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Hy-Tek Swim Meet Manager 8.0 Quick Reference Guide

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By Will Li | Version 0.1.0 [DRAFT] | 21 May 2026
Repository Link (branch v0.1.0) | Changelog
Find more resources at: https://williamli9300.github.io/

This guide is meant as a quick reference guide for the software operation of Hy-Tek Swim Meet Manager 8. This guide is not a replacement for the thorough knowledge of the rules and roles of the Admin Desk and/or Recorder/Chief Recorder.

🛈 INFO: You can click on any image to enlarge it.
💡 Tip: Use Ctrl + F or Cmd + F to search for a key word, or use the Contents menu on the left to find what you're looking for. 💡 Tip: A sample HyTek Meet Database and Quantum QAQ files are available for download and practice at the following link: [Coming Soon!] Jump To Bottom

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Getting Started

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Intro to Hy-Tek Meet Manager

⚠ Important Information when Running Multi-User/Networked Mode:
When running Multi-User/Networked mode, NEVER close your laptop/computer without first EXITING COMPLETELY out of HyTek Meet Manager. Otherwise, you may "lock" the database into Multi-User mode for another user who may want to work in Single-User Mode.

• To EXIT COMPLETELY out of HyTek Meet Manager, close all windows, click the X at the top right of the Home screen, and click OK when the Exit MEET MANAGER ? pop-up appears.

Click to expand section.

Navigating HyTek: The Home and Run Screens Best Practices

Setting Up Custom DQ Codes

DQ codes are useful for administrative uses. They allow DQ reasons to be (optionally) printed in Results (or DQ only results, also known as DQ Reports), and can help quickly find DQ reasons if, for example, a previous session's DQ slips have already been filed away in the Meet Office. See Paperwork: Results for more information.

1. Add a Custom DQ Codes file (dqcodesCustom.txt) to the Meet Manager directory (C:\Hy-Sport\SwMM8).
• You can find a Custom DQ code file at https://github.com/williamli9300/swimOfficialsToolkit/blob/v0.1.0/HyTekFiles/dqcodesCustom.txt.
• Copy the contents of that file, then open C:\Hy-Sport\SwMM8 using a text editor, then paste the contents into the text file.
2. From the Home screen, navigate to Set-up > Meet Set-up. Select Custom DQ Codes.

🛈 About the dqcodesCustom.txt file. (click to expand)

The dqcodesCustom.txt Custom DQ Codes file is formatted as follows:

"[CODE]","[DESCRIPTION]","[STROKE]"

The following CODE values are reserved:

• 7Q: Did Not Finish (DNF)
• 7P: Declared False Start (DFS)
• Note: DFS is not the same as Initiated Start Before Starting Signal (SW 4.4). DFS is not counted in disqualification tallies and is not reported as a disqualification.
• 6A: [Relay] Stroke infraction by Swimmer 1
• 6B: [Relay] Stroke infraction by Swimmer 2
• 6C: [Relay] Stroke infraction by Swimmer 3
• 6D: [Relay] Stroke infraction by Swimmer 4
• Note: These DQ codes will let you select the type of infraction committed by the swimmer.

The dqcodesCustom.txt file requires Windows style (CRLF) new lines. Copy the text as above, or download the *.zip file containing the properly formatted *.txt from here.

Setting Up Timing Interfaces

1. From the Home screen, navigate to Set-up > Meet Set-up. Adjust the number of Timing Interfaces (and their names) as needed. Each Quantum Computer is one Timing Interface ("Timer").

🛈 Common HyTek & Quantum Connection Configurations. (click to expand)

1. Single-ended, one HyTek computer and one Quantum computer:
• One Timer connected.
2. Single-ended, one HyTek computer and two Quantum computers (Primary & Secondary):
• Two Timers connected, named Primary and Secondary.
3. Double-ended, one HyTek computer, and one Quantum computer at each end (Deep End & Shallow End):
• Two Timers connected, named Deep and Shallow.
4. Double-ended, two HyTek computers (one at each end) and two Quantum computers (Primary & Secondary) at each end:
• Deep End HyTek Computer: Two Timers connected, named Primary-D and Secondary-D.
• Shallow End HyTek Computer: Two Timers connected, named Primary-S and Secondary-S.

2. From the Run screen, navigate to Interfaces > Set-up to set up the Timing Consoles and Scoreboards as necessary, according to the pictures below.
• For meets running on Quantum, set your Timing System to Omega Quantum-AQ File Sharing, and your Scoreboard as Network File Sharing IST or Quantum-AQ.

🛈 INFO: Your HyTek Meet Manager license must include the Alpha Scoreboard Interface option to set up a Scoreboard. To check if you have this license option:

• From the Home screen, navigate to Help > About.
• Check which License Options are checked.

If you do not have the Alpha Scoreboard Interface license option, you can still run the meet as normal from a HyTek perspective; you will not be able to push Start Lists to Quantum, or have names show up on an alphanumeric scoreboard.

Note: without the Alpha Scoreboard Interface license option, the Electronics Operator can ingest Event Schedules, but not Start Lists; they will have to add every heat manually.

[Quantum-AQ Specific] Pushing Events & Names to Quantum

Selecting your Quantum-AQ Folder

1. From the Run screen, click Session : F7. Select your current session, then click OK.
2. From the Run screen, navigate to Interfaces > Timer (QAQF) [Name] > Select Data Set stored from QAQF.
3. Click Update Data Location to select your Quantum data folder.
4. Use the Previous Meet button to ensure that "Current Meet #" shows "Meet #1".

