1. Account Management

a. Creating an Account

Creating a MeetVIP account is required to access the meet management features of the platform, but it's completely free.

  1. On top right-hand side of AllGymnastics.com, click on the Register link right beside the Login link. This will take you to the Create Account page.
  2. On the Create Account form, you'll be required to fill out the following fields:
    1. Username. Pick a username that you can easily remember, as you can't change this later. Since you are probably creating this account for your gym, we recommend simply using your gym name as your username. For example, if you were a coach of a gym named "Supreme Fitness," you can use the username "supremefitness." Note that the username is case-sensitive.
    2. Password. Choose a password that is at least 10 characters. This is also case-sensitive. You'll be required to type this out twice, to ensure that there are no mispellings. (For more information on picking good passwords, you can check out Creating a strong password from Google Account Help.)
    3. Email. Choose your e-mail carefully, as this is permanent and cannot be changed. If multiple people will be accessing your account, make sure they can access this account. We suggest using a group e-mail that your gym regularly uses, such as info@yourgym.com or team@yourgym.com.
    4. Accept Online Registration. This is completely up to you. Some gyms on MeetVIP only want to list their meets, and that approach may already work for you. However, we still recommend accepting online registration so you can get the full experience!
  3. When all the fields are filled out, you can then click on Submit.
  4. You will receive a confirmation email in the address you provided. If you don't receive it in a few minutes, check your spam or junk folder.
  5. You can now log in to your new account and continue to the next step.

b. Completing Your Profile

Now that you're done with the basic account creation, you can proceed to completing your profile. Gym information in particular, is crucial for joining and creating meets.

  1. Complete your personal profile.
  2. Add your gym information. Note that the PayPal field is only necessary if you plan on hosting competitions, as entry fees will be deposited into your PayPal account at time of entry.
  3. Your gym will now appear on the sidebar menu, along with available actions you can make under that gym.

2. Joining Meets

a. Managing Your Athlete Roster

In MeetVIP, you don't have to input your athlete roster every single time you join a meet. Your athlete roster is linked to your gym profile instead, so you can just load it up whenever your gym enters a meet.

You can input your athletes manually or by importing from the USAG or USAIGC web site. You can begin by clicking on the Manage Athlete Roster link on the left sidebar menu, below your gym name. This will take you to your Athlete Roster page for that gym.

b. Creating your Athlete Roster Manually

Building a roster one athlete profile takes a lot of time, but may allow you more control over the information you input.

  1. The Athlete Roster page contains a filter tool on the left side and a table on which your athletes will appear on the right side. There is a row of buttons above the table on the right side. Click on the Add New Athlete button (it's the blue button) to bring up the Create New Athlete Profile form.
  2. Fill out the form with your athlete's information, then click on Save Changes. Your athlete profile should now appear on the list. Should you need to edit this information later, you can click on the Edit button at the end of the row.

c. Importing Directly from USAIGC

To import directly from the USAIGC website, you will need your club number. It's important to note that we can only import the exact data from the USAIGC website; it's your responsibility to make sure that this data is up to date. If not, you can either go to the USAIGC website and update it from there, or make further edits to your MeetVIP roster after the import is complete.

  1. Click on the Import USAIGC button (in the same group as the Add New Athlete button). This will trigger the Import Roster from USAIGC popup.
  2. Enter your USAIGC Club Number in the field provided. There's no need to add the "IGC" letters, as those are automatically prefixed.
  3. Click on the Import button. Your USAIGC athletes should now appear on the table.

d. Importing CSV Files

The Comma Separated Values or CSV format is a common file format for database entries. Gyms typically export these CSVs from the official websites where these athletes have memberships. If you have a CSV file of your athletes, they can be imported by clicking on the Import USAG or USAIGC CSV button. This will bring up the Import Roster from CSV popup, where you'll be prompted to upload your file.

Note that only CSV files can be imported. If your file is in Microsoft Excel File, you need to save it first as a CSV file.

If you're finding it difficult to export your CSV from the USAG website, you can skip to the next step for now.

e. Downloading Your CSV From the USAG Website

Don't have a CSV file of your USAG athletes yet? You'll need to download it from the USA Gymnastics website, for which you'll need member login information. If you do not know it, contact USAG Member Services at 1-800-345-4719.

Note that you may have multiple browser windows or tabs open during this process. We recommend that you leave them open until you complete the download.

