Meet Set Up Guide

Quick Navigation

• Step 1: Setting Up Your Meet
• Step 2: Organizing Athletes
• Step 3: Configuring Score Entry
• Step 4: Running the Meet
• Step 5: Monitoring Progress
• Step 6: Awards and Wrap-Up
• Step 7: Athlete Profiles and Recruiting Features
• Step 8: Event Registration Overview

Step 1: Setting Up Your Meet

Getting your meet off the ground is straightforward. From the main dashboard, click New Meet to kick things off. You will be walked through an initial setup screen before landing in your Meet Control Center. See also: How to Create a Club Scoring Meet.

1.1 Basic Meet Information

The first screen captures the essentials. Fill in the following fields:

• Meet Name: Give your meet a clear, recognizable title
• Date: The date of the competition
• Start and End Times: Session times for scheduling purposes
• Host Information: Your gym name, contact info, and location
• Meet Logo / Flyer: Optional, but recommended; these appear on the public-facing meet page that parents and coaches can access

? Tip: Most default settings are pre-configured and work well out of the box. You only need to adjust settings that differ from standard USAG competition rules.

1.2 Editing Meet Settings

Once inside your meet, navigate to Edit Settings to fine-tune the following:

• Tiebreaker Rules: Choose how ties are broken for awards
• Heat Sheet Sorting: Every association does it differently; select your preferred sort order (by level, by squad, alphabetically, etc.)
• Age Calculation Date: Set the cutoff date used to determine athlete age divisions for this specific meet. See also: How to Create Age Groups / Divisions.
• Score Entry Settings: Configure judge count and vault attempts (covered in detail in Step 3)
• Public Page Settings: Control what information is visible to parents and coaches on the live public page

1.3 USAG Sync: Auto-Populating Athletes

For USAG-sanctioned meets, you can skip manual data entry almost entirely. Here is how:

1. Navigate to the Invite / Athletes section of your meet
2. Click the USAG Sync button
3. Enter your meet's Sanction Number in the provided field
4. Click Update

The system will automatically pull all athletes who are registered through the USAG reservation system and populate them directly into your meet roster.

✅ Result: Your athlete list, levels, and division assignments come in pre-filled. The only follow-up needed is handling day-of scratches.

For a detailed walkthrough, see Add USAG Athletes.

1.4 Manual Athlete Entry

For non-USAG participants or any athlete not captured by the sync, you can add them by hand:

1. Go to Manage Athletes
2. Click Add Athlete and fill in the required fields (name, level, age, club, etc.)
3. Save the entry; the athlete will appear in your roster immediately
4. Use the quick-edit view in Manage Athletes for fast, on-the-fly changes (e.g., swapping a level at the last minute)

For more detail, see How to Add Athletes to a Meet or Add / Activate Teams and Athletes.

Step 2: Organizing Athletes

Once your roster is populated, the platform gives you powerful tools to organize your field. No spreadsheets required.

2.1 Division Balancer

If you have a large group at a single level that needs to be split into multiple sessions or flights, the Division Balancer does the heavy lifting:

1. Navigate to the Division Balancer tool
2. You will see a breakdown of all levels and the athlete count in each
3. Select the level you want to split (e.g., 10 Level 3 athletes)
4. Enter the number of groups you want to create
5. Click Generate Simulation; the system will propose balanced groups (e.g., 5 and 5)
6. Review and confirm the split

? Tip: Run the simulation before finalizing so you can try different groupings without committing. Always delete any existing example data first to get a clean simulation result.

For a full walkthrough, see Division Balancer and Squad Balancer.

2.2 Squad Management

Squads allow you to group athletes by team or club for heat sheet organization and session assignment. Use this tool to:

• Assign athletes to specific squads (teams/clubs)
• Organize squads into sessions or warm-up rotations
• Keep club groupings intact when building your heat sheet

See also: Creating Squads and How to Add Sessions to a Meet.

2.3 Handling Day-Of Scratches

Scratches are inevitable. Here is how to manage them efficiently on competition day:

1. Open your meet in the Control Center
2. Go to Manage Athletes and locate the athlete being scratched
3. Mark them as scratched; they will be removed from the active lineup and heat sheet
4. The system updates in real time, so judges' tablets and the public scoreboard reflect the change instantly

⚠️ Note: Handle all known scratches before the meet begins. Last-minute scratches during competition can typically be managed by the head table operator without interrupting scoring.

For step-by-step guidance, see Scratching an Athlete.

Step 3: Configuring Score Entry

This is one of the most important configuration steps. Getting this right before the meet starts prevents scoring errors and keeps things running smoothly. For a comprehensive overview, see also: Club Meet Scoring Setup: Full Meet Guide.