Pushing Events (Schedule) to Quantum-AQ

5. From the Run screen, navigate to Interfaces > Timer (QAQF) [Name] > Download events to QAQF.

• If using two timing interfaces, repeat steps 2-5 for the second timing console..

Pushing Names (Start List) to Quantum-AQ

🛈 INFO: If you are using an Alphanumeric Scoreboard with names, it is good practice to re-push the Start List (Step 2 below) and inform your Electronics Operator after you have made any changes affecting races not yet swum, especially Relay Names.

1. From the Run screen, navigate to Interfaces > Scoreboard (GENNET) [Name] > Customize. Ensure the settings are set to the same ones as below, then click OK:
• Punctuation: Upper/Lower Case
• Athlete Names: Lastname, Firstname
• Relay Names: Upper/Lower Case

2. From the Run screen, navigate to Interfaces > Scoreboard (GENNET) [Name] > Create Start List File.
3. If using two Timing Interfaces, repeat Step 2 for the Scoreboard under the second Timing Console.

🛈 INFO: If Team Name / abbreviations for individual events are showing up on your scoreboard as Relay Names (e.g. XXXX-A or TEAM-B) see https://github.com/williamli9300/SwMM8RelayFix for more information and a fix.

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Running a Meet

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🛈 INFO: Always ensure that you are in the correct session by using the Session : F7 button (or the corresponding hotkey).

Pulling Times

• From the Run screen, select your desired Event from the EVENT LIST, then select your desired Heat from the Heats bar.
• Click the orange button labelled [Name] : F3 or the blue button labelled [Name] : Ctrl-F3 (or the corresponding hotkeys) to pull times from the corresponding timing system.
• Note: the directory that each button pulls times from is configured in the Setting Up Timing Interfaces section.
• Note: if pulled results and entries do not match (e.g., there were No Shows or Deck Entries that have not yet been processed), you will get a Download Alert pop-up. Sanity-check the times under Pad Time and click Accept or Reject as appropriate.
• Times that do not match with a name will be ignored. Names that do not have a time will be marked as NS.
The Download Alert pop-up. (Click to expand image.)

The Download Alert pop-up.

Manually Entering Times

• From the Run screen, select your desired Event from the EVENT LIST, then select your desired Heat from the Heats bar.
• Click corresponding cell for Prelims Time/Finals Time, Backup 1, Backup 2, or Backup 3. Type in the time manually (you don't need to enter any colons ":" or decimal points ".").

• Alternatively, if you know the Race Number, you can click the corresponding orange Race # : F2 or blue Race # : Ctrl-F2 buttons, then enter the race number, to pull the times in the *.qaq file with the corresponding race number, into the currently selected heat. (See Combined Heats or About .qaq Files for more information.)

🛈 Understanding .qaq files. (click to expand)

Each time a race is completed and saved in the Quantum-AQ, it creates a result file in the shared data folder. This file has the extension .qaq, and when using HyTek, will have the following file name format:

DDD-EEE-HHXRRRR.qaq

For example, 001-001-01F0001.qaq:

• The first 3 characters of the file name (DDD) is a three-digit number from 001 to 999. These characters define the Data Set number. For most meets you will work, you will only use Data Set 001.
• The next 3 characters of the file name (EEE) is a three-digit number from 001 to 999. These characters represent the Event Number of the race.
• The next 2 characters of the file name (HH) is a two-digit number from 01 to 99. These characters represent the Heat Number of the race.
• The next 1 character of the file name (X) is a letter (T, P, S, F) representing the type of race that is swum (i.e. Timed Finals, Prelims, Semifinals, Finals.)
• The last 4 characters of the file name (RRRR) is a four-digit number from 0001 to 9999. These characters represent the Race Number, and can be used to manually pull the file to any heat using the Race # button.

Each *.qaq file is actually a Semicolon-Separated Values file. Here's an example of what that might look like for an individual 200m event in a 25m, 8-lane pool:

101;1;4;F;100;QuantumAQ;6.1.21.0
0;;;;;;;;
0;;;;;;;;
0;;;;;;;;
1; ;71.86;145.96;145.90;145.80;;0.66;
2; ;73.78;146.09;146.11;145.99;;0.59;
0;;;;;;;;
0;;;;;;;;
0;;;;;;;;

• The first line contains the Event, Heat, and Number of Touches (N) values, followed by Race Type (equivalent to X above), and some information about the Quantum version that the file was created by.
• The next n lines correspond to the n lanes in the pool, with the lowest number at the top, typically 1-6, 1-8, or 0-9:
• The first column of each line corresponds to the Rank of the lane (i.e., what place the swimmer came in the heat)
• The second column is empty.
• The next N columns correspond with the cumulative split time, in seconds, at the Nth touch. Since this is a 200m event, we are expecting 4 touches: the times thus correspond to the 50m, 100m, 150m, and 200m split times, in seconds.
• The next 3 columns correspond with Backups 1, 2, and 3, as recorded by Quantum. Here, we only have two plungers in each lane, so the third column is empty.
• The last column contains the reaction time of the swimmer off the start.
• Note 1: When a lane is unused, all the semicolons are collapsed (i.e. no spaces between them).
• Note 2: Newer versions of the Quantum software will always write 12 lanes, regardless of how many lanes are used. HyTek will always ingest the *.qaq file with the lowest lane number at the top, and extra lines at the bottom are ignored.

