Gymnastics Meet Expenses

About

Gymnastics Meet Expenses is a production-ready iOS application designed specifically for gymnastics judges, meet directors, and association administrators who need to manage complex meet finances and judging assignments.

Whether you're tracking expenses for a single local meet or managing judges across multiple national competitions, this app provides a complete solution for financial tracking, reporting, and judge assignment management.

What Makes It Special

• Complex Meet Structures: Handle multi-day events with multiple sessions, floors, and apparatus rotations
• Visual Organization: Use custom floor colors (choose from 9 colors) to instantly identify different competition areas
• Complete Financial Tracking: Track all expense categories with automatic mileage calculations, per diem rates, and itemized invoicing
• Judge Certification Management: Track multiple certification levels per judge and assign them to appropriate sessions
• Data Portability: Import/export complete meets as JSON files for backup, transfer, or sharing with other users
• Time-Saving Features: Clone event structures to quickly set up similar meets without rebuilding from scratch
• International Support: Full support for international addresses and multiple gymnastics associations
• Privacy Focused: All data stays on your device with optional iCloud backup. No accounts, no tracking, no cloud storage required

Current Version 1.1.1 includes visual analytics with interactive charts, responsive design optimized for all iOS devices, and streamlined CSV exports for integration with external accounting systems.

Features

Getting Started Guide

First-Time Setup

When you first launch the app, you'll see the home screen with quick access to Events and Judges. Here's how to set up your first meet:

1 Create Your Association

Navigate to Settings → Associations → Add Association. Enter your association details including name, address, and contact information. The app supports both US and international addresses with flexible formatting.

2 Add Judges

Go to Judges → Add Judge. Enter judge information including name, email, and address. You can add multiple certification levels per judge (e.g., Level 8, Level 9, Level 10, Xcel). This allows you to filter and assign judges appropriately.

3 Create Your First Event

Tap Events → + to create a new event. Enter basic information:

• Event Name: e.g., "State Championship 2025"
• Location: Venue name and address
• Date Range: Start and end dates for multi-day events
• Association: Select from your saved associations

4 Build Event Structure

After creating the event, build your meet structure:

• Days: Add one or more competition days
• Sessions: Within each day, add sessions (e.g., "Level 8 Morning", "Level 9 Afternoon")
• Floors: Add floors to each session and assign colors for visual identification

Complete Workflow Example

Here's a complete workflow for setting up and managing a meet:

1. Pre-Meet Setup: Create event structure with days, sessions, and floors. Assign floor colors for easy identification.
2. Judge Assignment: Assign judges to specific sessions and floors. The app shows colored floor icons for quick reference.
3. Fee Configuration: Set session rates (e.g., $50 per session) or hourly rates (e.g., $25/hour). Add role bonuses for Meet Referee ($50) or Head Judge ($25).
4. During Meet: Track expenses as they occur - mileage, meals, parking, lodging, etc.
5. Post-Meet: Generate expense reports and invoices. Export as PDF or CSV for accounting systems.

Detailed Feature Guide

Event Management

Creating Complex Meet Structures

The app supports hierarchical event structures: Event → Days → Sessions → Floors

Example Structure:

• 📅 Day 1 - Friday
  • Session 1: Level 8 (3:00 PM - 6:00 PM)
    • 🔵 Floor 1
    • 🟢 Floor 2
• 📅 Day 2 - Saturday
  • Session 1: Level 9 (9:00 AM - 12:00 PM)
  • Session 2: Level 10 (1:00 PM - 4:00 PM)

Floor Color System

Assign colors when creating or editing floors. Available colors:

• 🔵 Blue • 🟢 Green • ⚪ White • ⚫ Black • 🟣 Pink
• 🟡 Yellow • 🟠 Orange • 🟣 Lavender • 🟤 Beige

Colors appear throughout the app in floor lists, assignment screens, and reports, making it easy to identify floors at a glance.

