How to upload an entry file for the 2023 Great Lakes YMCA Zones Championship Meet

Link to 2023 Great Lakes YMCA Zones Championship Meet on Swimcloud

1 - Make sure you have a Swimcloud Coach Profile

1a - If you already have an account, verify your ability to log in

If you have forgotten your password you can reset it yourself. You can always reach out to [email protected] for additional help.

1b - Register as a coach on Swimcloud if you don't have an account

You need to be a registered coach on Swimcloud to manage your team, roster, and submit entries. Swimcloud customer service policy requires that we verify a coach's identity and association with a team. Please register with an email address that can be found on your team's website.

If your team doesn't have a website, you can send proof of your association to [email protected]. This is very important because Swimcloud takes data integrity and security very seriously.

1c - Do you coach more than one team?

If you coach two or more teams, you can have one Swimcloud login that will work for all of your teams. To have another team added to your Swimcloud coach profile, please send an email to [email protected] and give us the team names, or better yet, the Swimcloud links to your teams.

If you currently have two or more Swimcloud coach logins and would like to have those consolidated into one, send an email to [email protected] and our customer service can handle that for you.

1d - Add your coaching staff to your team Swimcloud

Depending on the rules for the meet you are entering, you may be required to enter your coaching staff in the meet for things like deck passes and for them to be a part of the meet administrator's communications list. As a coach for your team on Swimcloud, you can add or remove coaches from your team at any time.

2 - Create your entry file.

Swimcloud is able to accept entry files from all of the swim team management providers including Hy-Tek Team Manager, Team Unify, SwimTopia, and more.

Create and export your entry file and save it to your computer.

Instead of emailing your entry file to the meet administrator, you will be uploading it to Swimcloud. It's the exact same process as before - you're just uploading a file instead of emailing a file.

And, if you make a mistake, or need to change your lineup, you can upload a new file or make alterations on Swimcloud right up to the entry deadline with multiple emails to the meet administrator. See step #5 below.

3 - Find the meet on Swimcloud

Link to 2023 Great Lakes YMCA Zones Championship Meet on Swimcloud

In order to upload an entry file, your team must be included as a participant in the meet on Swimcloud. There are two ways for that to happen-

3a - Enter a swim meet already on your schedule

YMCA teams may already be included in the meet. This is because teams got copied to this year's meet from last year's meet. If this is the case for your team, the meet will automatically show up on your schedule and you can easily find the meet and submit your entries.

3b - Add your team to an existing meet on Swimcloud

If your team is not in the meet, you can add your team to an existing meet on Swimcloud and submit your entries,

Link to 2023 Great Lakes YMCA Zones Championship Meet on Swimcloud

Link to Swimcloud help article "Add your team to an existing meet on Swimcloud"

4 - Upload your entries

Once you have found and selected your meet, simply upload your entry file.

5 - Review & Edit Entries

After you've uploaded your entry file:

• If you have already "Submitted" your entries, you can "unsubmit" them

• You can review your entries by Swimmer, by Event, or by Error

• You are also able to completely edit your entry right up until the entry deadline.

6 - Add Coaches

Once your entries are complete, we suggest adding the coaches on your staff to the meet. This will allow the meet administrator to use Swimcloud's built-in communication tools to communicate more easily with you.

7 - Paying Meet Fees

If the meet you are entering is using Swimcloud to collect meet fees via credit card or another form of electronic payment, please click on the "FEES" tab of the meet, create your invoice, and pay it.

Link to Swimcloud help article "Entering A Meet: Paying Meet Fees"

8 - Warning Messages

Meet entries done on Swimcloud will be checked by default against the meet entry rules or qualifying times. The majority of these messages are simply warnings that are meant to help the coach or for the Meet Administrator to dig deeper for potential proof of times.

Some errors, like over-entering, are blocked by the meet rules and you will get a pop-up message when this happens.

If you have specific questions, please contact your meet administrator or [email protected]