Meet management on Colorado Track XC made easy!
Once you have your home meet on the calendar and online registration set up for it (see this article in the series on how to do that), you probably want to make some adjustments and add some information to your meet page. This article will discuss how to do that.
First, you must be logged in. Once that is accomplished, proceed to the Calendar and click on your meet.
Below the title of your meet should be a black bar that says Meet Manager. Click on that bar. That brings you to the admin side of your meet. But, only registered coaches and team admins for your school's program and your assigned timing company (if any) can get to the admin side of your meet. We do that by associating those usernames with the meet, so it is necessary to be logged in to get there. Please let me know if you would like to have a particular timer associated with your meet.
On the left-hand side of your meet page, you will find a section entitled Meet Properties. This has all the basic information about your meet. If you have a change in date of your meet due to weather, or some other condition, you can change the date of your meet here (you have to enter both a beginning and ending date for your meet, even if it is only a single-day meet). If your meet has a change of venue, you can switch the venue of your meet here by selecting a new venue from the list in the dropbox.
Below the Meet Properties section is the Registration Properties section. If you have a team that misses getting online registration in on time, you can adjust the closing date and time of your meet's online registration here. If you want to add a Password to meet online registration, you can add it here. Please make sure you notify all authorized teams of the password you assign if you do this, however. This does provide some security against unentered teams registering athletes for your meet.
If you scroll down a little on the admin side of the meet page, you will find a text box labeled Additional Information. Many coaches and meet directors post a meet schedule here, but all sorts of information that coaches, athletes, and parents might find useful can be added here. Whatever you enter into this text box will appear on the user side of the meet page.
Please be sure to click the Save Changes button at the bottom after making any changes to the information and properties associated with your meet.
If you wish to make changes to the number of athletes allowed in a particular event, however, you must notify me of that at the e-mail address in the lower left corner of this page and I will make that change for you (for example, if you want to allows schools to enter four throwers in the shot put and discus, and you've already had the meet set up for three athletes per event).
If you would like to have heat sheets posted for your meet, that, also, is a request you'll need to send to me. I will post heat sheets for all meets sending me a flat html file of the heat sheets or, if you prefer, of the start lists. Those are typically published on the site the day prior to the meet. You can also send those as a pdf file, in which case I will make them accessible to users as a downloadable file.
Finally, this meet page is also where you can review and download the entries. To review entries received to date, simply click on the blue Entries by Event link under the Reports section. To download the meet entries for import into Hy-Tek, simply click on the Download to Hytek link under the Download Entries section. Downloading Full Rosters is a separate download that does not deliver the actual entries, so be sure you always click on just the plain Download to Hytek link.
There is more that advanced users can do with the admin side of the meet page, but this covers the basic, and most important, functions.
Following your meet, please send me the complete set of results in Hytek's flat html format. I will post those results to the meet page as soon as possible after receiving those. Some advanced users post the results directly themselves, but I am more than happy to do that for you if you have any doubts about how to do it or proper labeling/format.
Adding a logo for your meet is actually done on the user side of the meet page. If you are a registered coach or admin for the host school, you can add a graphic for your meet by clicking on the logo box on the left-hand end of the banner area at the top of your meet. You will want to have a 120-pixel by 90-pixel .jpg or .png file ready to go to be added as the logo for your meet when you do this.