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Events & Meet Entries

Commit and approve athletes in events, manage jobs, and time athletes in races. Access by tapping > Events > Events & Meet Entries.

UPCOMING Events tab

  1. CATEGORY FILTER shows all categories by default (defined in meet setup); toggle any on/off.
    Upcoming Meets
  2. Tap EDIT to hide and unhide events. Select one or more meets, then tap HIDE (if the meet is not hidden) or PUBLISH (if the meet is hidden) at the bottom, confirm you want to hide or publish the event(s), and finally, tap DONE.
    Hide event
  3. Tap a meet to see its details.
    Meet info
    • The four green buttons at the top take you to the screens described in the sections below.
    • If the Meet Location is defined (halfway down under MEET INFO), tap the Map icon on the right to search for the location in the device’s maps app.
  4. For TouchPad meets, tap the TouchPad Live link to see real time results.
  5. Same as DECLARE (or COMMITMENT), ENTRIES, JOBS and MEET on MEET INFO screen (shown above in #3 and described below).

DECLARE (Sign Up) for Events, or COMMITMENT

This button may also be labeled RSVP or COMMITMENT (phone) or EDIT COMMITMENT (tablet). Opens the same MEET SIGNUP screen that parents and non-admins enjoy. This is a convenient way to sign up your own kids for a meet. Simply tap a swimmer, select Yes or No if they will attend, enter any notes, and possibly select days/sessions or events in the meet. For a full set of steps, read how to declare for OnDeck Parent.
Meet Signup

MANAGE ENTRIES - SWIMMERS tab

Swimmers whose names are blue have events chosen by parents that need to be approved. Names in black do not have any events chosen by parents.

Manage Meet Entries - Swimmers

  1. DECLARED tab — Athletes committed to attend the meet.
    UNDECLARED tab — Athletes who have not committed one way or the other.
    DECLINED tab — Athletes who declined to attend the meet.
  2. Select one or more athletes to see options at the bottom.
    • COMMIT — Moves the athlete(s) to the DECLARED tab (only available on UNDECLARED and DECLINED tabs).
    • DECLINE — Moves the athlete(s) to the DECLINED tab (only available on DECLARED and UNDECLARED tabs).
    • UNATTACH — Once the athlete is committed to at least one event, this marks the entries as unattached (only available on DECLARED tab). UN will appear next to the athlete’s name in red (Rachel Baxter in the above example).
    • ATTACH — If an athlete is marked as unattached, this changes their entries back to attached and removes the UN by their name (only available on DECLARED tab).
    • MESSAGE — Send an email or SMS text to the selected athlete(s).
  3. Tap an athlete’s name to view the events they can enter.
    Swimmer Entry
    1. After making any changes, tap SAVE or Cancel.
    2. An indication of event entry limits. All three show how close an athlete is to filling those limits. Each session will also have bars.
      • First bar is for individual events.
      • Second bar is for relays, to be enabled in a future release.
      • Third bar shows total number of events.
    3. SWIM-UPS display higher age group events they can enter (event #6 indicates a swim-up event).
    4. Note from parent/non-admin who committed their swimmer.
    5. EVENT ORDER shows events in numerical order. Tap to toggle to REQUESTED which will list events at the top selected by the member's parent account.
      DISPLAY
      lets you toggle which columns of data you see.
    6. There are several things to note on this event.
      • Events with blue text are those selected by parent. Green text indicates a coach approved event. Black text is for events parents have not selected.
      • Red up arrow indicates a swim-up event (see item "c" above).
      • A red NT or red entry time indicates the athlete is not qualified to enter this event. Coaches may override this.
      • Tap the grey dash to approve (green checkmark), again to unapprove (red crossed out circle), or again to clear (grey dash).
      • On a phone, tap the 3 gray dots or swipe an event to the left to reveal buttons to designate event as Bonus, Exhibition, and see Qualifying times.
        Swipe entry left for options
    7. Tap an entry time to change it. Entry will be designated with an H for hand-entered time.
    8. Select one or more events for options at the bottom.
      • (Multi-) Edit — Mark event(s) as Bonus and/or Exhibition.
      • Time Adj/Adjust — Adjust the entry time(s) by one second intervals up or down. Entry will be designated with an H for hand-entered time (item "g" above). Tap Reset (Entry Times) to revert to the original seed time.
      • Approve — Places a green checkmark by event indicating coach approved.
      • Unapprove — Places a red crossed out circle by event indicating coach does NOT approve.
      • Message — Send an email or SMS text to athlete.

