This help guide is for Club Administrators wanting to enter relay teams into upcoming swim meets. Only individuals holding club positions are authorised to nominate and finalise purchase orders.

To be able to enter a relay, you need to link the meet with your club/organisation's calendar. Please follow this link for step-by-step instructions.

For instructions on nominating a team for a medley relay, click here

For instructions on nominating a team for a mixed medley relay, click here    

1. Login to Swim Central > Select Administration > Enter your Family Pin, if required. 

2. Ensure you have the correct club/organisation for which relay teams are being created and entered.

3. Select Events and from Events Dashboard, select the specific meet you are looking to enter teams to compete

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4. From the Event Home, toggle "Relays Only" to show only relay race sessions.

5. Select the session containing the relay

6. Select the event you want to enter
                                                   

Nominating a Freestyle Relay Team

7. Click on Add Team 

8. Your system will automatically display your four fastest qualifying swimmers on the right-hand side of the screen. These swimmers will have their times marked by a star and arranged in order of fastest to slowest.

9. To add a swimmer to your team, click the checkbox next to their name. A padlock will appear if the swimmer is already listed for another team in the same event.

10. A ticket icon indicates the swimmer is already attending the meet as an individual participant

11. To delete a swimmer from your team, select 'remove' next to their name

12. Use the arrow keys   to move a swimmer up to or down to the next leg. 

13. Ensure the export status for your team is "Exported" to include the team and reserves in the HY3 file for Meet Manager.

14. If reserves are marked "Not Exported," they will not be included in the HY3 file but will remain visible in the team list.

15. Check the bottom of the screen for the minimum swimmer requirements. If the minimum is not met, you cannot select "Nominate."

16. Click "Recalculate" to clear the current nominees and repopulate the four fastest available and verified swimmers

17. Masters relays can view the Age Groupings under 'Team Statistics'

18. After nominating your teams, review your selection and click on 'Nominate'. If you need to add additional teams to the same event, simply repeat steps 7 to 18.

Please Note: Your nomination is not complete until you have completed steps 19 - 29 below.

19. After nominating your team/s, you can review each team under its corresponding event by clicking the menu and selecting 'Edit Team'. If you need to remove a team, simply select 'Delete Team'

20. Select 'Add to Cart' for each team. The nomination will display a yellow 'In Cart' status tag 

21. Once all the teams you wish to nominate have a yellow 'In Cart' status tag, proceed to the club cart by clicking 'Club Cart' at the top right-hand corner of the screen or click on the menu and select 'Go to Cart'.

22. To view the swimmers listed in the team click on 'View Team' from the menu

23. In the Club Cart you can confirm or remove any team nomination

24. Select the checkbox indicating you have the authority to accept all of the presented Terms and Conditions 

25. Click 'Create Purchase Order' 
You must select 'Create Purchase Order' to enter your Teams regardless of method of payment

If you receive the error message "One or more swimmers have reached their nomination limit for this meet. Please check the limits imposed by the Host' check the Meet 'Event Details' tab and under 'Constraints' check how many entries a swimmer is allowed. 

26. Depending upon the meet host's event set up they may enable offline payment for relay teams in addition to credit card payment.

27. If you are paying by offline means you must click 'Create Purchase Order' and wait for the credit card page to load before exiting to your club dashboard.  This will change the status to pending.

28. To pay by credit card please enter the details and select 'Buy Now'. A screen displaying 'Thank you for your Purchase' will show with a summary of your purchases and a confirmation email will be sent to your registered email address and club contact email address.

29. Select 'Generate Invoice' if you require one.

30. To View the status of your teams go to the Event Home > Event Session > Select the individual event  

	Unpaid - Club administrator has selected 'Nominate' for an event team nomination. Any Club Administrator can proceed with the event team nomination. (Select add to cart -> from the club cart -> confirm Ts & Cs -> Checkout).
	In Cart - A Club Administrator has completed a Team Nomination, selected add to cart and the nomination is in your Club's cart. Only the Club Administrator who completed this step can proceed further with the event team nomination. Hovering over the tag will reveal the name of the administrator (Go to Entity cart -> confirm Ts & Cs -> checkout)
	Pending - Team submitted & Purchase Order Created (Pending Payment) Your team's nomination will be exported in the meet entry file if the host club has enabled
	Paid - Payment Received and Entry Completed. Your team's nomination will be exported in the meet entry file

31. Alternatively you can view your nominated Teams and their status by going to the Event > Extra Information and select Event Teams accordion.

