2023 YMCA SC National Entries On Swimcloud

** An Important Message About Check-In **

To ensure that your entries and team check-in process at Nationals goes as smoothly as possible, we'd like to point out the following:

1. Make sure that the name in your Swimcloud Coaching Profile matches exactly the one used in the YMCA’s annual registration system through TeamUnify.

2. Make sure that all coaches attending the meet are on your team's coaching roster in Swimcloud

   Coaches On Swimcloud - Add & Edit

3. Be sure your team’s name is also the same in both systems.

4. If your meet results are not in the SWIMS database, be prepared to prove your entry times for the YMCA National Championship Meet.

How To Upload Your Entry File To 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.

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 will accept entry files from all of the major 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. See step #5 below.

3 - Find the meet on Swimcloud

Here is a link to YMCA National Short Course Swimming Championship 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 added to 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 YMCA National Short Course Swimming Championship 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 the meet, simply upload your entry file.

5 - Review, edit entries, or upload an updated entry file

After you've uploaded your initial entry file:

• You can review, edit entries and print your entries

• You may edit your entry or upload an updated entry file right up until the entry deadline.

6 - Submit Your Entries

After you have uploaded, reviewed, edited, printed, and you are sure that your entries are correct, the final step is to "Submit" your entries. When you "Submit" your entries, you will get an automatic email from Swimcloud that contains a pdf of your entry report with the date and time that your entry was submitted.

On the HOME tab of the YMCA National Short Course Swimming Championship on Swimcloud, click the three dots to the right of your team name, scroll down, and click "Submit"

7 - Add Coaches To Your Meet Roster

Once your entries are complete, please be sure to add the coaches on your staff that are attending the meet. Completing your coach's entries will make sure deck passes are created for your staff and that the proper amount will be charged for your deck passes.

This will allow the meet administrator to use Swimcloud's built-in communication tools to communicate more easily with you before, during, and after the meet.

8 - Paying Meet Fees

The YMCA 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 preferably before you arrive in Greensboro for check-in.

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

9 - Warning Messages

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

Please keep in mind that if your meet results are not in the SWIMS database, be prepared to prove your entry times for the YMCA National Championship Meet at check-in.

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]