3.1 One-Judge vs. Two-Judge Mode

In Edit Settings under Score Entry Settings, choose how many judges will be scoring each event:

• One-Judge Mode: A single score is entered per event. Simple, but offers no automatic error-checking on averages.
• Two-Judge Mode: Both judges enter their individual scores. The system automatically calculates the average, eliminating the risk of human averaging errors that can affect qualifying scores.

? Best Practice: Always use Two-Judge Mode when two judges are present and have each judge enter their own score. This is the safest approach; the system does the math, and there is no risk of a miscalculated average slipping through unnoticed.

3.2 Vault Attempt Configuration

Set the number of vault attempts that need to be recorded per athlete:

• 1 vault attempt: Standard for most competitive levels
• 2 vault attempts: Used when both vaults are scored and the best is taken

Once configured, judges' tablets will prompt for the correct number of scores automatically; no guesswork at the table.

3.3 Bingo Scoring Mode

If you have judges or volunteers who are not comfortable using an unfamiliar digital interface, Bingo Scoring Mode is your solution:

1. Activate it in Score Entry Settings
2. The entry screen transforms to closely resemble the Pro Score layout, a familiar interface for experienced gymnastics judges
3. Each judge can independently choose their preferred entry mode; one judge can use standard mode while another uses bingo scoring
4. Both entry styles feed into the same system seamlessly

? Tip: Introduce bingo scoring mode to hesitant judges before meet day so they have a chance to get comfortable with it. A quick 5-minute walkthrough goes a long way.

Step 4: Running the Meet

Once the meet begins, the platform largely runs itself. Your role at the head table shifts from data entry to oversight.

4.1 Judge Tablet Workflow

Each judge uses a tablet or computer to enter scores directly into the system:

1. Judge completes their evaluation of the athlete
2. Judge enters the score on their tablet using the configured entry mode (standard or bingo)
3. Score is transmitted to the system in 2 to 5 seconds, depending on the gym's internet speed
4. The head table operator can see scores populate in real time; no manual entry required
5. If using Two-Judge Mode, the system automatically computes the average once both scores are received

✅ Result: The head table operator's primary job during the meet is to watch and monitor, not to type. Interventions are rarely needed once things are underway.

See also: Score Entry / Verify Scores / Edit Scores and How to Change / Edit a Score.

4.2 Live Digital Scoreboard

Display real-time results on a big screen for the audience:

1. From the Control Center, navigate to Scoreboards
2. Launch the scoreboard for the desired session or division
3. Display it on a projector or large monitor; the scoreboard auto-refreshes continuously, polling for new scores every few seconds
4. Athletes receive fireworks animations on screen when they achieve a Personal Record (PR)

? Technical Tip: Use a dedicated separate device (laptop or tablet) to display the scoreboard rather than running it in a second browser window on your scoring computer. This avoids confusion and keeps your main workstation clean and focused.

For detailed scoreboard setup, see Scoreboards.

4.3 QR Codes for Parents

For smaller meets or gyms without a big screen setup, QR codes are an elegant, zero-hassle alternative:

1. Navigate to the QR Code Toolbox in the platform
2. Select the Live Public Scores QR code option
3. Download and print the PDF provided
4. Post the printed QR codes in visible locations throughout the gym (near seating areas, entrances, and event stations)
5. Parents scan the code with their phone camera; no app download needed; and are taken directly to the live results page

? Tip: This approach has become the standard at many high school meets where scoreboards are not in the budget. Parents are on their phones between events anyway.

For step-by-step instructions, see Get QR Code to Live Scoring.

Step 5: Monitoring Progress

Staying on top of where the meet stands is effortless with the built-in monitoring tools.

5.1 Meet Progress Dashboard

Keep the Meet Progress view open on your head table computer throughout the competition:

• A live progress graph fills in as scores are submitted for each event and division
• At a glance, you can see exactly how many scores have been entered and how many are still outstanding
• This helps you pace the meet and flag any stations that may be falling behind

5.2 Live Secure Results

The Secure Results view is your real-time leaderboard, visible only to authorized users (not the public):

1. Navigate to Reports, then Live Secure Results
2. Results auto-populate continuously as scores come in; no manual refresh needed
3. Filter by division or event to zero in on specific groups
4. Use this view to verify scoring accuracy and prepare for awards before the session wraps up

⚠️ Note: The Secure Results page is separate from the public-facing results page. Parents and coaches do not have access to this view unless you specifically share the link.

Step 6: Awards and Wrap-Up

The end of the meet is where everything comes together; and the platform makes awards presentation clean and nearly paperless.

