Creating and Managing your first Meet in Captyn

This guide offers a comprehensive walkthrough for creating and managing your first Swim Meet in Captyn. It details the steps necessary to set up events, customize meet details, and manage swimmer entries efficiently. By following this guide, users will gain the skills to streamline the meet organization process, ensuring clear communication with swimmers and their families.

Kyle Mills
|
36 steps
|
3 minutes

Click here.

Click "Meets & Times"

Click "Add"

Click the "Import events" field. **And Import your .ev3 File**.

Edit the presentation of your meet by clicking the gear icon

Add a meet description, upload pdfs, and click "Save"

Click "My Team’s Settings"

Edit the course prioritization if applicable.

Edit the per individual event and relay event costs.

Add as many per-swimmer fees as needed

Click "Save"

Click "Visibility & Response"

Click on the gear icon to set the dates of when swimmers are allowed to see the meet, and submit entries/declarations for the meet.

Edit the viewable date

Edit the Response time frame here

Set the deadline to respond, and when responses are enabled.

Click "Save"

To bulk invite all training groups: Click this checkbox to select all eligible training groups. You can also select individual training groups.

Click the Actions button

Click "Edit settings for selected groups"

Display this meet to selected swimmers

Choose what you are requesting from these groups. Are the swimmers/parents going to request specific events? Or are they just going to declare for the meet, and the coach will do the entries?

Click here to allow parents/swimmers to request their events.

Click "Save"

Now, let do some entries! Click "Entries by Swimmer"

Click "OPT IN" to see only the swimmers that have opted in for this meet.

Click the down arrow to see the events that swimmers is eligible for, then click the Plus icon to add that event to that swimmer

An alternative option to perform entries: Click "Entries by Event"

Click through your events

Click here the plus icon to add that swimmer to that event

Exporting your entries: From the "Entries by Swimmer" or "Entries by Event" tab, click the Actions button.

Click "Export entries (.hy3)" or "Export entries (.pdf)"

Charging for your Meet: Click "Fees to Charge"

Select the "Ready to Charge" filter to look at only the accounts that have at least one entry.

Edit/Exclude any of the accounts/swimmers you'd like. When you are ready to bill, click "View Summary"

Click "Charge Now"