Hy-Tek Meet Manager

Setting Up a Meet with Hy-Tek Meet Manager

A Hy-Tek Tutorial can be found on the website here. Setting up a meet with Hy-Tek Meet Manage

  1. Create a new database (.mdb file – this holds the whole meet and can move between computers)
    1. Click “File” → Open/New
    2. Give the meet a name, then click “Open”
    3. Fill in the meet info. There are required fields, but do not worry about the other fields.
      1. ID Format – put USMS.
      2. Filling in the address will make the location feature on Meet Mobile work.
    4. Meet Mobile Publishing will pop up – select Full Meet Data, free heat sheets, accept contract, confirm, then exit out of the window.
  2. Setting up the events:
    1. Click “Events”. This will open an empty list of events
    2. Click “Add”. A window will pop up with options for the event. Fill out the form for Event 1 and click “Ok”. “Add” window will stay open, and the event number will increase. If alt. gender is selected, it will also switch the gender – that way you can just click “Ok” again for the same event of a different gender.
    3. When you're done entering events, exit out of the “Add” window.
    4. Double-click an event in the list to edit it.
    5. In order to generate a meet timeline, you have to set up “Sessions”, even if your meet is only 1 session.
      1. Click “Sessions” (still in “Events” window)
      2. Click “Add”
      3. Give your session a name, start time, and interval (10 seconds is a fairly accurate for a flyover meet).
      4. Close the “Add Session” window, click move all.
      5. Exit out of “Sessions” window.
    6. Exit out of “Event” window.
  3. Sending events to other clubs/Team Manager
    1. Click “File” → “Export” →“Events for TM”
    2. If your events are time trial, make sure to add a check to the “Time Trial” box
    3. Click “Ok” and choose where to save the file
    4. Meet Manager creates a zip file, which you can then send to other clubs/open with Team Manager.
  4. Importing Entries:
    1. Click “File” → “Import” → “Entries”.
    2. Chose the zip file with the entries. Click “Ok”, Meet Manager will store the unzipped file in a temporary file, click on the entries again, then click “Ok” and they will open. Click “Ok” again. Include the check boxes “Match on event numbers”, “Include entries with no time”, “Delete a team’s entries before importing”, click “Ok”.
    3. The entries are now added to the meet.
    4. Click “Reports” → “Entry list”, then filter by team (near the top of the window), “Report Type: by team”, “Options: athletes and relays”.
    5. Click “Create report” at the top of the window. A PDF will pop up, click the save icon, it will give a warning about email not being set up, but then it will let you choose where to save the file. Save it, then send it to the club to confirm their entries.
  5. Manually adding a team without Team Manager exported entries:
    1. Easiest format for this is organized by athlete name, not event.
    2. Click “Schools” or “teams” (depending on type of Meet Manager license).
    3. Click “Add”, the fill in basic team info. Abbreviation and Full Team Name should be enough. Then click “Ok”.
    4. Close the “Schools”/”Teams” window.
    5. Click “Athletes”, then “Add”.
    6. Enter the name, gender, CCS ID number, and team of the athlete. You can do the entries on this screen but I think it’s easier to enter the all the names first then go back and do the entries later. The window will stay open as you enter, once you’ve finished entering the athletes close the “Add new athlete” window.
    7. Filter the list of athletes by the new team you just entered, click on each athlete one at a time, and select the boxes for events they are entered in. Click the “Entry time” box to type in an entry time, or leave blank for NT.
    8. Close out of the “Athletes” tab.
    9. This last step is also how you can make changes to an athlete’s entries without reimporting modified entries for their entire team.
  6. Once all entries are imported, you can generate a psych sheet:
    1. Click “Reports” → “Psych sheets”
    2. Click “Select all” → “Create report”. Save just like with entry reports.
    3. Publish on Meet Mobile:
      1. Click “Setup” → “Meet Mobile publishing”.
        1. Switch to the “Publish” tab
        2. Click “Publish general meet information”
        3. Click “Publish psych sheets and heat sheets”
  7. Seeding the meet
    1. Click “Seeding”
    2. Click “Select all”
    3. Click “Start seeding”
    4. Close the “Seeding” window
  8. Creating a program
    1. Click “Reports” → “Meet program”.
    2. Click “Select all”, then “Create report”.
    3. Save the PDF.
    4. Close the meet program report window.
    5. Send out the meet program.
    6. Publish on Meet Mobile:
      1. Click “Setup” → “Meet Mobile publishing”.
      2. Switch to the “Publish” tab.
      3. Click “Publish psych sheets and heat sheets”.
  9. Creating lane sheets
    1. Click “Reports” → “Lane/timer sheets”.
    2. Adjust parameters if necessary.
    3. Save the PDF.
    4. Close the “Lane/timer sheets” report window
  10. Running the meet
    1. Interfacing the timing system
      1. Coordinate with your facility on how to run the meet using your timing system and meet manager. 
  11. Getting Results
    1. To make a PDF, click “Reports” → “Results” , “Select all”, “Create report”, then save like with every other report.
    2. To send team manager result files to clubs
      1. Click “File” → “Export” → “Results for swim manager or SWIMS or NCAA or USMS”.
      2. Click “Ok”, choose where to save the zip file.
    3. Email out the PDF file and results!
  12. Submitting Results to CCS
    1. Send zipped folder of Hy-Tek meet database to collegeclubswimming@usmastersswimming.org no later than 7 days after the meet for posting.