  1. Go to the official USAG website at https://usagym.org. Click on Member Login in the upper middle of page, under the USAG logo.
  2. Log in with your gym's credentials.
  3. Once you are logged, click on the Member Services link at the rightmost of the top navigation.
  4. When the Member Services page opens, click on Club Administration on the left sidebar menu to expand it and show additional options. Click on Athlete Roster.
  5. On your Athlete Roster table, click on the Export button at the bottom left. You'll be prompted to save a CSV file to your computer. This file contains all the roster data you have selected. Save this file to a location on your computer that you will be able to find; we recommend the Desktop or Downloads folder.
  6. Now that you have your CSV file, you can proceed with importing as outlined in the previous step.

f. Managing Your Coach Roster

On the sidebar menu, click on Manage Coach Roster right below the Manage Athlete Roster link. This page is similar to the Athlete Roster page and functions the same way, although only manual input is available at this time.

g. Entering a Meet

Entering a meet consists of building your athlete roster for that meet, then paying for entry. This is all done safely and securely within the MeetVIP platform.

  1. On the left sidebar menu, click on Browse Meets and click on meet you want to enter. This will load the details page for that meet.
  2. If registration is available, you will find a Register button on the top left of the page. This will take you to the Meet Registration page.
  3. When the Meet Registration page loads, select your gym from the dropdown menu at the top, and click on Load Roster. This option exists in case there are multiple gyms under the same account.
  4. This will load all eligible athletes into the roster entry table below, automatically sorted according to levels and the governing body. For instance, USAG athletes will appear under the USAG tab, and so on. Note that only athletes whose levels match the available levels on the meet will appear on the roster table. If you wish to add an athlete from a level outside of the accepted range in the meet, you'll have to add them manually by clicking on the Add Athlete button at the top right of the Athlete Roster Entry section.
  5. With your athletes loaded on the roster table, select the athletes you want to include using the checkboxes that appear at the leftmost of the rows. Note that the athlete is not actually entered until you select their corresponding checkbox.
  6. You may continue editing your roster as needed on the table. You may change athlete levels, for instance. When you change an athlete's level, the athlete will automatically be moved to the new corresponding level on the table.
  7. If the option is available for the meet, you may also choose to register your athletes as a team per level.
  8. Select coaches who will be attending. This is required.
  9. As you add and remove athletes, you'll notice that the figure for the total registration fees on the bottom left of the page will also update. Note that this isn't the final amount to be paid, and is only meant as a guide.
  10. Click on Continue at the bottom right of the page to proceed. Don't worry, this isn't final yet! This will only load the Meet Registration Summary page, where you can go over your roster again and review the fees automatically calcualted for your entry. If satisfied, click on Continue at the bottom right.
  11. On the payment page, select your preferred payment option and complete checkout. The meet will appear in your list of joined meets. Click on View Joined Meets on the left sidebar menu to revisit your registration for the meet. If the host allows it, you may be able to modify registration within a given timeframe.
  12. Download the MeetHUB mobile scoring app, subscribe to the meet and receive a notification when schedules are posted and when there are any updates or news about the meet. Enjoy!

3. Creating Meets

On the left sidebar menu, click on Create Meet. You'll be prompted to either create a meet from scratch or copy a previous meet and just update the details as needed.

a. General Settings

  1. Name of Meet. For annual meets, we recommend appending the current year to the meet name, to distinguish it from its previous incarnations.
  2. Description. Enter a short general description for the meet here. Please do not put technical competition details here, as there are other fields further down the form that are allotted for that.
  3. Dates. These are the actual competition dates.
  4. Venue. This is where the meet will be held. You can select Use current gym address if you're hosting at your facility to automatically fill out the address fields. (This is where the gym info you entered on profile completion comes in handy.) If you're using an outside facility, enter its details instead.
  5. Admission. You can add multiple admission types for each spectator category (i.e. Adult, Chold, Senior, Weekend, etc.). Click on the plus icn to add more admission types as needed.
  6. Equipment. Input the equipment you will be using at the competition.
  7. Website. Enter your meet's website URL here. If your meet doesn't have a website, you can opt to link your gym instead.
  8. Logo. Upload a logo for your meet. This will appear on the public listings and will be prominently shown on the AllGymnastics website, especially if your meet is a Featured Meet, so make sure it's a quality image. For best results, the image size should be at least 400 x 400 px, and not more than 10 MB in size.
  9. Meet Notes. You can add notes about your meet here.
  10. Special Announcements. Enter any announcement you would like entering gyms to know.
  11. T-shirt size. Check if you want to collect shirt sizes from your participants during registration. This is typically done if you're giving these out to athletes.
  12. Leotard size. Check if you want to collect shirt sizes from your participants during registration. This is typically done if you're giving these out to athletes.
  13. MeetScoresOnline Meet ID. Create a MeetScoresOnline ID and enter it here. Since most competition publish scores to MSO, this data will also be used to publish scores to the MeetHUB mobile app. We encourage you to set up you MSO ID ahead of time.
  14. Click on Next Step to proceed.

b. Registration and Payment Information

If registration details and prices are not set yet, you may skip this step and come back later to complete.