Cloning Events

Save time by cloning similar events. When you clone:

• ✅ All days, sessions, and floors are copied with their colors
• ✅ Event structure and configuration preserved
• ❌ Judge assignments are NOT copied (assign fresh for the new meet)
• ❌ Expenses are NOT copied

Judge Assignment

Managing Judge Certifications

Each judge can have multiple certification levels. When adding certifications:

• Use standard level names: Level 8, Level 9, Level 10, Xcel Gold, etc.
• Add expiration dates to track when certifications need renewal
• The app filters judges by certification when assigning to sessions

Assignment Process

From the event detail screen:

1. Tap on a session to see floors
2. Tap Assign Judges
3. Select judges and assign them to specific floors
4. Colored floor icons help you quickly identify assignments

Expense Tracking

Expense Categories

Track six types of expenses:

1. Mileage - Automatic calculation based on distance and rate

• Enter start and end locations (or use current location)
• Set mileage rate (default: $0.67/mile - IRS 2024 rate)
• Round-trip option doubles the distance automatically

2. Airfare - Flight costs

• Track flight number, departure/arrival airports
• Attach receipts using camera or photo library

3. Parking - Parking fees at venue or airport

• Enter location and amount
• Capture parking receipt photos

4. Meals & Per Diem - Food and daily allowances

• Track individual meals or daily per diem amounts
• Common per diem: $50-75/day for multi-day meets

5. Lodging - Hotel or accommodation costs

• Enter hotel name, check-in/check-out dates
• Track nightly rate and total cost

6. Other - Miscellaneous expenses

• Registration fees, equipment, supplies, etc.
• Add descriptive notes for clarity

Fees and Payments

Fee Structure Options

The app supports flexible fee structures:

Session-Based Fees:

• Set a flat rate per session (e.g., $50/session)
• Judges are paid the session rate regardless of hours
• Best for: Standard competitions with consistent session lengths

Hourly Fees:

• Set an hourly rate (e.g., $25/hour)
• Enter actual hours worked per session
• Best for: Variable-length sessions or partial-day assignments

Role Bonuses:

• Meet Referee: Additional fee (e.g., $50) for head official
• Head Judge: Additional fee (e.g., $25) for floor lead
• Bonuses are added to base session/hourly rate

Fee Calculation Example

Reports and Exports

Event Financial Reports (PDF)

Generate comprehensive financial reports showing:

• Complete expense breakdown by category with pie chart
• Judge fees breakdown by judge with bar chart
• Session-by-session details
• Grand totals and summary statistics

Judge Invoices (PDF)

Professional invoices for each judge including:

• Association letterhead information
• Judge contact details
• Itemized session list with dates, times, and fees
• Expense reimbursements by category
• Total amount due

CSV Exports

Export data for external accounting systems:

• Fees CSV: Judge name, session details, rates, amounts
• Expenses CSV: Date, category, description, amount
• Import into Excel, QuickBooks, or other accounting software

Import/Export Meets

Backing Up Data

Export complete meets as JSON files:

1. Navigate to Events list
2. Tap the Import button (upload icon)
3. Select Export Meet
4. Choose the meet to export
5. Save to Files, iCloud Drive, or share via AirDrop/email

What's included in exports:

• ✅ Complete event structure (days, sessions, floors with colors)
• ✅ All judge assignments
• ✅ All expenses with receipts
• ✅ Fee configuration and calculations

Transferring to Another Device

1. Export meet on original device
2. Transfer JSON file (AirDrop, email, cloud storage)
3. On new device: Events → Import → Select JSON file
4. Meet is recreated with all data intact

Sharing with Other Users

You can share meet templates with colleagues:

• Export a meet from your device
• Share the JSON file via email or cloud storage
• Recipient imports the meet on their device
• They'll need to reassign judges from their own judge list

Tips and Tricks

Efficiency Tips

🚀 Speed Up Event Creation

• Use Templates: Create a standard meet template, then clone it for new events
• Batch Add Judges: Add all judges before creating events
• Default Rates: Set up your standard session rate in the first event, then clone for consistency

📊 Better Reporting

• Consistent Naming: Use consistent session names (e.g., "L8 AM", "L8 PM") for easier tracking across meets
• Detailed Descriptions: Add notes to expenses for better record-keeping
• Capture Receipts: Take photos of receipts immediately to avoid losing them

🎨 Visual Organization

• Color Coding Strategy: Use consistent colors across meets (e.g., Blue always = Floor 1)
• Floor Naming: Include apparatus in floor names (e.g., "Floor 1 - Vault & Bars")

Common Workflows

Scenario 1: Last-Minute Judge Change

1. Go to event → session → floor
2. Tap on judge assignment
3. Remove old judge, assign new judge
4. Fee calculations update automatically

Scenario 2: Adding Expenses During Meet

1. Keep the app handy during the meet
2. Add expenses as they occur (parking, meals, etc.)
3. Use camera to capture receipts immediately
4. Review expenses after each day