MANAGE ENTRIES - EVENTS tab

Manage Meet Entries - Events

  • Number by event shows number of approved athletes in it.
  • Blue text indicates events chosen by parents for their athletes. Number in parenthesis is the number of athletes needing approval.
  • Tap event to see potential, approved and unapproved entrants.
    Event Details
    1. Any qualifying times are displayed at the top. Unqualified entry times are displayed in red by each swimmer.
    2. DECLARED tab — Athletes committed to attend the meet by a coach or parent.
      UNDECLARED tab — Athletes who have not committed one way or the other.
      DECLINED tab — Athletes whom a coach or parent declined to attend the meet.
    3. Display lets you toggle which columns of data you see.
    4. Swim-Ups include athletes from lower age groups, indicated with a red up arrow by their names, such as Mila Ryan.
    5. Names in light gray are potential entrants, blue are those selected by parents needing approval, green are coach approved, and black are those selected by parents but coach rejected.
    6. Tap the grey dash to approve (green checkmark), or again to unapprove (red crossed out circle). The three show how close an athlete is to filling those limits. Each session will also have bars.
      • First bar is for individual events.
      • Second bar is for relays, to be enabled in a future release.
      • Third bar shows total number of events.
    7. Tap the three vertical dots to mark entry as Bonus and or Exhibition. Tap again to hide.
    8. Select one or more events for options at the bottom, the same as those in Entries by Swimmer.
    9. After making any changes, tap SAVE or Cancel.

MANAGE JOBS

Takes you to the Job Manager for this event.

RUN MEET - by EVENTS

This allows you to pick an event and assign athletes to heats/lanes and time them in races. It is geared toward moving event by event and timing multiple swimmers. Access by tapping > Events > Events & Meet Entries, then tap RUN MEET by your desired meet. It defaults to the EVENTS tab.
Tap event to assign heats/lanes and to time

  1. Tap to configure split distances; i.e., what OnDeck considers a lap. Tap an item on the right to cycle through the options, and DONE when finished. Freeform splits means the user can take as many splits as wanted in a race and it won’t end until user manually STOPs it.
    Configure Split Distances
  2. Number by event shows number of approved athletes in it.
  3. You can combine events as follows.
    1. Select at least two events to combine. The distance in each MUST match; everything else such as gender and stroke can be different. Once you select one, events that cannot be combined will be disabled.
    2. Tap COMBINE at the bottom and confirm you want to combine them.
      • You will get an error if you try combining events where one or more swimmers are in the same events. For example, you cannot combine events 9 and 11 if Chris is swimming in both.
    3. You will now see a red C by the combined events.
      C indicates combined events
    4. You may tap any of the combined events to time them.
    5. To uncombine them, select the same events and tap UNCOMBINE at the bottom.
  4. Tap an event to optionally assign heats/lanes and time the race. You do not need to assign heats/lanes to time athletes.
    Run Meet - Assign Heats/Lanes
    • Tap ENTRIES if you need to enter/approve more athletes to the event.
    • To assign or reassign athletes to heats/lanes,
      • Select one or more athletes, then tap ASSIGN HEAT to assign them all to the same heat, or
      • Tap the ---/-- in the H/L column to assign an athlete to a heat and lane. As soon as you hit Done, they will move to the HEAT X header. If you tap Scratch, they will move to the SCRATCHED header.
      • Tap SAVE after making any changes.
    • To time athlete(s) in a race,
      • Select one or more athletes using the checkboxes, then tap TIME RACE (see that section below for further instructions), or
      • Tap an athlete's name to time that single athlete.