To summarize, based on Lane 4:

RANK ; empty ; SPLIT;  FINAL;     B1;     B2; B3;   RT;
1    ;       ; 71.86; 145.96; 145.90; 145.80;   ; 0.66;

Here's an example of what a .qaq might look like for a 4x50m relay event in a 50m, 10-lane pool:

121;1;4;F;100;QuantumAQ;6.1.23.0
0;;;;;;;;;;;;;
0;;;;;;;;;;;;;
0;;;;;;;;;;;;;
0;;;;;;;;;;;;;
1; ;31.27;66.68;97.78;136.99;136.91;136.02; ;0.66;-0.10;0.24;0.33;
2; ;33.19;67.26;97.74;136.59;136.57;136.68; ;0.59;0.21;0.57;0.12;
0;;;;;;;;;;;;;
0;;;;;;;;;;;;;
0;;;;;;;;;;;;;
0;;;;;;;;;;;;;
0;;;;;;;;;;;;;
0;;;;;;;;;;;;;

• The first line header is formatted the same as above.
• The first few columns are the same as above, but three extra columns are added at the end of each line for the second, third, and fourth swimmer's takeover reaction time.

To summarize, based on Lane 4 in the above example:

RANK ; empty ; --------------- SPLITS;  FINAL;     B1;     B2; B3;   RT1;   RT2;   RT3;   RT4;
1    ;       ;  31.27;  66.68;  97.78; 136.99; 136.91; 136.02;   ;  0.66; -0.10;  0.24;  0.33;

The Adjust Menu: Scratches, Deck Entries, & Changes

From the Run screen, click your desired Event in the EVENT LIST, then click the Adjust : F8 button to bring up the Adjust menu.

The Adjust menu is organized by heat and lane. You can click ◯ Show Eligible Athletes or ◯ Eligible Athletes + Swim-ups to bring up a list of athletes at the bottom of the window.

🛈 INFO: The Adjust menu is one of the few places in HyTek Meet Manager with a Save button. If you mess up, just click the X in the top right corner of the popup window to close, then click No when the "Save Now?" popup appears, and try again!

Scratches

🛈 INFO: To process Finals Scratches, see the Finals Scratches section below.

To scratch a swimmer, double-click their name. When the popup Scratch [swimmer] from heat X, lane Y? appears, click Yes>.

Adding a Swimmer & Moving a Swimmer Around (Deck Entries & Name Changes)

Adding a Swimmer to an Empty Lane

Swimmers not already entered in an event can only be added to an empty lane. You may need to remove (scratch) a swimmer previously entered into a particular lane (by double-clicking their name) in order to add a new swimmer to that lane. There are two ways to add a swimmer into an empty lane:

1. Double click an empty lane, then begin typing the swimmer's last name. Then, use your ↑ ↓ arrow keys to find the swimmer, then hit Enter on your keyboard to accept the change. (Sometimes using your mouse here will make the list options to move around unexpectedly). OR:
2. Click Show Eligible Athletes (or Show Eligible Athletes + Swim-ups if the swimmer is from a younger age group). Find the athlete's name in the bottom window (sorted by last name), then drag-and-drop the name into place.

Moving a Swimmer Around

There are two ways to move a swimmer around, similarly to adding a swimmer to an empty lane:

1. Double click an empty lane, then begin typing the swimmer's last name. The swimmer will be moved into the new lane.
2. Drag and drop the swimmer into the new lane. If there's already a swimmer entered in the new lane, the two swimmers will be swapped.

The Calc Menu: Lanes, Colours, & Adjusting Times

🛈 INFO: A few quick definitions on Backup Times in HyTek MM and this guide. (click to expand section)

• Prelims Time/Finals Time is the final time assigned to the swimmer, and can be changed by using the Calc menu, or by overwriting the number manually. By default, this is the Primary Time from the timing system (i.e., the touchpad time, or a Calculated Backup time determined by the timing system.)
• Backup 1, Backup 2, and Backup 3 correspond to the the backups recorded by the timing system.
• Calculated Backup is the single backup time, the arithmetic mean of two backups, or the median of three backups, if there are one, two, or three backup times available.

⚠ Taking Backup Times

• Never take the average of two different kinds of sources (e.g. never average a plunger time with a stopwatch time). Go in descending order based on availability and reliability: automatic (touchpad), semi-automatic (plunger), manual (stopwatch).
• Ensure that two backup times agree with each other before taking the average. Always check your numbers to make sure they make sense with respect to the event (e.g. no 12-second 1500 FR's) and the order of finish.
• If there is a Chief Judge Electronics (CJE), never make a decision without consulting the CJE. If there is no CJE and you are working in the capacity of the Chief Recorder, make decisions in accordance with World Aquatic Rules SW II-2.11 (Chief Recorder) and SW II-11 (Timing).

In our example above, we can see four colours:

• Lane 3 appears white, with Button 2 highlighted in RED. This means that Button 2 is ≥0.30s different from the Primary time.
• Lane 4 appears YELLOW. This means the Calculated Backup is ≥0.30s faster than the Primary time. Here, it is likely that there was a touchpad malfunction, and in the absence of a CJE's instruction otherwise, we decide to fall back onto the backup times.
• Lane 5 appears GREEN. We can see that one plunger agrees with the touchpad, but the average of the two plungers ismore than 0.3s off, because one plunger is 25 seconds faster. In the absence of more information from a CJE, we can assume that one plunger was triggered early.
  Click the ? in the AdjStat column to change it to a k, which will remove warnings from the EVENT LIST (under the ? column) and Heats browser (red highlighted heat number).
• Lane 6 appears BLUE. We can see that we have a Touchpad time but no backups. Unless the touch was judged to be good by a CJE, we would need more information (e.g. a manual stopwatch time).

