On a club team, athletes and guardians declare the events they want, you approve them, and then you seed the approved swimmers into heats and lanes. So a club meet has one extra stage a high school meet doesn't: the declaration window. (For the meet lifecycle in general, see How meets work.)

Create the meet

From Activities, choose New > New Meet. Enter the details by hand, or upload a HyTek EV3 file to pre-fill them and import the events automatically.

The settings worth knowing:

Course type — SCY, LCM, or SCM.
Lanes — even, odd, or a custom set (e.g. 2,3,4,5,6), plus which lanes count toward scoring.
Heats — the maximum number of heats per event.
Entry limits — caps on individual, relay, and total entries per athlete.
Declaration dates — set Declaration Opens and Declaration Deadline to open and close declarations automatically.

To change a meet later, open it and click the edit (pencil) icon.

⚠️ Changing lanes, heats, or entry limits clears all seeded athletes.

Add events

Events are the individual races within a meet, like "100 Freestyle" or "200 Medley Relay". On the Events tab, click Add Event, or import events from a previous meet or an EV3 file (importing from EV3 replaces the existing events).

Each event needs an event number, distance, stroke, and gender — check Is Relay for relays. By convention, odd event numbers are female and even numbers are male. Get the events right before you open declarations, since families declare against them.

Open for declarations

A club meet moves through Draft → Open for Declaration → Closed, shown as a badge on the meet page and changed with Change Meet Status — see How meets work for what each status means.

Declarations open automatically on the Declaration Opens date, or immediately if you use Change Meet Status > Open for Declaration. As requests come in, click Manage Declarations for the entry matrix of every athlete and their requested events, and approve or reject each one — you don't have to wait for the deadline. Athletes and guardians can declare their own events from their portals; for the family's side, see the guardian guide to Club Meets.

Build your lineup

Once the meet is Closed, seed the approved swimmers into heats and lanes. Click Seed Events and choose an event.

Auto Seed picks athletes with seed times, sorts them fastest-first, and spreads them across heats with the fastest in center lanes. The meet needs defined heats and scoring lanes.
Manual entry — check the Entered column for an athlete, then set their seed time (MM
.HH), seed course, and entry type.

Entry types are Scoring (counts toward team scores), Exhibition (doesn't score), and Alternate (a backup). Seed times from another course convert automatically — see Courses & time conversion. Filter the athlete list by name, gender, division, and age group to find swimmers fast.

Relays

Open a relay event from Seed Events (or View Relays while reviewing declarations) to build relay teams.

Click an empty relay team row and name it (A, B, C, …).
Auto Seed fills the team with the four fastest eligible swimmers — by stroke for medley relays, by freestyle time for freestyle relays — or add swimmers by hand with Add to Relay.
Drag and drop to set the order. Medley relays follow a fixed order: backstroke, breaststroke, butterfly, freestyle.

Auto Seed needs an empty team and at least four athletes with the required stroke times.