Swimmer withdrawals

Upcoming meetsThe withdrawal cut-off time for the next session
RLSS UK Speeds Friday 28 Mar 2025 at 17:00
Medway Champs - Gala 1Saturday 29 Mar 2025 at 17:30
Dereham Otters Easter Mini Sunday 06 Apr 2025 at 13:15
Development Gala 25 ~ 1Saturday 12 Apr 2025 at 17:35
Bromley Junior June - 15/06/Sunday 15 Jun 2025 at 12:00

Host club

  • Before the meet
    • Upload the swimmers to create a new meet (instructions supplied).
    • Update each session with the "cut-off" time for withdrawals.
    • Add your refund policy for the meet.
    • Click to email clubs their withdrawal link that only has their swimmers.
    • Copy and paste the withdrawal link QR codes to the coaches' packs.
    • The withdrawals will roll in and when convenient you can see and withdraw the swimmers from your meet software (e.g. Sports Systems or HyTek) and mark the withdrawal as processed.
  • At the meet
    • After the "cut-off" time for the session the AOE team have a report of the remaining withdrawals to make before seeding the heats.
  • After the meet
    • There is an Excel download of any refund requests.
    • An audit trace of when the withdrawals were requested and actioned.

Visiting clubs

  • Before the meet
    • Your gala entry team will be emailed a link to withdraw your swimmers.
  • At the meet
    • Your coach meet pack will have a club specific QR code for your coach and team manager to scan and withdraw your swimmers.

Administrators

Administrator login

Use this software for your own meets

Create an account for your own organisation

Withdrawals

About

Swimmer Withdrawals

The Swim-Meet Swimmer Withdrawals module is a central place to see and process swimmer withdrawals.

Clubs get their own unique link to see and withdraw their swimmers.

The host administrators can withdraw any swimmer.

Refunds may be requested if the meet allows it.

In the lead up to the meet the host administrators can see withdrawals from all the clubs. They can take the swims out of the Meet Software (e.g. SportsSystems or HyTek) and mark the withdrawals as processed.

The host decides on the withdrawal cut-off time for each session. Withdrawals can continue to be made at the meet up to the withdrawal cut-off time for the session by coaches and team managers.

When seeding the heats the AOE operators have an ordered list of the remaining withdrawals.

There is a audit trace of when the withdrawals were requested and actioned.

View the refund requests and their status.

Saves time ---- Reduces errors ---- Less empty lanes .

Testimonials

City of St Albans Swim Club

Swim-Meet for Withdrawals is such great software. It centralises withdrawals, easily shows who has requested medical withdrawals and generally makes life so much easier as a promoter. I had a few clubs come up and tell me how much easier it made their life too from an attending club point of view, so win win.

City of St Albans Meet Promoter

Kent County ASA

I do love this system it is saving me so much time 😀

Kent County Meet Promoter

West Norfolk Swim Club

Love using Swim-Meet for the withdrawals - so much less stressful at the start of each session!
It’s a fabulous programme!

West Norfolk Swim Club

City of Norwich Swim Club

Having held the first L3 gala in the East Region - still under COVID restrictions - withdrawals suddenly became something we didn’t have to worry about as coaches and team managers were able to do everything remotely. This meant that there were fewer empty lanes, timely printouts for officials, and supported us in running a slick and socially distanced meet. The responsive nature of the Swim-Meet team also meant we could enjoy improvements as we went along.
Definitely plan on using the system again!

City of Norwich Swim Club Meet Promoter

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