🛈 INFO: Most pools will only have 1 or 2 plungers active. If you are recording a manual (e.g. stopwatch) time for any reason (e.g. to back up a plungerless touchpad time, it is best practice to record that time into the unused Backup field. Note that the unused field may be different between each lane, depending on your pool setup.)

When we go into the Calc menu, we see the Primary time, the Button (i.e. Backup) times, Button Calc (i.e. Calculated Backup) time, and Difference. We also see an "Adjusted" column:

• If the row is white (Calculated Average is ≤0.30s different from Primary Time), the Adjusted time will be the same as the Primary Time, regardless of if "Use" is checked.
• If the row is YELLOW, the Adjusted time will be the Calculated Backup if "Use" is checked (default), or will fall back to the Primary time if "Use" is unchecked.
• If the row is GREEN, the Adjusted time will be the Primary Time if "Use" is unchecked (default), or will be the Calculated Backup if "Use" is checked.
• If the row is BLUE (no backups), the Adjusted time will be the same as the Primary Time, regardless of if "Use" is checked.

Check and uncheck the "Use" rows as desired. Verify that backup times agree and make sense. When you click Accept Adjusted, whatever is in the Adjusted column will be assigned to the Prelims Time/Finals Time field.

Colour Coding for Lanes & Backups

Colour	Touchpad Time		Backup 1	Backup 2	Backup 3	Colour Meaning	Likely Explanations
White Row, 1 Red Cell	1:29.67		1:29.55	1:29.98	----	Backup Time is more than 0.30s away from Touchpad Time	One plunger was off, Pad and other plunger were OK.
White Row, 2 Red Cells	1:30.78		1:25.20	1:36.36	----	Backup Time is more than 0.30s away from Touchpad Time	If 2 Red Cells: two plungers were very different from each other AND Pad, and "Pad" time was likely the average of two plungers. Need to find a third backup time to decide what time to assign swimmer.
Yellow (y) Row	1:21.56		1:19.20	1:19.17	----	Average of backups is more than 0.30s faster than Touchpad time	"Soft Touch": plungers are OK, Touchpad time was late.
Green (g) Row	1:35.55		1:35.54	1:10.67	----	Average of backups is more than 0.30s away from touchpad time, but one backup agrees with touchpad time.	One Plunger went early or late; Pad and other plunger were OK.
Blue (b) Row	1:21.56		----	----	----	Average of backups is more than 0.30s slower than Touchpad time	Either: (1) someone triggered the touchpad before the swimmer touched the wall; (2) both Timekeepers fell asleep and forgot to hit the Plungers until it was too late; or, (3) No backup times were recorded.

⚠ Note: These are some likely explanations for colours appearing on your HyTek screen. Do not make decisions based on colours alone. If a CJE is present, defer all final decisions to the CJE. If you are acting in the capacity of a Chief Recorder, assign times based on World Aquatics Rules II-11. When uncertain, always sanity check to ensure times make sense. In accordance with Swimming Canada Rules SW II-C2.11.2, use data from all available timing systems and order of finish information, as necessary, to identify possible equipment malfunction, and assign times based on valid/functional watch times.

Processing DQs

1. First, verify that the DQ slip has been processed correctly: all necessary fields have been completed, and informed information is completed (Announced/Coach Told).
2. In the EVENT LIST, click your Event, then go to the correct heat.
3. Check that the name, club, event, heat, and lane of the swimmer in the software matches the information on the DQ slip.
4. Check the checkbox ☐ under the DQ column, corresponding to the correct swimmer.
5. If desired, enter a DQ code by clicking the box under the DQcode column, then selecting corresponding code from the dropdown list.
• More information about setting up DQ codes can be found in the Setting Up DQ Codes section.
• For Relay DQs involving a non-takeover infraction committed by a swimmer (i.e. a Stroke or Turn infraction), select one of 6A, 6B, 6C, or 6D, as appropriate. Click to the side to complete the selection, then when the popup appears, select the code corresponding to the infraction the swimmer committed.
• For Relay DQs, ensure you remove any intermediate splits that were recorded after an infraction occurred. i.e., if the 2nd swimmer committed a stroke infraction, take out splits 2 and 3; if the 3rd swimmer commmitted an infraction, take out split 3.
• To remove splits, navigate to the Splits window in the top right of the Run screen. Ensure you are viewing Cumulative Splits (if not, click the Display Cumulative Splits button in the top right). Click the corresponding split, then press Backspace or Delete on your keyboard to delete.
6. Move to the next heat (or click the Next Heat arrow). In the EVENT LIST, the number under the DQ column for the event should increment by 1.

⚠ Note for Canadian teams: If a relay infraction occurred after the first swimmer finished their official split, ensure you create a separate Official Split / Time Trial Event to record the first swimmer's split. This is because if a relay team gets DQ'ed, the first swimmer's Official Split time may not be properly extracted and awarded to the swimmer automatically when results are uploaded to Swimming Canada, unless it is recorded in a separate event. For more information, see Official Splits.

Processing an Official Split Request

Creating the Official Split Event

1. From the Home screen or the Run screen, click Events in the top bar to open the Events menu.
2. Click Add to create a new event.
3. Enter an Event #, then set Individual / Relay to 🔘 Individual.
4. Select the Gender, and set the Age Group to 🔘 Open/Senior.
5. Choose the Distance and Stroke to the distance and stroke of the Official Split request.
• Optionally, enter a note in the Note : field. This text will display in the Event Title on Programs and Results.
6. Set the Rounds to
7. Ensure ☐ Multi-Age Group and ☐ Score Event are unchecked.
8. Set the Entry Fee to 0.00.
9. Set the Event Type to 🔘 Time Trial Event.
10. Click OK once (the Event # should automatically increment by 1), then click Cancel.
11. Before closing the Event menu, follow the steps below to add the Event to a Session.