6.1 Calling Awards from a Tablet

Instead of printing stacks of paper reports, use a tablet to call awards directly from the live results:

1. Open Reports, then Secure Results on a tablet
2. Filter by division and event (e.g., Level 4: Vault)
3. Read placements directly from the screen; the system has already ranked athletes in order
4. Swipe or tap to move to the next event or division

? Tip: If your awards presenter prefers paper, the platform can generate printable reports on demand. Calling from a tablet significantly reduces paper waste and eliminates the risk of reading from an outdated printout.

6.2 Post-Meet Printed Reports

For those who want a full paper trail, the reporting engine generates comprehensive post-meet documents:

• Navigate to Reports and select your desired output
• Reports are organized by event in standard order: Vault, Bars, Beam, Floor, All-Around
• Each division is clearly separated for easy reference
• Reports can be printed or saved as PDFs for your records

6.3 Pre-Meet Reports

The Reports section is also your home for pre-meet documents:

• Heat Sheets: Automatically generated from your athlete and session data; always up to date
• Session Summaries: Overview of each session's schedule and athlete assignments
• Communication Tools: Email all registered coaches or clubs directly from the platform with a single click

? Tip: Because the public meet page updates live, you do not need to re-send heat sheets every time you make a change. Coaches can simply refresh the public page to get the latest version, saving you significant back-and-forth communication.

For a full description of each report, see Pre-Meet Reports Descriptions.

Step 7: Athlete Profiles and Recruiting Features

Beyond meet-day management, the platform offers a powerful long-term athlete tracking system that grows more valuable with each competition.

7.1 Tracking Scores Across Seasons and Levels

Every score entered during a meet is stored in the athlete's permanent profile:

• View score history filtered by level, event, or all-around
• Progress graphs visualize improvement across an entire competitive season
• Results from each meet link directly to the full meet results, so context is always available
• Personal Records (PRs) are tracked automatically and celebrated with fireworks on the scoreboard in real time

7.2 Uploading Videos and Photos

Each individual meet result in an athlete's profile supports media attachments:

1. Navigate to the athlete's profile and locate the specific meet entry
2. Click the media upload icon (displayed as a purple video icon)
3. Upload photos or videos tied to that performance
4. Media is stored alongside the score data, making it easy to review technique and progress over time

7.3 Recruiting Portfolios

For athletes pursuing collegiate gymnastics, the profile system doubles as a living recruiting portfolio:

• Coaches can compile a complete competitive history with scores, meet links, and media in one place
• The profile is shareable and presents a professional, data-rich snapshot of an athlete's development
• Families can also subscribe to the SuperFan upgrade for enhanced access to profile features

? Use Case: Think of the athlete profile as a living résumé; every meet adds another line, every video adds color, and every PR adds credibility. It is a tool that gets more powerful the longer you use the platform.

Step 8: Event Registration Overview

While the scoring platform can be used as a standalone tool, the Event Registration module supercharges your meet management by handling athlete sign-ups and payment collection, all in one place.

8.1 How It Works

• Participating clubs register their athletes directly through your meet's registration page
• The platform collects fees electronically on your behalf
• With one click, all registered athletes transfer directly into the scoring system; zero re-entry required
• All communication (confirmations, updates, heat sheets) can be managed through the platform's built-in tools

8.2 Fees and Pricing

8.3 USAG Integration with Event Registration

The Event Registration module connects directly to the USAG reservation system:

• When a club registers, the system cross-references their USAG reservation data
• Per-athlete fees are calculated automatically based on your configured meet entry fee
• Once registration closes, athletes flow into the scoring system with a single click

8.4 When to Use Event Registration

Use Event Registration when: You are collecting entry fees from participating clubs and want to reduce your administrative workload. It is ideal for open meets like the Rainbow Classic where multiple clubs are paying to attend.

Skip Event Registration when: Fees are handled externally (e.g., pre-submitted to a league treasurer) or you have already invoiced clubs directly. In those cases, use the scoring module only for a clean, simple setup.

Related Articles

• How to Create a Club Scoring Meet
• How to Add Athletes to a Meet
• Add USAG Athletes
• How to Create Age Groups / Divisions
• Division Balancer
• Squad Balancer
• Creating Squads
• How to Add Sessions to a Meet
• Scratching an Athlete
• How to Add Event Specialists
• Club Meet Scoring Setup: Full Meet Guide
• Scoreboards
• Score Entry / Verify Scores / Edit Scores
• How to Change / Edit a Score
• Get QR Code to Live Scoring
• Pre-Meet Reports Descriptions

? Need Help? The platform is designed to be self-service, but support is available if you get stuck during setup. Reach out for a walkthrough, especially when configuring your first meet from scratch. Getting set up sooner rather than later before your meet date is always the best approach!