TouchPad meets are handled slightly differently than regular team events. Let’s cover how it works when you are a meet host vs. being invited to a meet.

When You Are the Meet Host

First, when you are a meet host, you must create the meet in TouchPad, not in SwimOffice. Once you do and then sync it, the meet will automatically show up in your calendar.

Next, do the following to get it ready.

Prepare Meet in SwimOffice

Once the meet shows up on your calendar from TouchPad, you will need to get it ready in SwimOffice, both for your team and any teams you wish to invite.

  1. Navigate to the Calendar page.
  2. Click the event's Edit button.
  3. Now update all the fields that were not available in TouchPad.
  4. TEAM EVENT INFORMATION
    1. You may choose multiple Team Event Categories. Click  to add/edit/delete categories.
    2. Meet Type—If you need to limit entry times to those from sanctioned meets of one kind or another, click in this field to select from existing types (you can select more than one), or click to add/edit/delete Meet Types. When you select one or more types, Restrict entry [Best Time] to same [Meet Type] automatically gets checked, and unchecked when all types are removed. Note: You will need to set meet types for existing results in your system before this will work.
    3. Allow Swimmers to Commit by—This defaults to Commit by Event, where athletes can select which events they want to swim. Note that coaches must still approve the events they select. Select Commit by Session if you only want them to be able to choose which days/sessions they will swim instead.
    4. Enforce [Qualifying Times]—If there are qualifying times in the events file, athletes will not be able to enter events for which they do not qualify when this is checked. When unchecked, their unqualified times will still show in red, but they will be able to enter those events anyway.
    5. If Swimmer Qualifies for Non-conforming Course, Default [Entry Time] to the Minimum [Qualify Time]—Only check this if there are qualifying times and the Course Order is set to a multi-cut meet, such as LSY. Suppose the minimum qualifying LCM time is 32.08. When checked, if the swimmer has a qualifying SCY time but not a qualifying LCM time, rather than use their best SCY time, SwimOffice will enter their seed time as 32.08.
    6. Checking This Event Visible Only to Webmaster and Above will make it a hidden event. This is handy if you want to work on an event but are not ready to show it to the public, or you only want admins to see it.
    7. If you do not select either This Event Is Private (MUST Log in to View) or This Event is Public, it will default to the latter.
  5. TEAM EVENT SIGNUP / REGISTER—Mainly determines when teams can start and stop syncing entries to TouchPad.
    1. Send Declaration Confirmation Emails—When this box is checked, once an athlete declares, SwimOffice will email a confirmation to the Account.
    2. TouchPad Sync Start Date/Time—Determines when you will allow teams to start syncing entries to TouchPad. Defaults to the time you created the meet.
    3. TouchPad Sync End Date/Time—Determines when teams can no longer sync entries to TouchPad. Defaults to blank and must be filled out before saving this event.
  6. TEAM HOSTED EVENT (JOB SIGNUP REQUIRED)
    1. If you want people to sign up for jobs at this event, select a Job Signup Deadline date, after which people can no longer sign up or remove sign-ups. Selecting a date will cause a Job Signup button to appear in the event on the calendar. You will then need to set up jobs for the event. We recommend using OnDeck for this.

      The deadline for a user to sign up AND remove sign-ups is the same. Some teams want a one-way sign-up, where people can sign up but not unsign up. Since that would not stop volunteers from failing to show, we let them remove their signups until the deadline so you truly know where you stand.