Adding the Official Split Event to a Session

1. From the Event menu, click Sessions in the top bar to open the Sessions menu.
2. In the Sessions list at the top, click your desired session.
3. Scroll to the bottom of the EVENT LIST. Find your Official Split event.
4. Double-click the Official Split event to add to the EVENT LIST.
5. Close the Sessions menu, then close the Events menu. In the Run screen, you should be able to see your newly-created Official Split event in the Session you just selected.

Adding Swimmers & Results to an Official Split Event

Adding a Swimmer: See Adding a Swimmer & Moving a Swimmer Around.

Adding Times: Type the time in manually.
OR: Ask your Electronics Operator if they can copy the results over electronically. If they can, use the [Name] : F3 or [Name] : Ctrl-F3 button to pull times in.

Processing Relay Name Changes: The Relay Names Menu

💡 Tip: If you have many Relay Cards to process, rganize them by Event, Heat, and Lane before starting to make changes in the software.

Navigate to the Relay Names menu by clicking the Rel Names : Ctrl-R button, or using the corresponding hotkey.

• The Relay Teams menu shows one heat of relays at a time, sorted by lane.
• You can move betweeen heats using the ◀ and ▶ buttons
• Select a Relay Team from the Relay Teams menu.
• Drag and drop OR double click the corresponding name from the Eligible Athletes menu to add it to the Relay Order menu.
• If there is a younger swimmer "swimming up" into an older Relay Age Group, you may need to check the ☐ Show Swim-ups checkbox.
• You can swap two swimmers by dragging and dropping names within the Eligible Athletes menu.
• You can double-click a swimmer already in the Eligible Athletes menu to remove them.

Adding a Relay: The Relays Menu

Running Swim-Offs

In the Run screen, navigate to the event that requires a swimoff. 💡 Tip: Events with ties requiring Swim-Offs pre-scratch will show up on Results generated using the List button. Keep an eye out for unmarked potential Swim-Offs which may get "scratched into" a swim-off-able spot.

Click to collapse image.

💡 Tip: Events with ties requiring Swim-Offs pre-scratch will show up on Results generated using the List button. Keep an eye out for unmarked potential Swim-Offs which may get "scratched into" a swim-off-able spot.

To generate a Swim-Off event, simply navigate to the event in which the Swim-Off will occur in the EVENT LIST, then click the Swim-Off button in the top menu bar.

• When prompted to "Create Swim-Off?", click Yes.
• When prompted to "Change event number?", click No.
• Choose the swimmers involved in the Swim-Off tie.
• Use the Adjust : F8 button to adjust seeding according to given instructions.

After the Swim-Off event (e.g. Event 1S) is completed, return the the original event (e.g. Event 1) in the EVENT LIST.
Click the JD : Ctrl-J button to open the Judge's Decision (JD) menu.

• When prompted to "auto break ties based on swim-off results", click Yes.
• When the Judges Decision / Tie Breaker window appears, verify the new placing, then click OK.
• Click the List button to generate a Result report with the tie-broken ranking. The JD placing is indicated by a J next to the original (Prelims) swim time.

Processing Finals Scratches

💡 Tip: Swimmers in the SCR Sheet window are sorted by Rank and Age Group (e.g. 12&U 1-2-3, then 13-14 1-2-3, then 15&O 1-2-3). To make processing Finals Scratches easier, use a Scratch Form template that includes an Age or Age Group field. In the Run screen, navigate to the Session in which the Prelims for your event of interest was swum using the Session : F7 button.

• Click the SCR Sheet button to open the Scratch Sheet window.
• To Scratch a swimmer from Finals, click the ☐ checkbox under the SCR column.
• Click the Save button at the top left of the Scratch Sheet window to save your changes.

🛈 INFO: The SCR Sheet window is one of the few places in HyTek Meet Manager with a Save button. If you mess up, just click the X in the top right corner of the popup window to close, then click No when the "Save Now?" popup appears, and try again!

Seeding, Re-Seeding, and Finals Seeding

The Seeding process is mostly identical for Timed Finals, Prelims, and Finals events, as long as Seeding is correctly set up in the Events menu. From the Home screen or the Run screen, click the Seeding button in the top menu.

• At the top of the Seeding window, in the SESSION LIST, select the session in which the event will be swum.
• In the EVENT LIST, Check the ☐ checkbox under the Seed column for all and only the events you would like to seed in that session.
• Click Start Seeding in the top-left corner (or click the 🚦 Traffic Light button) to start seeding.
• Once the Seeding Completed ! pop-up appears, click OK.

To re-seed an event that has already been seeded, simply follow the steps above. When the Proceed and re-seed ? pop-up appears, click Yes. 💡 Tip: Click the ↷ or Select All button in the top left to select all events currently visible (i.e., from the selected session) in the EVENT LIST, and use the ↶ or De-Select button to de-select all currently selected events. 🛈 INFO: If you are seeding a Finals event, ensure that all outstanding Swim-Offs have been processed. If seeding must be performed, click Yes when the following pop-up appears:

Attempting Seeding with Outstanding Swim-Offs (Click to collapse image.)

Attempting Seeding with Outstanding Swim-Offs.

