us/j/93804786502

Meeting ID: 938 0478 6502

One tap mobile

+19292056099,,93804786502# US (New York)

+13017158592,,93804786502# US (Washington DC)

We are really excited about a return to swimming and the fun that your teams offer your families and the community. Please stay tuned, as we will do our best to provide you as much info and guidance as possible. If you have any questions in the meantime, please don't hesitate to call or e mail as we are always happy to help.

Thank you again,

Franke Marsden