Submit Meet Entries from Club Admin Account - Club

This guide outlines the step-by-step process for club administrators to submit an entry file for a sanctioned meet through their REMS admin account. This guide covers the following topics: 1. Meet Search 2. Submit Meet Entry 3. Successful Entry File Upload - No Validation Errors 4. Swimmer Validation Errors 5. Para Code Validation 10/30/2025

42 steps

For support, please go to the REMS Knowledge Base to access FAQs and help guides for Members and Club Admins. <https://sportlomo.atlassian.net/wiki/spaces/SCS2/overview> You can also log a ticket with the support desk.

### 💡**To submit your meet entries, ensure the following:** 1. **Swimmers** – Every swimmer in the entry file must have the status *Active* on their swimmer registration category 2. **Coaches** – All coaches listed with the entry must have the status *Active* on their coach registration category. 3. **Support Staff** – Any support staff included with the entry must have the status *Active* on their support staff registration category. 💡A registrant will only appear as ***Active*** after all of the following are complete: 1. The registrant information has been updated, and all required waivers and forms are submitted. 2. All registration fees are paid in full. 3. Any required approvals have been completed. ⚠️Accepted entry file formats - see table below

Navigate to <https://swimming.canada.sportsmanager.ie/maint.php> and log in to the admin account that you will use to upload meet entries.

Click **Meet Entry**

1. Meet Search

To find the meet you want to enter, click **Search/Filter options**

The **Search/Filter options** make it easier to find the meet you want to enter. You can search by Meet Name, Meet Venue, Hosting Club, date filters, etc. You can also search by **Meet Status**. Meets available for entry will have the status "**Active**". Use these filters individually or together to narrow your results.

Use the check box to Show upcoming meets, meets that are underway and completed, or to View all. Click **Search** to show available meets based on your search filters.

When you select the meet you want to enter, you will see the Sanction Number, the Meet Type, and whether entries are open (to any club) or closed (restricted to specific clubs). The Meet Event File and Meet Package can be downloaded by selecting the download icons. If the meet is open for entries, the status of the meet will be "**Sanctioned**," and the **Upload Entry** icon will appear under Actions.

1.1. View Meet Registration Details

When you identify the meet you wish to enter, you can review the meet details. Under the **Actions** column, click the **“i” button** (*View Meet Registration*) to open the meet information.

From the Meet Information page, you can review important information about the competition. To download the meet package and meet event files, click the corresponding file links provided.

2. Submit Meet Entry

To upload an entry file, click the **Upload Entry** icon.

Click **Upload Entries**

At the top of the page you will see the Meet Information.

2.1. Meet Contact

Provide the contact person’s name, email, and phone number for meet entries. The host club will use this information to communicate any questions or updates regarding the meet or entries.

2.2. Select Coaches and Support Staff

**Note:** Only Coaches and Support Staff with the status "**Active**" will appear in the selection lists on the Meet Entry page.

The Province and Club will be automatically populated from your login details. Clubs are required to select the Coaches attending the meet, and Support Staff if applicable. The minimum and maximum numbers required for each field are displayed beneath the entry fields.

Choose the coaches attending the meet by clicking their names from the **Coaches Attending** list.

When you click a name, a check mark will display beside it to confirm selection. To remove the selection, click the name again.

Click to select your Support Staff (optional)

2.3. Upload Entry File

**⚠️Accepted entry file formats**

Click **Choose File** and select the entry file from your computer. Click **Save** to upload the file.

As the file is uploading, you will see the following message.

2.4. Invalid Entry File Error

If the entry file you upload does not have the correct format, you will receive an error message when you click **Save**.

⚠️ **Accepted entry file formats**

One common entry file validation error occurs when the swimmer ID is copied and pasted into the team management software. Sometimes a carriage return is added to the swimmer ID, causing the length of the entry to exceed the expected number of characters. Removing the carriage return will correct the issue.

⚠️ *File validation failed* error message Please refer to the accepted entry file formats above.

3. Successful Entry File Upload - No Validation Errors

You will **not** receive an email notification when you upload your entries. After uploading, you will see an on-screen message confirming whether your entry file upload was successful or unsuccessful. You can also check the status of your upload by following the steps in [Section 3.2 Entry Status](https://scribehow.com/viewer/Submit_Meet_Entries_from_Club_Admin_Account__Club__IQ-b4iDSRXa3er61x7088g?scrollToActionId=a1e33d4d).

If the entry file is uploaded with no errors, you will see the message below as the file details are loaded. Please refer to [Section 4. Swimmer Validation Errors](https://scribehow.com/viewer/Submit_Meet_Entries_from_Club_Admin_Account__Club__IQ-b4iDSRXa3er61x7088g?scrollToActionId=d2c0ac77)if you have validation errors when you upload your entry file.

You will see the list of Valid Swimmers uploaded in the entry file. Click **Entries** to see the event entry details.

3.1. Entries View

The Search field allows you to filter entries by specific information, such as event name, swimmer name, or swimmer ID.

Enter a swimmer name in the Search field to see only the entries for a specific swimmer.

3.2. Entry Status

To view the status of all your meet entries, go to the Meet Entry page and click **My Meets**.

Click on the buttons to view the Meet Entries, Meet Athlete List and meet files.

The uploaded entry file status is displayed on the left side of the screen. The status will be ***Pending*** until the entries are reviewed and approved by the meet manager.

Once the meet manager has approved the entries, the status will change to Approved.

4. Swimmer Validation Errors

When you click **Save** to upload your entry file, if your file has validation errors you will receive an error message.

See the error message below as the entry file information is loaded.

**❗ Common validation errors** 1. **Membership Not Found** – The swimmer is not registered in any of the swimmer registration categories required for the meet in the current season. 2. **Membership Not Active** – The swimmer is not active in one of the swimmer registration categories required for the meet. 3. **Gender Mismatch** – The gender listed in the entry file does not match the gender in REMS. 4. **Swimmer ID Mismatch** – The swimmer ID in the entry file does not match the swimmer ID in REMS. 5. **Name Mismatch** – The swimmer’s name in the entry file does not match the name in REMS. 6. **Para code mismatch** - The swimmer’s para code in the entry file does not match the para code in REMS.

⚠️ **Note**: One of the most common causes of swimmers to have a Membership Not Found or Membership Not Active validation error is due to a **duplicate registration.** You can identify a duplicate registration in View Registrants by searching for the swimmer name with the following filter settings: - Season=All (blank) and - Membership Status=All. **❗If there is more than one REMS ID for a swimmer, there is a duplicate registration. You must contact your PSO to resolve duplicate records.**

4.1. Validation Errors

The entries with errors will be displayed at the top. Valid swimmers will be displayed at the bottom. To review a discrepancy between the entry file and the REMS system, click the **i** icon.

The system displays the entry file information next to the REMS System Data, allowing you to review any discrepancies.

When an entry file contains errors, select **Close**, make the necessary updates to the file, and re-upload the corrected entries file.

4.2. Retry Validation

When the error originates from REMS, make the necessary corrections and click **Retry Validation**.

If the validation is successful, you will receive this notification. Click OK.

The validated swimmer will be displayed in the Valid Swimmers list.

5. Para Code Validation

In the meet entry file, the para code will be appended to the swimmer last name.

In REMS, the para classification code is stored separately.

5.1. Valid Para Code

See below successful validation of para code.

Entry file matches REMS System Data.

5.2. Para Code Mismatch

See para code mismatch validation error.

Once the para code is updated in the entry file, upload the entry file again.