    2. If you want to limit how many jobs an account can sign up for, enter that number in the Per Account Signup Limit field, otherwise leave it blank.
  7. FINANCIAL REQUIREMENTS—Use these to improve your team's cash flow. When someone does not meet one of the requirements you set, they will not be able to declare their athletes for this meet. You can set these a certain way by defaultin Team Profile. Note with the first two checkboxes, you can only select one or the other.
    1. Restrict Declaration to Accounts with $0.00 Outstanding Balance—This does not include fees added to the account after this month's invoice is generated. Rarely used since it is so strict.
    2. Restrict Declaration to Accounts with a Balance That Is No Older Than—We recommend setting this to no more than 60 days.
    3. Restrict Declaration to Accounts with Credit Card on File and Restrict Declaration to Accounts with ACH on File—We recommend checking both of these to get away from all the problems associated with taking payments by check.
  8. EVENT ENTRY FEES—These are pulled straight from the TouchPad meet. By default, they are used when generating meet fees for your team.
  9. MAX ENTRIES FOR THIS MEET PER SWIMMER and MAX ENTRIES FOR SESSION PER SWIMMER—These are pulled straight from the TouchPad meet.
  10. TEAM EVENT DESCRIPTION
    1. Title Picture—When you add a photo, it will show in the calendar in both the List view and when you hover over the event in the Day/Week/Month views. You may drag and drop a photo directly onto this area, or use the + Change button.
    2. Content editor, For My Own Team tab—Put a full description of the event, mainly for your team, but also for any visiting teams who come to your site to learn more. People see this when they click More + for the event or tap the meet in OnDeck.
    3. Content Editor, For Invited Teams tab—This is the meet description that invited teams will see on their SwimOffice website and in OnDeck. Often you will simply copy and paste the content from the For My Own Team tab, but you have the flexibility to change it if desired.
  11. IMPORTANT NOTES—Add notes you want athletes to see when they sign up. These will appear on the Athlete Event Signup page.
  12. FORMS / DOCUMENTS—The perfect place for waivers, meet flyers, etc. You may drag and drop files directly on this area, or use the + Files button.
  13. PHOTOS—Any additional photos you want to include.
  14. EMAIL NOTIFICATIONS
    1. Also, Restrict Declaration to ONLY the groups defined below—You will generally check this box when selecting various Billing or Roster groups below so that only those groups can sign up. The only reason you wouldn't is if you want to allow exceptions to sign up for the meet, such as a talented swimmer in a younger age group.
    2. Email ONLY to these Billing Groups and Email ONLY to the Following Roster Groups at the Following Locations—After selecting one of these, select the groups/locations to which you want to restrict entry and/or email.
    3. Fill in the desired Email Address Used to Send Emails for This Event and Name Used to Send Emails for This Event.
    4. Check Automatically Email This Team Event Notification to All the Active Members 7 Days Before the Registration Deadline? if you want this to happen.
  15. Click Save.

Invite Other Teams

Once you have prepared the meet, you have the option to invite other teams to participate in the meet. Skip this section if this meet is for your club only.

  1. On the calendar page, click the event's Select Teams button.
  2. Fill in any of the fields with the desired team(s) info and click Search.
  3. Check the box(es) next to the desired team(s) and click Save and Invite.
  4. A dialog will ask, "Do you want to also send an email invitation to the selected team's Super Users?" Click Yes or No.
  5. Your TouchPad meet will show up in the invited team's calendar, where they can elect to participate or not (see When You Are Invited to a Meet below).

Job Signups

Click an event's Job Signups button to access and manage them.

This will take you to the Event Job Signup page; see our Job/Service Hours Admin knowledge base articles to go from there.

Edit Commitments / Manage Athlete Signups

Access and manage swimmer commitments by clicking the Edit Commitment button by an event.

This will take you to the Event Signup page; see our Meet Entries knowledge base articles to go from there.

Finalize Entries and Sync

Once all events are approved and ready to go, follow these steps to sync them to TouchPad.

  1. Navigate to the Calendar page.
  2. Click the event's Edit Commitment button.
  3. Click the Committed Athletes tab.
  4. Commit all the athletes to the desired events.
  5. Click the TouchPad Sync link located at the top under the Export section, then click OK. Important: Only committed athletes will be synced.
    Committed Athletes Export section
  6. This will take you to the Meet Entries Files Generation screen; click the Sync TouchPad Entries Now button.
    Meet Entries Files Generation
  7. Allow a few moments for it to sync the entries. You will then see a breakdown of athletes/entries/relays that were synced to that TouchPad meet. Click OK.

Sync Entries from Other Teams

If you invited other teams to participate in your meet, they will sync entries the same way you do as listed in the last section. Once the sync entry deadline has passed, press Ctrl+Y in TouchPad (or click File > Sync Now to SwimOffice) and entries from all teams will be electronically imported into TouchPad. No need to email and import files!