  1. Registration Period. Provide start and end dates for the meet's registration period.
  2. Optional Deadlines. Typically, all scratches, athlete changes, and refunds are only accepted within the registration period. If you want to set deadlines outside of the registration period, you may select any of these options. If you leave these blank, these deadlines will default to the registration end date.
    1. Scratch Deadline. Provide the deadline for scratches.
    2. Athlete Changes. Provide the deadline for any changes to athlete information.
    3. Refund Deadline. Provide the deadline for when issues will be refunded.
  3. Late Registration. The dates you enter here should be outside of the normal registration period. It's important to note that by selecting this option, you are setting a late fee at the gym level, as a whole. If you'd rather set a late fee at the level of the individual athlete or team, you can do it later in the meet creation process.
  4. Registration Limit. Only use this option if you have a maximum number of athletes you want to take.
  5. Alternative Payment Options. You have many options to choose from. By default, the system will require payment in full at time of athlete registration. If you prefer to be flexible, you can enable the following options:
    1. Allow gyms to pay until the end of registration period. This means that gyms can register and not pay immediately but at any time prior to the deadline date.
    2. Allow gyms to register with a deposit. Once enabled, you can select a deposit percentage from the dropdown menu.
    3. Make deposit refundable. Only enable this if you want to refund deposits. By default, deposits are non-refundable.
    4. Allow gyms to send check. We advise against this as you will have to keep track on your own and have to chase people down. However, if you want to keep this option open, we're providing it anyway.
  6. Administration Fee. AllGymnastics.com must charge a fee to keep the lights on. You have two options:
    1. You can have the registering party pay the admin fee by selecting the box that says "Defer 3% Administration fee to registering gym."
    2. You can pay the 3% on behalf of the registering gym by checking the appropriate box. Please note that these fees will be deducted at the time of the transaction.
  7. Credit Card Fee. Because all transactions are made through a third-party merchant account, there are fees that apply. You have two options:
    1. You can have the registering party pay the credit card fee by checking the box that says "Defer 3% Credit Card fee to registering gym."
    2. You can pay the 3% on behalf of the registering gym by checking the appropriate box. Please note that these fees will be deducted at the time of the transaction.
  8. Click on Next Step at the bottom right to proceed.

c. Competition Settings

  1. Category. Choose the discipline that will be competing (e.g., gymnastics, tumbling).
  2. Sanctioning Body. Select the applicable sacntions: USAG, USAIGC, and/or AAU. Note that you can have multiple sanctions in a single event. It's your responsibility to adhere to each governing body's respective rules as to when your athletes can compete.
  3. Competition Format. Choose the competitive format.
  4. Team Format. Describe how you'll be doing the team competition.
  5. Add Levels. Click on Add Level at the upper right of the Levels section to bring up the popup. You can add levels one by one or in batches. When you exit the popup, the levels you selected should now appear on the table, and you can edit them as needed.
  6. Click on Next Step at the bottom right to proceed.

d. Schedule and File Attachments

You can upload files on this screen, such as sizing charts, diagrams, or order forms. You can also delete attachments later.

It's extremely important to upload your meet schedule as soon as it's ready, so that it's pushed to the MeetHUB mobile app in time and parents and coaches can get a notification.

e. Contact Information

You may select the Use my profile information to automatically fill your profile information, or enter entirely different details as needed. You may also add a secondary contact if you wish.

You may now submit your form. As meets are automatically published without moderator approval, please make sure that all information is correct before finally submitting your form. You'll get an email notification once your meet is published.

4. Fee Structure

It's always free to create an account and host meets! You only pay on MeetVIP when you register your gym in one of the meets. We charge admin and credit card fees for MeetVIP registrations to keep our lights on. What follows is a brief description of our fees and how they are structured.

Service Description Fee Amount
AllGymnastics Account This is your account. AGC hosts your information on a server that AGC pays for. This account will contain your contact information, gym information, logo, athlete roster, coach roster, meets entered, meets hosted, etc. Free
Hosting Meet AGC allows meet hosts to list their meets on the website and accept registration. Free
Credit Card Transaction Fee This is a fee charged by a third-party merchant to facilitate credit cards, debit cards, bank transfers or PayPal. The meet host has the option to pay this fee on behalf of registrants or pass this fee along to registrants. 3.25% of the registration fees
Administration Fee When entering a meet, AGC charges a fee to compile, host, organizen and protect athlete and coaching data unique to specific meets. The meet host has the option to pay this fee on behalf of registrants or pass this fee along to registrants. 3% of the registration fees