Moved Swimmers & Combined Heats: Pulling By Race Number

Alternatively known as: Swimming "Two Heats" in the Water at the Same Time

I know the title's a bit confusing, so here are some example scenarios where the following instructions apply:

• The slowest heat of Girls 1500FR has 4 swimmers, and the slowest heat of Boys 1500FR has 3 swimmers, so these two heats swim together in the water to save time.
• A Girl misses the Girls 100FL due to an Official's error and swims in Heat 1 of the Boys 100FL.
• A Boy misses the Boys 100FL due to an Official's error and swims in Heat 1 of an 100FR event.
• Para-Swimmers swim Integrated during Prelims, but their times need to go into a separate Para event so it can be seeded separately for Finals.

Think about it as two heats swimming in the same pool at the same time. Half of the pool is swimming Event 1, Heat 1, and half of the pool is swimming Event 2, Heat 1. The first half's times must be pulled into Event 1, and the second half's times must be pulled into Event 2. 🛈 INFO: In this section, we will refer to entered swimmers as unmoved or moved:

• Unmoved swimmers are swimmers who swam where they were originally entered: i.e., they were originally entered in Event 1, Heat 1, and the Timing System recorded their time in Event 1, Heat 1.
• Moved swimmers are swimmers who did not swim where they were originally entered: i.e., they were originally entered in Event 1, Heat 1, but the Timing System recorded their time in e.g. Event 2, Heat 1. Their times must be moved back into Event 1 in HyTek in order to be credited with the correct Race/Stroke/Distance swum.

In the following example, Event 1 is a Girls 100 IM event, and Event 2 is a Boys 100 IM event. Ashley was originally entered in Event 1, Heat 1, Lane 3, but due to an Official's error, missed her race. Since there were no more empty lanes in Event 1, she instead swam with the Boys in Event 2, Heat 1, Lane 7. Step 1: Move all swimmers into the right places.

• Navigate to Event 1 in the EVENT LIST. Use the Adjust : F8 button open the Adjust menu, then move the moved swimmer into a new heat with only the moved swimmers. Use the Add Heat button at the top of the Adjust menu as needed.
• If Event 2, Heat 1 had boys in lanes 3/4/5 and Ashley in lane 7, then create a new heat in Event 1 with only Ashley in Lane 7.
• If Event 2, Heat 1 had boys in lanes 3/4/5, and Ashley and Charlie in lane 7 and 8, then create a new heat in Event 1 with Ashley in lane 7 and Charlie in Lane 8.

Step 2: Pull Times for the Swimmers who weren't moved.

• Navigate to Event 2 in the EVENT LIST, then navigate to Heat 1 in the Heats bar. Pull times for Event 2, Heat 1 as normal using the [Name] : F3 or [Name] : Ctrl-F3 buttons.
• When the Download Alert pop-up appears, sanity-check the times under the Pad Time column. Write down the Race Number in the Received Race # line, then click Accept.
• Times that do not match with a name will be ignored. Names that do not have a time will be marked as NS.
The Download Alert pop-up. (Click to collapse image.)

The Download Alert pop-up.

Step 3: Pull Times for the Swimmers who were moved.

• Navigate to Event 1 in the EVENT LIST, then click the Race # : F2 or Race # : Ctrl-F2 button for the corresponding Timing Interface.
• When the Enter Race Number pop-up appears, type in the Race Number you wrote down from Step 2, then click OK.
Pulling by Race Number. (Click to collapse image.)

Pulling by Race Number.
• When the Download Alert pop-up appears, sanity-check the times under the Pad Time column. Write down the Race Number in the Received Race # line, then click Accept.
• Times that do not match with a name will be ignored. Names that do not have a time will be marked as NS.
• If you see a Warning: The Times Data [...] pop-up, click Yes.
The Times Already Pulled pop-up. (Click to collapse image.)

The Times Already Pulled pop-up.
• Congratulations, your times are now in the correct event!

🛈 Swimming Two Events of Different Distances at the Same Time: Quantum-AQ Specific Instructions (click to expand)

Although there are several ways to record results for two events of different distanecs swimming in the water at the same time (incrementing lap counts / copying heat results in the Quantum-AQ), the following is the easiest and most fail-safe method.
The following example assumes Lanes 1-6 are swimming a 1500m FR and lanes 7-8 are swimming an 800m FR.

Step 1: Quantum Operator

• Open the longer event, i.e., Event 11 (1500m FR).
• After each of Lane 7 and Lane 8 finish their 800 FR, click the corresponsing Lane Module 7/8, then Y : DisArm touchpad (or use the [LaneX] + Y hotkey) to disarm the touchpad.
• Next, click the corresponsing Lane Module 7/8, then Edit Finish Time. When the pop-up appears, manually type the Finish Time (no colons (:) or decimal points (.) necessary)
• This is because HyTek will populate the Finish Time using the LAST time(s) in the QAQ file, but splits are populated from the BEGINNING.
• Note: Advanced users can use the Events menu to "Prop" the Finish Touchpad Time and Backup Button Times into the Finish Split.
• Once all swimmers are finished, Officialize the race as normal.

Step 2: HyTek Operator

• Pull times for the longer event (e.g. 1500m FR) as normal using the [Name] : F3 or [Name] : Ctrl-F3 buttons.
• Pull times for the shorter event (e.g. 800m FR) using the Race Number method above.
• If necessary, manually type the Backup Button / Plunger times into the corresponding cells. Ask the Quantum Operator to write them down for you if needed.