Run Meet in TouchPad

Please consult the TouchPad help file or TouchPad knowledge base for instructions.

Release Meet Results

Once you have scored the meet and all results are finalized, press Ctrl+Y in TouchPad one last time (or click File > Sync NOW to SwimOffice). Then release them in SwimOffice.

  1. Navigate to the Calendar page.
  2. Click the event's Release TouchPad Results button.
  3. Confirm you want to release them and then the button will change to TouchPad Official Times Released on <date>.
  4. All teams, including yours, will then be able to view the results on the Results By Meets tab (click Team Admin > Time Reports in the side menu, then click Results By Meets tab).

When You Are Invited to a Meet

When a team hosts a meet using TouchPad and invites your team to participate, you will see the meet show up in your calendar. Only Super Users can see the meet at this point. Feel free to check out its details by clicking More +, then either click Yes, Our Team Will Participate or No Thanks. If you click the latter, the meet will disappear from your calendar and that is the end of that.

If you click Yes, the meet will then become visible to all and you will then handle the meet like any other meet except once it’s time to submit your entries.

Prepare Meet in SwimOffice

Most of the meet information will be set by the host.

  1. Navigate to the Calendar page.
  2. Click the event's Edit button.
  3. TEAM EVENT INFORMATION
    1. Course Order—This is set by the meet host. See what course order means for more info. If you are seeing NTs for everyone's entry times, sometimes a meet host will accidentally set the Course Order to LO (use LCM times ONLY), for example, instead of L (convert all best times to LCM). When this is the case, check if this was their intention, and change it to L if not.
    2. Use Date Since—How old of meet results to use for entry times. If you are seeing NTs for everyone's entry times, check if this is set incorrectly, such as the date of the meet, instead of the start of the season or earlier.
    3. You may choose multiple Team Event Categories. Click  to add/edit/delete categories.
    4. Meet Type—If you need to limit entry times to those from sanctioned meets of one kind or another, click in this field to select from existing types (you can select more than one), or click to add/edit/delete Meet Types. When you select one or more types, Restrict entry [Best Time] to same [Meet Type] automatically gets checked, and unchecked when all types are removed. Note: You will need to set meet types for existing results in your system before this will work.
    5. Allow Swimmers to Commit by—This defaults to Commit by Event, where athletes can select which events they want to swim. Note that coaches must still approve the events they select. Select Commit by Session if you only want them to be able to choose which days/sessions they will swim instead.
    6. Enforce [Qualifying Times]—If there are qualifying times in the events file, athletes will not be able to enter events for which they do not qualify when this is checked. When unchecked, their unqualified times will still show in red, but they will be able to enter those events anyway.
    7. If Swimmer Qualifies for Non-conforming Course, Default [Entry Time] to the Minimum [Qualify Time]—Only check this if there are qualifying times and the Course Order is set to a multi-cut meet, such as LSY. Suppose the minimum qualifying LCM time is 32.08. When checked, if the swimmer has a qualifying SCY time but not a qualifying LCM time, rather than use their best SCY time, SwimOffice will enter their seed time as 32.08.
    8. Checking This Event Visible Only to Webmaster and Above will make it a hidden event. This is handy if you want to work on an event but are not ready to show it to the public, or you only want admins to see it.
    9. If you do not select either This Event Is Private (MUST Log in to View) or This Event is Public, it will default to the latter.
  4. TEAM EVENT SIGNUP / REGISTER—Mainly determines when your team can start and stop syncing entries to TouchPad.
    1. Send Declaration Confirmation Emails—When this box is checked, once an athlete declares, SwimOffice will email a confirmation to the Account.
    2. TouchPad Sync Start Date/Time—Determines when you can start syncing entries to TouchPad.
    3. TouchPad Sync End Date/Time—Determines when you can no longer sync entries to TouchPad. You will need to contact the meet host if you need to sync entries beyond this time.
  5. TEAM HOSTED EVENT (JOB SIGNUP REQUIRED)–Most likely the host will take care of running jobs. However, if your team will be helping, select a Job Signup Deadline date, after which people can no longer sign up or remove sign-ups. Selecting a date will cause a Job Signup button to appear in the event on the calendar. You will then need to set up jobs for the event. We recommend using OnDeck for this.
  6. FINANCIAL REQUIREMENTS—Use these to improve your team's cash flow. When someone does not meet one of the requirements you set, they will not be able to declare their athletes for this meet. You can set these a certain way by defaultinTeam Profile. Note with the first two checkboxes, you can only select one or the other.
    1. Restrict Declaration to Accounts with $0.00 Outstanding Balance—This does not include fees added to the account after this month's invoice is generated. Rarely used since it is so strict.
    2. Restrict Declaration to Accounts with a Balance That Is No Older Than—We recommend setting this to no more than 60 days.
    3. Restrict Declaration to Accounts with Credit Card on File and Restrict Declaration to Accounts with ACH on File—We recommend checking both of these to get away from all the problems associated with taking payments by check.
  7. EVENT ENTRY FEES—These are pulled straight from the TouchPad meet. By default, they are used when generating meet fees for your team.
  8. MAX ENTRIES FOR THIS MEET PER SWIMMER and MAX ENTRIES FOR SESSION PER SWIMMER—These are pulled straight from the TouchPad meet, but the host may not have set them.
  9. TEAM EVENT DESCRIPTION
    1. Title Picture—When you add a photo, it will show in the calendar in both the List view and when you hover over the event in the Day/Week/Month views. You may drag and drop a photo directly onto this area, or use the + Change button.
    2. Content Editor—This is the meet description that you will see on your SwimOffice website and in OnDeck. The meet host may have added content here, but feel free to change it as desired.
  10. IMPORTANT NOTES—Add notes you want athletes to see when they sign up. These will appear on the Athlete Event Signup page.
  11. FORMS / DOCUMENTS—The perfect place for waivers, meet flyers, etc. You may drag and drop files directly on this area, or use the + Files button.
  12. PHOTOS—Any additional photos you want to include.
  13. EMAIL NOTIFICATIONS
    1. Also, Restrict Declaration to ONLY the groups defined below—You will generally check this box when selecting various Billing or Roster groups below so that only those groups can sign up. The only reason you wouldn't is if you want to allow exceptions to sign up for the meet, such as a talented swimmer in a younger age group.
    2. Email ONLY to these Billing Groups and Email ONLY to the Following Roster Groups at the Following Locations—After selecting one of these, select the groups/locations to which you want to restrict entry and/or email.
    3. Fill in the desired Email Address Used to Send Emails for This Event and Name Used to Send Emails for This Event.
    4. Check Automatically Email This Team Event Notification to All the Active Members 7 Days Before the Registration Deadline? if you want this to happen.
  14. Click Save.

