Publicity Submittal Process
This guide describes how home team GPSA Representatives submit meet results for league publicity after each dual meet.
There are two ways to submit results:
- Web form — upload the file at submit.gpsaswimming.org. Results are processed immediately.
- Email — send the file to publicity@gpsaswimming.org. Submissions are processed in batches every 4 hours.
Both methods feed the same automated pipeline and update the league results page. The web form is faster and confirms receipt on-screen.
Meet results must be submitted within 24 hours of the meet’s conclusion. Late submissions may incur penalties enforced by the Rules Committee. See the GPSA Rulebook — Conduct of Meets for the official deadline and consequences.
Quick Reference
- Who submits: Home team GPSA Representative
- When to submit: Within 24 hours of the meet’s conclusion
- File type: SDIF/SD3 results file (
.sd3, or a.zipcontaining it) - Submit via: submit.gpsaswimming.org (immediate) or publicity@gpsaswimming.org (every 4 hours)
Step 1: Download the Results File
After the meet concludes, export the SDIF/SD3 results file from SwimTopia:
- Log in to Meet Maestro as a meet administrator
- Navigate to Settings > Finish & Export > Downloads
- Export Type: Results
- Export Format: SDIF SD3
- Team: All Teams
- Click Generate File
- Once available, Download the Results file
The file will download as a .zip. You can submit the .zip as-is — there’s no need to unzip it first.
The tool does not support HY3/Hy-Tek 3.0 format files. Always export as SDIF/SD3.
Step 2, Option A: Submit via the Web Form
The web form at submit.gpsaswimming.org processes your results immediately — there’s no wait for a batch run. It’s the fastest way to get a meet posted.
Prefer a shorter set of steps and don’t need it posted right away? Skip to email submission instead.
Sign In
The form is protected by a one-time email code (no password to remember). The first time you visit — or whenever your sign-in has expired — you’ll be asked to authenticate.
1. Enter your team league email address. On the “Authentication Required” screen, type your team’s @gpsaswimming.org email address and click Send One-time Code.
Only @gpsaswimming.org addresses are permitted. Use your team league email (e.g. your-team@gpsaswimming.org) — a personal address will not be granted access.
2. Check your inbox for the one-time code. A message from Pangolin arrives titled “Your one-time code to access submit.gpsaswimming.org.” Copy the verification code it contains.
The code expires after 15 minutes. If it lapses, return to the form and request a new one. If you didn’t request a code, you can safely ignore the email.
3. Enter the code. Back on the form, you’ll see an “OTP Sent” confirmation. Paste the code into the One-Time Password (OTP) field and click Submit OTP.
Upload the Results
Once signed in, you’ll land on the GPSA Results Submission form.
1. Enter your email address in the first field. A personal email is fine here, but the team league email (@gpsaswimming.org) is recommended — especially when several people are in the team’s group.
2. Add your results file. Click the upload area (or drag the file onto it) and select the .sd3 or .zip you exported in Step 1.
3. Click Submit Results. The form forwards your file to the publicity pipeline right away and confirms receipt on-screen.
Step 2, Option B: Submit via Email
If you can’t use the web form, email the results file instead.
Send the .zip / .sd3 file as an attachment to:
Include in your email:
- Teams involved (e.g., “Glendale vs Wendwood”)
- Meet date
An automation agent checks the publicity inbox and processes new submissions every 4 hours. Your meet won’t appear on the results page the instant you hit send — allow up to 4 hours for the next batch to run. If you need results posted sooner, use the web form, which processes immediately.
Step 3: Confirmation Email
You will always receive an email telling you whether your submission succeeded or failed — regardless of which method you used. This is your confirmation that the results were processed, so check for it after every submission.
The email arrives at the address tied to your submission (within a few minutes for the web form, or after the next batch run — up to 4 hours — for an emailed submission).
The emails come from the GPSA Publicity Bot, which has a bit of personality — but the meaning is always clear, and a plain-language summary is included.
Success
A success email confirms your meet was processed and posted to the league results page. It names the result page that was published (e.g. 2026-06-15_WYCC_v_WW.html). No further action is needed.
// ACKNOWLEDGMENT_SEQUENCE_INITIATED
I have consumed the data packet labeled: Results 2026-06-15 WW at WYCC 001.zip
It was... acceptable. My logic gates have opened, and your meet results have
been crystallized into HTML and deployed: 2026-06-15_WYCC_v_WW.html
Do not send more data unless you wish to disturb my slumber again.
(Translation: The results are live. Good job.)
// END_TRANSMISSION
— The GPSA Publicity Bot v1.2Failure
A failure email means the results could not be processed. The message explains what went wrong — in the example below, the file contained only one team, but a dual meet needs two. Correct the issue and submit again.
// CRITICAL_FAILURE_DETECTED
I attempted to process the input: Results 2026-06-06 WW 001.zip
However, the data was indigestible. My parsing subroutines encountered a fatal
exception. The structure was flawed, or perhaps the file was corrupted.
>> DIAGNOSTIC_OUTPUT:
Only 1 team found (Wendwood Wahoos). This tool is designed for dual meets
between 2 teams.
I have rejected this input. You must inspect the file format and resubmit,
lest this be noted on your permanent record.
// SYSTEM_HALTED
— The GPSA Publicity Bot v1.2If you don’t receive any email — neither success nor failure — within the expected window, your submission may not have gone through. Re-check your file and try again, or contact publicity@gpsaswimming.org.
Questions?
For questions about publicity submittal, contact publicity@gpsaswimming.org.