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Paperwork: The Reports Menu

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Most paperwork ("Reports") that you may need to generate and/or print are produced from the Reports menu, which can be accessed from both the Home screen and the Run screen. The most common reports that you may need to generate include:

• Session Reports
• Heat Sheets ("Meet Program")
• Psych Sheets
• Results
• Lane/Timer Sheets
• Score Summaries
• High Point Report (via "")
• Fee Reports (via "Team Reports")
• Positive Check-In Sheet ("Meet Check-In")

Results can also be generated using the List : Ctrl-L button at the middle of the Run screen. At meets/sessions where Scoring is being used, use the Score : Ctrl-S button to calculate rank-based scores and generate a Results report.

Session Reports

Session Reports can be generated from the Reports menu > Sessions. When the Sessions Report pop-up appears, select which sessions you would like to generate a report for in the Session List using the ☐ checkboxes.

Click Create Report to generate your report. When the preview opens, press the Printer icon at the top row next to the "Print directly" and "Copies" boxes to print directly, or use the two blue icons just under the top row to Export or Print (see Print/Export Results).

There are three options that you should always keep ☑ checked:

• Include event start times: Includes the predicted/calculated Start Time for each event.
• Include heat and event entries: Includes the number of Heats and Entries for each event.
• Include * type entries: Generally doesn't make a difference. However, ensures that entries with a Special (*) indicator are counted in Heat and Entry counts.

An the Sessions Report bottom half of the pop-up, there are three options that you may want to modulate based on your preferences:

• Include Team List: Includes the number of swimmers in each session by Team. Useful for determining team splits for split warm-ups.
• Separate page each session: Puts each selected session on a new page.
• Each event run in two pools: Enable if session is Double-Ended Short Course by Odd/Event Heats. (Do NOT use for Long Course Chase — instead, use the Chase Interval option when setting up Sessions.)

All other options should generally be left un-checked.

Heat Sheets / Meet Programs

Also known as Start Lists in other programs (e.g. Splash Meet Manager), Heat Sheets are called "Meet Programs" in HyTek Meet Manager. Meet Programs can be generated from the Reports menu > Meet Program.

When the Meet Program pop-up appears, select which session your events are in using the Session List, then use the EVENT LIST for Meet Program to select events you want to include. 💡 Tip: Click the ↷ or Select All button in the top left to select all events currently visible (i.e., from the selected session) in the EVENT LIST, and use the ↶ or De-Select button to de-select all currently selected events. Click Create Report to generate your report. When the preview opens, press the Printer icon at the top row next to the "Print directly" and "Copies" boxes to print directly, or use the two blue icons just under the top row to Export or Print (see Print/Export Results).

At the bottom of the Meet Program pop-up, there are three tabs where you can customize your report. See the images below for more information on how to include common elements.

Generally, the following fields should be checked under the Include in Meet Program tab:

• Entry Times: includes Seed Times (or Prelims Times, for Finals events) in the Meet Program.
• Empty Lanes: keeps empty lanes in Meet Program. If unchecked, empty lanes are not shown.
• [Finals] Qualifying Alternates: includes Alternates for Finals Events.

The following fields are commonly customized under the under the Include in Meet Program tab:

• Heat Start Times: [recommended] shows estimated start time of each heat. Exclude if not accurate (e.g. double-ended by odd/even heats with all Relays running in one tank).
• Relay Athlete Names: how many relay athletes to show on the Meet Program. Generally: set to 0 if Relay Names not yet processed; set to 4 is Relay Names have been processed.
• Line For Results: [aesthetic - recommended for Meet Programs] shows a line next to the Seed Time.
• Records: (if set up) shows Records at the top of each event.
• Time Standards: (if set up) shows Time Standards at the top of each event.
• Logos In Footer: (if set up) shows logos (e.g. sponsors, meet organizers) at the bottom of each page.

The following fields are commonly customized under the under the Columns / Format tab:

• Columns: Double/Single (Single Column for announcers)

Psych Sheets

Also known as Entry Lists in other programs (e.g. Splash Meet Manager), Psych Sheets can be generated from the Reports menu > Psych Sheet.

When the Psych Sheets pop-up appears, select which session your events are in using the Session List, then use the EVENT LIST for Psych Sheets to select events you want to include. 💡 Tip: Click the ↷ or Select All button in the top left to select all events currently visible (i.e., from the selected session) in the EVENT LIST, and use the ↶ or De-Select button to de-select all currently selected events. At the bottom of the Psych Sheets pop-up, there are three tabs where you can customize your report. See the images below for more information on how to include common elements.

Click Create Report to generate your report. When the preview opens, press the Printer icon at the top row next to the "Print directly" and "Copies" boxes to print directly, or use the two blue icons just under the top row to Export or Print (see Print/Export Results).

Generally, the following fields should be checked under the Include in Meet Program tab:

• Entry Times: includes Seed Times (or Prelims Times, for Finals events) in the Meet Program.

The following fields are commonly customized under the under the Include in Meet Program tab:

• Relay Athlete Names: how many relay athletes to show on Psych Sheet. Generally: set to 0 if Relay Names not yet processed; set to 4 is Relay Names have been processed.
• Line For Results: [aesthetic - not recommended for Psych Sheets] shows a line next to the Seed Time.
• Scratches: Includes athletes that are marked as Scratched in the Psych Sheet.
• Records: (if set up) shows Records at the top of each event.
• Time Standards: (if set up) shows Time Standards at the top of each event.
• Events With No Entries: shows a header for events with no entries. If unchecked, events with no entries are skipped.
• Logos In Footer: (if set up) shows logos (e.g. sponsors, meet organizers) at the bottom of each page.

