Review and enter declared events

Once a meet is open, declarations arrive as athletes and guardians submit them. The declarations matrix is where you turn those requests into entries. You don't have to wait for the deadline — enter swimmers as requests come in.

To open it, go to the meet and click Manage Declarations.

Read the matrix

Each row is an athlete and each column is an event. A cell is where one athlete meets one event, and its color says what's happening there.

Look for Requested, not yet entered cells — those are the declarations that need a decision.

Each athlete's row also carries a few useful numbers:

• Ind, Rel, and the total show how many entries they have against the meet's limits. The count turns red when they reach a cap.
• Hover over their age to see how it was calculated: as of the meet's age-up date, or as of today if you haven't set one.
• A note icon means the family left a note to you — a travel constraint, an injury, a special request. Hover over it to read it.

Each event header shows the event number, the age and gender, and a running count of swimmers entered.

Enter a swimmer into an event

Click a cell, or right-click it and choose Add Entry, to open the Add entry dialog.

1. Entry type — choose Scoring, Exhibition, or Alternate. A type shows (full) when its lanes are already taken.
2. Heat and Lane — optional. They only appear when the meet has heats and lanes configured, and lanes already in use are unavailable. You can leave these blank and assign them later with Seed Events.
3. Seed time — optional. Leave it blank for NT (no time). The course badge shows which course the time is in.
4. Click Add.

Families don't enter seed times when they declare — that's your call. To save typing, the dialog starts with the swimmer's best time already filled in. Below the time field, Recent times lists their past swims for the event with the best one starred. Click any of them to use it. Times from another course show their conversion to the meet's course, such as ≈ 1

.45 SCY. See Courses & time conversion.

If a past time shows (no SCY→LCM factor) (or similar), the team has no conversion set up for that course change and event. Add one — see Conversion factors.

To change an entry later, click the cell (or right-click and choose Edit) and click Save. To take someone out, choose Clear Entry or click Remove in the dialog.

Go past a limit

Entry limits protect you from over-entering, but you're always allowed to make an exception. When adding an entry would go past a cap, the dialog shows an Override participation and/or event limits for this entry checkbox. Check it to save the entry anyway. Without it, Add stays disabled.

Enter swimmers who didn't declare

You aren't limited to what families request. Click any open cell to add a swimmer who never declared, such as someone you want to move up or fill an event with. These entries have no family request behind them, so you can tell which entries you added and which families asked for.

Swim-ups

Families can request an event outside their swimmer's age group or gender. They get a warning first: Enter a swim-up event? If they continue, the request reaches you marked as not eligible. Treat it as a question, not a commitment — you decide whether to enter it. Check the meet's rules before you do.

When you're done

When the deadline passes, the meet closes and families can't make further changes. Use Change Meet Status to reopen it if someone needs a late correction.

From here:

• Build relays from the swimmers who marked themselves available — see Build relay teams from declarations.
• Assign heats and lanes with Seed Events — see Club Meets.
• Send entries to a host or championship — see Export entries for meet software.

Troubleshooting

I can't pick a lane — lanes show only when the meet has lanes configured, and a lane already used by another swimmer in the same heat is unavailable.

A declared event disappeared — the family removed it and resubmitted. The matrix always shows their latest submission.