32. A list of your nominated teams will show. Note – only teams with 'Entry Completed' or 'Pending Payment' will be exported in the meet entry file.

33. Draft: Club administrator has selected 'Nominate' for an event team nomination. Any Club Adminsitrator can add the nomination to the club cart 
(Select Add to cart -> from the Entity cart -> confirm Ts & Cs -> Checkout).

In Club Cart: A Club Administrator has completed a Team Nomination, selected add to cart and the nomination is in your Club's cart. Only the Club Administrator who completed this step can proceed further with the event team nomination. Hovering over the tag will reveal the name of the administrator
(go to Entity cart -> confirm Ts & Cs -> checkout)

Pending Payment: Team has been nominated and a purchase order is created. To make payment any club administrator who has access to the club's purchases can process the payment.
(Go to Finance tab > Club Purchases >  Select the Purchase order and open the accordion > Make Payment)

Entry Completed: Team has been nominated and purchase order is complete

Nominating a Medley Relay Team

34. Select the relay event you want to enter, click on 'Add Team'

35. Your 4 fastest qualifying swimmers will be automatically displayed on the right-hand side screen in the order of backstroke, breaststroke, butterfly and freestyle.

36. A list of backstroke swimmers will be the default stroke shown in the left-hand screen.

37. A ticket icon indicates the swimmer is already attending the meet as an individual participant

38. To amend your team, you can search for swimmers via stroke type and or swimmer's name.

39. To add a swimmer to your team, select stroke type and then click on swimmer's name.

40. Ensure it says 'Exported' as it is necessary for exporting your team (including the reserves) to Meet Manager. If 'Not Exported' is displayed for the reserves, they will not be exported in the team Hy3 file to Meet Manager but will be included in the team list.

41. Select Nominate to save your team. Repeat steps 34 to 41 to add additional teams to the same event.
Please Note: Your nomination is not complete until you have completed steps 19-29 above.

Nominating a Mixed Medley Relay Team

42. Select the relay event you want to enter, click on 'Add Team'

43. The system will NOT automatically load any swimmers on the right screen. However, Team Candidate details for a Mixed Medley team will be displayed.

44. Search via a swimmer's name, gender or stroke type and select a swimmer to add to the team.

45. Once you commence selection a selection criteria will be displayed at the bottom of the right screen

46. A ticket icon indicates the swimmer is already attending the meet as an individual participant

47. Once you have selected your team, ensure it says 'Exported' as it is necessary for exporting your team (including the reserves) to Meet Manager. If 'Not Exported' is displayed for the reserves, they will not be exported in the team Hy3 file to Meet Manager but will be included in the team list.

48. Click on nominate/update to save your team & repeat steps 42 to 48 to add extra teams to the same event.
Please Note: Your nomination is not complete until you have completed steps 19 - 29 above.

Reports

Eligibility Report

Please refer to the specific guide here

Attendees Report

To obtain a list of attendees for the relay events go to Event Dash -> Reports -> Select Attendees Report. A report will be emailed which details the attendees contact information and includes how many relay nominations. This is also visible from the Extra Information tab -> Attendees accordion. Select the individual and a list of their race nominations will display underneath. To view relay only swimmers, look for the relay only tag.

Nominations Report

To obtain a list of attendees and their race nominations go to Event Dash -> Reports -> Select Nominations Report. A report will be emailed which details the attendees and the details of each relay nomination. This will also include any individual nominations they have. This is also visible from the Extra Information tab -> Attendees accordion. Select the individual and a list of their race nominations will display underneath. 

Teams Report

To view a list of each team nominated for a relay go to Event Home page -> Reports -> Select Team Reports. A report will be emailed which details the Team Name, Team Alpha Character, Race Number, Race Name, Team Entry Time, List of Athletes Names, Event Cost and the payment Status.

Alternatively from the Extra Information tab -> Event Teams -> Select the Team -> Click on Menu -> View Team. You will be taken to the Team Nomination