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Events & Meet Entries

Let's learn how to commit and approve athletes in events. These are for meets with an EV3 file attached, or TouchPad meets. Events with an RSVP'S button are those where people declare Yes or No to attending and nothing more.

Select Event

  1. Tap > Events > Events & Meet Entries to begin.
  2. Tap ENTRIES under your desired event.
    Upcoming Events
    You may also:
    • Tap a meet name to see its details.
    • DECLARE (or COMMITMENT) — Enter your own kids into the meet, just like parents.
    • JOBS — Manage jobs tied to this meet.
    • RUN — Run the meet and time races, which we cover in the next lesson.
    • For a description of all the buttons on this screen, see our Upcoming Events tab article.
  3. Select how to manage your athletes in events from the three tabs at the top. Click one of the below links for continued instructions.
    Manage Meet Entries
    1. SWIMMER (default) — See all athletes listed alphabetically and manage the events they are in.
    2. EVENTS — See all individual events in the meet and manage the athletes in each one.
    3. RELAYS — See all relays in the meet and manage the relay teams in each one.

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. Select which group of athletes to manage.
    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. Selecting one or more athletes shows options at the bottom.
    • DECLINE — Moves the athlete(s) to the DECLINED tab (only available on DECLARED and UNDECLARED tabs).
    • COMMIT — Moves the athlete(s) to the DECLARED tab (only available on UNDECLARED and DECLINED tabs).
    • UNATTACH (For USA Swimming teams, only available on DECLARED tab) — Once an athlete is committed to at least one event, this marks their entries as unattached. UN will appear next to the athlete’s name (Bill Agstrom in the above example).
    • ATTACH (For USA Swimming teams, only available on DECLARED tab) — If an athlete is marked as unattached, this changes their entries back to attached and removes the UN by their name.
    • MESSAGE — Send an email or SMS text to the selected athlete(s).
  3. Tap an athlete’s name to view and approve the events they can enter.
    Swimmer Entry
  4. To approve an event, tap the gray dash which turns it into a green checkmark. Tap again to unapprove ( red ban sign), and once more to clear ( grey dash).
    • Events with blue text are those selected by parent (or a saved hand-entered time). Green text indicates a coach approved event. Black text is for events that no one has selected.
    • See #7 for an alternate way to approve/unapprove events.
  5. A red NT or red entry time indicates the athlete is not qualified to enter this event. Coaches may override this. 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.
    Event qualifying times
  6. Tap an entry time to change it. Entry will be designated with an H for hand-entered time.
  7. 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 (#5 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 ban sign by event indicating coach does NOT approve.
    • Message — Send an email or SMS text to athlete.
  8. Tap SAVE after making changes.
  9. See our Swimmer Entry screen article for full details of items on this screen.

MANAGE ENTRIES - EVENTS tab

Number by event shows number of approved athletes in it. Number in parenthesis is the number of athletes selected by parents needing approval.

Manage Meet Entries - Events

  1. For events with unapproved athletes, tap down arrow to see them.
    1. Tap checkbox for options at bottom.
    2. Tap APPROVE to approve them all at once.
  2. Tap event to manage approved and unapproved entrants.
    Event Details
  3. Select which group of athletes to manage.
    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.
  4. Tap the gray dash to approve ( green checkmark), or again to unapprove ( red ban sign). The three bars show how close an athlete is to filling entry limits.
    • 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.
  5. Tap an entry time to change it. Note several other things.
    1. Unqualified entry times are displayed in red by each swimmer (see qualifying times at the top). Coaches may override this for any athlete.
    2. Names in light gray are potential entrants, blue are those selected by parents needing approval, green are coach approved, and black are coach rejected.
  6. Select one or more events for options at the bottom, the same as those in Entries by Swimmer.
    • (Multi-) Edit — Mark event(s) as Bonus and/or Exhibition. You can also do this by tapping the three vertical dots by an athlete, then tapping B or E.
    • 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 (#6 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 ban sign by event indicating coach does NOT approve.
    • Message — Send an email or SMS text to athlete.
  7. After making any changes, tap SAVE or Cancel.

MANAGE ENTRIES - RELAYS tab

Manage Meet Entries - Relays

Tap a relay event to manage it and build teams. Parents (non-admins) cannot select relays; they can only view which events coaches have committed their kids to.

You can either manually build your relay teams, or use Auto Build to let OnDeck do it for you.

 

Manually build relay teams

Relay Builder

  1. Tap the by RELAY TEAMS.
  2. Tap an empty slot to select an athlete.
    Select relay swimmer
    1. Athletes will be listed with fastest to slowest times. Converted times have an apostrophe after them.
    2. Select the desired athlete and tap DONE in the upper right.
  3. Long press the by a slot to drag and drop athletes to different slots. By default, when you move an athlete to a different slot, it will swap the two athletes. Tap the gear in the upper right to select the other option to push down all athletes one slot. Note: You can only drag and drop within a single team and its alternates.

    Relay Builder Option

  4. Once you have built a team, tap the ET box to enter the seed time.
    Edit entry time
    1. Tap Use Best Time to automatically enter the combined times of the team.
    2. Once you've obtained a time from the athletes, you may delete them in order to enter a blank team into the meet.
  5. Tap the to build an ALTERNATE team.
    1. You can select up to six alternate athletes, then tap DONE in the upper right.
  6. Tap SAVE CHANGES once you've built your desired teams.

Automatically build relay teams

You can have OnDeck automatically build relay teams by picking the fastest athletes.

  1. Tap AUTO BUILD.
  2. Select any desired filters.
    Auto Free Relay Builder Settings
  3. By default, OnDeck will build team(s) only with swimmers who have at least one individual event time of 1/4 the relay distance. For example, for a 200 free relay, you need at least four athletes with a 50 free time. Check Include swimmers with no Best Time to do that if you don't have enough athletes with prior times to build a team.
  4. Change the number by Number of Relay Teams to build if you want to build more than one.
  5. Tap the by Exclude Swimmers if there are specific athletes you do NOT want to include in the team(s) you are building. Select the ones to exclude, then tap DONE in the upper right.
    Exclude Swimmers
  6. Tap DONE when finished. OnDeck will show how many teams it built.

After committing your athletes and submitting entries to the host team, you can run the meet.