The following fields are commonly customized under the under the Columns / Format tab:

• Columns: Double/Single
• Psych Multi-Age Split: If checked,

You can also use the Filters / Sort Order tab to filter entries.

Results

Results using the Reports Menu

Results can be generated from the Reports menu > Results.

When the Results pop-up appears, select which session your events are in using the Session List, then use the EVENT LIST to select events you want to include. 💡 Tip: Click the ↷ or Select All button in the top left to select all events currently visible (i.e., from the selected session) in the EVENT LIST, and use the ↶ or De-Select button to de-select all currently selected events. At the bottom of the Results pop-up, there are three tabs where you can customize your report. See the images below for more information on how to include common elements.

Click Create Report to generate your report. When the preview opens, press the Printer icon at the top row next to the "Print directly" and "Copies" boxes to print directly, or use the two blue icons just under the top row to Export or Print (see Print/Export Results).

Generally, the following fields should be checked under the Include in Results tab:

• Entry Times: Includes the swimmer's Seed Time (or Prelims time, for Finals results)

The following fields should NOT be checked under the Include in Results tab:

• DQ Results: checking this field will report the swimmer's time, in spite of a DQ. This field should be UN-checked, pursuant to AQUA rule SW 11.4.

The following fields are commonly customized under the Include in Results tab:

• No Shows: checking this field reports swimmers marked as No Show at the bottom of the results. Un-checking this field will hide them.
• Scratches: checking this field reports swimmers marked as Scratch at the bottom of the results. Un-checking this field will hide them.
• DQ Codes: checking this field will show DQ reasons based on entered DQ codes. Required for Masters competitions pursuant to AQUA Masters Swimming Rule 2.4.2 / Swimming Canada Part VIII, Rule 3.3.8. See Setting Up Custom DQ Codes and Processing DQs for more information.

Results using the List Button

You can generate Results for one event at a time while inside the Run screen using the List : Ctrl-L button.

• Navigate to your event of interest in the EVENT LIST.
• Click the List : Ctrl-L button to generate the Results List.

See Results for List and Score for information on how to customize Results List format.

Scoring using the Score Button

If Scoring is set up, you must use the Score button to calculate point scoring.

• Navigate to your event of interest in the EVENT LIST.
• After all heats are finished, click the Score button to calculate scores and generate a Results List with scores.

Modifying Results Settings using Results for List and Score

Changes to the format of Results generated using the List : Ctrl-L or Score : Ctrl-S buttons can be made in the Results for List and Score menu. To access it, navigate to Preferences > Results for List and Score. See Results Using the Reports Menu for an explanation of common fields.

Report Preferences

Master Report Preferences can be modified in the Report Preferences menu. Review the checkboxes to change elements as necessary. Commonly customized options include:

• Report Formats > Show 2nd club with primary team: If an athlete is registered with two clubs, show both clubs. Commonly used for Para Exception Codes (see Para Codes of Exception).
• Footer > Add Logos for Meet Program/Results Footers
• Printer Options > Default Report Printer
• Printer Options > Print Directly for Reports: Automatically prints reports if the List : Ctrl-L, Score : Ctrl-S, or Create Report buttons are pressed, without any preview.
• Printer Options > Number of Copies to print by default for each report.

DQ Reports

A DQ Report is simply a type of Results report that only shows disqualifications.

Navigate to Reports > Results. When the Results pop-up appears, select which session your events are in using the Session List, then click the ↷ or Select All button in the top left to select all events in the session.

Check the following boxes in the Columns / Formrat tab, and ensure all other boxes are unchecked:

• Results by Heat
• Include Lane if by Heat
• DQs Only

In the Include in Results tab, Ensure the DQ Results box is NOT checked. If using DQ Codes, in the Include in Results tab check the DQ Codes box.

Lane Timer Sheets

Navigate to Reports > Lane/Timer Sheets. When the Lane/Timer Sheets pop-up appears, select which session your events are in using the Session List, then select all events you want to print sheets for. Click the ↷ or Select All button in the top left to select all events in the session.

• If running Double-Ended by Odd/Even Heats (e.g. Long Course Chase), you may want to print Odd/Even Heats Only.
• If at a Ten-Lane Pool, you may need to change the Lanes : to 0-9 from 1-10.
• If some events are Double-Ended/Chase but other events are not, you will have to generate one set of Lane/Timer Sheets for the Double-Ended (Odd/Even Heats Only) events, then one set of sheets for All heats.

Score Reports

Score reports are commonly used for Top Scoring Team Awards, Top Para-Point Scoring Awards, and High Point Awards.

Navigate to Reports > Scores. When the Scores pop-up appears, select the relevante events (typically, all events) using the EVENT LIST. Use the ↷ or Select All button in the top left to select all events in the session.

In the Format tab, select Individual or Team Point calculation, Gender choices, Age Criteria (if defined), and Point System according to how the meet is set up.

Under the Grouping / Options tab, you can limit the number of athletes or teams to show, and group by Region/LSC if applicable.

Fee Reports

To generate a Fee Report for each Team's entry fees, navigate to Reports > Teams. When the Team Reports pop-up appears, adjust options as necessary and click Create Report.

Printing & Exporting Results

When you click Create Report, a preview should appear (if not, see Report Preferences). Use the Printer button at the top to Print Directly, using the Printer defined in the "Print directly using ..." textbox and number of copies defined at the top left, or use the Save to Disk or Print buttons to Export (left) or Print (right) using the system dialogues. Jump to Top