RUN MEET - by SWIMMERS

This allows you to pick athletes, optionally assign them to heats/lanes, and time them in races. It is geared toward timing a single athlete at a time. Access by tapping > Events > Events & Meet Entries, tap RUN MEET by your desired meet, then tap the SWIMMERS tab.
Run Meet - Swimmers

  1. Tap to configure split distances; i.e., what OnDeck considers a lap. Tap an item on the right to cycle through the options, and DONE when finished. Freeform splits means the user can take as many splits as wanted in a race and it won’t end until user manually STOPs it.
  2. All swimmers are shown by default. Tap ALL KIDS to change the button to MY KIDS and display only the kids in your account. Tap again to go back to ALL KIDS. Note that this button does not appear if you have no members in your account.
    Run Meet - My Kids
  3. Tap a swimmer's name to see their events at the bottom.
  4. Tap the ---/-- in the H/L column to assign athlete to heat and lane and then DONE, or SCRATCH to scratch them from that event. Tap SAVE ASSIGNED after making any changes. This step is optional.
    Assign heat/lane
  5. Tap an event to time them in it; see next section.

 

TIME RACE

This is a continuation of the Run Meet sections above. You will need to perform the steps there before being able to time the race.
Prep to time race

  1. MODE — Change whether LAP button is on 25, 50, 100 or Freeform Meters/Yards.
  2. Tap the checkmark by the lane header to exclude the lane from timing, and again to re-include it.
  3. You can time up to four athletes on the screen at once. If you have selected five or more athletes to time, swipe left and right to see them. We do not recommend timing more than four at once.
  4. START to start timing.
    Time a Race controls
  5. Tap RACE REVIEW to view results from other events while timing the current event. The usual controls and options are available. Tap the upper left arrow to return to the event you're timing.
    Race Review
  6. Tap LAP X when a swimmer completes a lap.
  7. If you have selected more athletes to time than will fit on the screen, swipe left and right to see them.
  8. Tap the green UNDO button if you accidentally tap LAP to continuing timing for that lane.
  9. Tap the red STOP button if they are unable to complete the race.
  10. Once all athletes have finished, tap SAVE & DONE.
    Save and Done
  11. You will now see the results of the race with the ability to view splits and compare to time standards.
    Time Race Results
  12. Tap NEXT to move to the next event to time.
  13. Select one or more swimmers to then DELETE RESULTS at bottom (not shown).
  14. Tap a time to change it.
  15. Tap a stopwatch to see the splits. Tap the trashcan to delete the result.
  16. Tap a swimmer's name to compare with time standards.
  17. You can compare results achieved with time standards. By default, the first swimmer's time is selected.
    1. Tap SELECT to select which time standard(s) to use.
    2. Tap FILTER to choose which age group to display from the standard. When possible, the correct age group is automatically selected for the selected swimmer.
      Time Standard Age Group
    3. Tap the arrow to reveal or hide the time standards.
    4. Tap Hide My Time to toggle showing the selected swimmer's time with the blue line.
  18. Tap < EXIT in the upper left when finished viewing results.
  19. For those you timed, you will now see their names in green with a T to indicate they were timed. Note you are still seeing their entry time, not the results you just timed.
    Run Meet - Timed Swimmers
  20. To see their full results, tap their name. Controls are similar to the TIME RACE RESULTS screen above.
    Race Results
    1. Arrows cycle through athletes who have been timed.
    2. View timings made by Coaches (default) or Parents.
    3. Tap to view splits, but not delete them.
    4. Time this swimmer again.
  21. You may check the boxes by the same name(s) and TIME RACE again, as many times as you like.
  22. Timed events will show in SwimOffice with a red OnDeck button by them on the Athlete Signup tab (non-admins) or Committed Athletes tab (admins). Click the button to see the times. Note these are unofficial results and will not get included in the actual meet results.
    Entries in SwimOffice with OnDeck results button
    OnDeck results in SwimOffice

PAST Events tab

od-past-meets2.png

  • Same interface as UPCOMING tab.
  • Default date range is three months in the past; change as needed.
  • Tap an event name for more details.


After running your meets, view uploaded Meet Results in OnDeck.