Question 1

Is my data secure? What happens to my team information?

Accepted Answer

Your data security is our top priority. HuddleSwim uses industry-standard encryption for all data in transit and at rest. Your team data is stored on secure cloud servers with automatic backups. We never share or sell your data to third parties. You own your data — you can export it anytime in standard formats (HY3, SD3) and delete your account whenever you want.

Question 2

What if I don't like it? Can I get my data back?

Accepted Answer

Absolutely. There's no lock-in with HuddleSwim. You can export all your data at any time in standard swimming formats (HY3, SD3) that work with other software. If you decide HuddleSwim isn't for you, just export your data and go — no questions asked, no hoops to jump through. During beta, everything is free, so there's zero risk to try it.

Question 3

How long does it take to get started?

Accepted Answer

Most coaches are up and running in under 10 minutes. Create your team, import your existing roster (if you have one in HY3 or SD3 format), and you're ready to start managing meets. If you're starting from scratch, adding athletes manually is quick and straightforward. Our support team is available if you need help with migration.

Question 4

What is HuddleSwim and who is it designed for?

Accepted Answer

HuddleSwim is a comprehensive web-based platform designed for team management in competitive swimming and track & field sports. It's specifically built for swim teams, swimming clubs, high schools, colleges, and track & field teams. The platform serves coaches, team administrators, guardians, and club managers who need to manage athlete rosters, track performance data, and handle meet logistics.

Question 5

How do I create and manage swim meets in HuddleSwim?

Accepted Answer

Creating meets in HuddleSwim is straightforward. Navigate to your team dashboard and click "Create Meet." You'll configure meet details like date, location, and pool specifications. Then add events by specifying event numbers, distances (50, 100, 200, etc.), strokes (Freestyle, Backstroke, Breaststroke, Butterfly, or Medley), and gender categories. The system supports both individual and relay events, and you can import event templates for common meet formats like high school dual meets or championship meets.

Question 6

What is event seeding and how does it work?

Accepted Answer

Event seeding is the process of entering athletes into specific events and organizing them into heats and lanes based on their seed times. In HuddleSwim, you can add athletes to events, set their seed times from previous performances, and the system automatically arranges them with faster swimmers in center lanes of the fastest heats. You can also manually override lane assignments and manage entry types (scoring, exhibition, or alternate).

Question 7

How do relay events work differently from individual events?

Accepted Answer

Relay events require special management as they involve teams of swimmers rather than individuals. In HuddleSwim, you create relay teams, assign 4 swimmers to each team, and set their swimming order. For medley relays, the order is Backstroke, Breaststroke, Butterfly, Freestyle. For freestyle relays, you can strategically place swimmers with your strongest swimmer typically anchoring (position 4). The system tracks relay commitments toward athlete entry limits.

Question 8

What file formats does HuddleSwim support for data exchange?

Accepted Answer

HuddleSwim supports all major swimming industry formats: HY3 (HyTek Meet Manager format for meet entries and results), EV3 (Event file format for meet data exchange), SD3 (SDIF - Swimming Data Interchange Format for official submissions), and CL2 (meet results import from HyTek systems). This ensures compatibility with timing systems, USA Swimming databases, and other swimming software platforms.

Question 9

How are swim times formatted and tracked in the system?

Accepted Answer

Swim times in HuddleSwim are entered in MM:SS.HH format (e.g., "1:23.45" for 1 minute, 23.45 seconds). The system tracks times from different pool courses: SCY (Short Course Yards - 25-yard pool), LCM (Long Course Meters - 50-meter pool), and SCM (Short Course Meters - 25-meter pool). Athletes without previous times can be marked as "No Time" (NT) and will be seeded in earlier heats.

Question 10

What are the different user roles and permissions?

Accepted Answer

HuddleSwim uses role-based access with four main user types: Admin (full system access), Coach (team management, meet creation, athlete seeding), Athlete (view meets, track personal results), and Guardian (view their child's performance and meet information). Each role has specific permissions, and all data is organization-scoped to ensure teams only see their own information.

Question 11

How does entry limit management work?

Accepted Answer

HuddleSwim automatically tracks athlete entry limits to ensure compliance with meet rules. The system counts both individual and relay events toward an athlete's total entries. When you try to enter an athlete who would exceed the limit, the system will warn you. You can manage this by prioritizing the most important events or changing some entries to exhibition status, which may not count toward scoring limits.

Question 12

Can I import existing team data and meet results?

Accepted Answer

Yes! HuddleSwim supports importing data from various sources. You can upload EV3 files to import event definitions, process CL2 result files from HyTek systems, and import meet data in standard swimming formats. The system includes validation to match imported data against your existing teams and athletes, and provides guided workflows for resolving any conflicts during the import process.

Question 13

Is HuddleSwim suitable for different types of swimming competitions?

Accepted Answer

Absolutely! HuddleSwim scales from local club operations to major competitions. It supports high school dual meets (typically 11 events), championship meets with extended event lineups, time trial formats for training-focused meets, and has the capability to handle large-scale events like Olympic Trials and Junior Olympic Trials. The flexible event configuration allows you to create custom meet formats based on your specific needs.

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