Job Signups

If your team will be helping the host with jobs, click an event's  Job Signups button to access and manage them.

This will take you to the Event Job Signup page; see our Job/Service Hours Admin knowledge base articles to go from there.

Edit Commitments / Manage Athlete Signups

Access and manage swimmer commitments by clicking the Edit Commitment button by an event.

This will take you to the Event Signup page; see our Meet Entries knowledge base articles to go from there.

Finalize Entries and Sync

Once all events are approved and ready to go, follow these steps to sync them to TouchPad.

  1. Navigate to the Calendar page.
  2. Click the event's Edit Commitment button.
  3. Click the Committed Athletes tab.
  4. Commit all the athletes to the desired events.
  5. Click the TouchPad Sync link located at the top under the Export section, then click OK. Important: Only committed athletes will be synced.
    Committed Athletes Export section
  6. This will take you to the Meet Entries Files Generation screen; click the Sync TouchPad Entries Now button.
    Meet Entries Files Generation
  7. Allow a few moments for it to sync the entries. You will then see a breakdown of athletes/entries/relays that were synced to that TouchPad meet. Click OK.

View Released Results

Once the meet host has released the results from TouchPad, you don't have to upload them to your site. They simply...show up. Just click Team Admin > Time Reports in the side menu, click the Results By Meets tab, and you'll see the results with a TouchPad logo. If you don't see them there, it's because the host has not yet released them.


With TouchPad under your belt, we'll move on to General Events.