Hosting a Meet with Meet Manager Clubs
Your club runs the meet; other clubs bring their own swimmers as files, without ever touching Swim Central.
How this differs from running a solo meet
Same three Meet Exchange operations as running your own meet with Swim Central — covered step by step there. What's actually different here is who the files go to, and how many times you do the import.
- App create the meet and its events
-
Export meet events
same operation — but you send the
.ev3file to every invited club yourself -
External
each invited club runs its own nominations and sends you back a
.hy3file - Import nominations once per invited club — repeat the same three-step wizard for each file that comes in
- App run the meet on the pool deck
- Export results same operation — send the results file back to every invited club
Create your meet
In the Swim Club Connect app, same as any meet. Nothing different here just because other clubs are joining — invite them by sharing the .ev3 file in the next step, not through anything in the app itself.
Export and distribute the meet structure
Tap Export meet events exactly as you would for any meet — see the full walkthrough, including the venue-confirmation dialog. The only difference is what you do with the resulting .ev3 file: send it to every club you've invited, by whatever method you'd normally use to communicate with them.
Sending the file is entirely outside the app. Meet Exchange produces the file and hands it to your browser as a download — there's no built-in way to email or share it to multiple clubs from here. Email, a shared drive, whatever your club already uses works fine.
Set a nominations deadline before you send it. Since each invited club runs their own nominations independently, you're relying on everyone getting their file back to you around the same time — worth being explicit about the date up front, rather than chasing clubs individually afterwards.
Invited clubs nominate and send files back
Entirely outside Swim Club Connect. Each invited club handles their own nominations however they normally do, then sends you a .hy3 entries file — one file per club, not one combined file for everyone.
Import each club's nominations, one file at a time
Tap Import nominations and work through the same three-step wizard — choose file, review and resolve teams, check the summary — once for the first invited club's file. When you're done, tap Done to return to the operations page, then tap Import nominations again for the next club's file. Repeat until every invited club's nominations are in.
Team mapping gets easier as you go. The first time you manually map an unfamiliar club, it's remembered — if that same club sends nominations for a future meet, it auto-matches without you doing anything. Hosting the same group of clubs regularly means less manual mapping over time, not more.
Keep track of who's sent their file. There's nothing in the app that shows which invited clubs have or haven't been imported yet — that's on you to track, the same way you'd track any other RSVP.
Run the meet
Back in the Swim Club Connect app. See Starting races and Keeping time — running a dual meet on the pool deck works exactly the same as running your own.
Export and distribute results
Once the meet's done, tap Export results — the same host-only operation covered in the Swim Central guide. Since every invited club's swimmers raced too, the export naturally covers all of them in one file — send it out to each club the same way you distributed the .ev3 file at the start.
A blocked results export can name a club that isn't yours. With multiple clubs' results in one export, an issue found for a visiting club — a missing Hy-Tek team code, a swimmer with no birth date on file — will show up the same as one of your own. Pass it on to that club's administrator; you can't fix another club's data yourself.
An invited club's export blocked for them? See Using Meet Exchange for what a missing Hy-Tek team code means and when it resolves itself automatically — worth reading if a club you've invited says nominations won't export on their end.
Same building blocks, just more of them
Export once, import once per invited club, export results once at the end. Nothing about hosting multiple clubs changes what each operation actually does — it just means doing the import step several times instead of once.
Been invited to someone else's meet instead of hosting? That's the reverse situation — see Using Meet Exchange for that guide.