Scenario 3: Quarterly Association Reports

1. Filter events by date range
2. Export each event's financial report (PDF)
3. Export combined CSV for all events
4. Import CSV into your accounting system

Best Practices

Data Management

• ✅ Regular Backups: Export meets monthly to iCloud Drive or external storage
• ✅ Archive Old Events: Delete events from 2+ years ago after exporting
• ✅ Update Judge Info: Keep judge certifications and contact info current
• ✅ Review Before Finalizing: Double-check all assignments and fees before generating invoices

Financial Accuracy

• 📝 Verify Rates: Confirm session rates match your association's payment schedule
• 📝 Track Receipt Numbers: Add receipt/confirmation numbers in expense notes
• 📝 Round Appropriately: Use consistent rounding (e.g., mileage to 2 decimal places)
• 📝 Keep Paper Backups: Print important invoices for physical records

Judge Assignment

• 👥 Check Availability First: Confirm judge availability before assigning
• 👥 Respect Certifications: Only assign judges to levels they're certified for
• 👥 Rotate Floor Assignments: Give judges variety across different floors/apparatus
• 👥 Communicate Changes: If you change assignments, notify judges promptly

Troubleshooting & Common Issues

Import/Export Issues

Q: Import fails with "Invalid JSON format" error

Solution: The JSON file may be corrupted. Try:

• Re-export the meet from the original device
• Transfer using a different method (try AirDrop if you used email)
• Open the JSON file in a text editor to verify it's valid JSON

Q: Meet imports but judges are missing

Solution: Judges are stored separately from meets. Import judges first:

1. On original device: Export judges if available, or note judge details
2. On new device: Manually add judges with matching names
3. Then import the meet - judge assignments will link correctly

Q: Export succeeds but can't find the file

Solution: Check these locations:

• Files app → On My iPhone → Gymnastics Meet Expenses
• Files app → iCloud Drive → Downloads
• Use the Files app search to look for .json files

Data & Calculation Issues

Q: Fee totals seem incorrect

Solution: Verify your fee structure:

• Check if using session-based or hourly rates
• Verify number of sessions/hours entered
• Look for role bonuses (Meet Referee, Head Judge) that add to total
• Tap into individual judge fees to see detailed breakdown

Q: Mileage calculation is wrong

Solution: Check these settings:

• Verify mileage rate (default: $0.67/mile)
• Check if round-trip is enabled (doubles the distance)
• Ensure addresses are entered correctly
• Try entering distance manually if automatic calculation fails

Q: Changes to event structure not saving

Solution: Make sure you're tapping Save/Done buttons:

• Each edit screen has a Save or Done button - don't just swipe back
• If you force-quit the app mid-edit, changes may be lost
• Wait for the save animation to complete before navigating away

Display & Interface Issues

Q: Floor colors not showing

Solution:

• Make sure you assigned a color when creating/editing the floor
• Try editing the floor and reselecting the color
• If using an older meet, floors may need colors assigned (they default to blue)

Q: Text is cut off or overlapping

Solution:

• Check your iOS text size setting: Settings → Display & Brightness → Text Size
• The app supports Dynamic Type but very large text may cause issues
• Try rotating to landscape mode for more space
• Report persistent layout issues to support

Q: PDF reports not generating

Solution: Check these items:

• Ensure the event has all required data (dates, associations, etc.)
• Try closing and reopening the app
• Check available storage space on your device
• Try generating for a smaller date range if the report is very large

iCloud Sync Issues

Q: Data not syncing between devices

Note: The app uses local storage with optional iCloud backup. To transfer data between devices:

• Use the Import/Export feature for meets
• Judges and associations must be manually recreated or exported/imported
• iCloud backup is for disaster recovery, not real-time sync

Q: How do I enable iCloud backup?

Solution:

1. Go to iOS Settings → [Your Name] → iCloud
2. Ensure iCloud Drive is enabled
3. Scroll down and enable for "Gymnastics Meet Expenses"
4. The app will backup automatically to iCloud

Performance Issues

Q: App is slow with many events

Solution:

• Archive old events by exporting then deleting them
• Keep active events under 50 for best performance
• Try restarting the app
• Restart your device if issues persist

Frequently Asked Questions

Support

Privacy Policy

Gymnastics Meet Expenses respects your privacy. The app does not collect, transmit, or share any personal or financial data. All information you enter is stored locally on your device. If you choose to enable iCloud backup, your data is synced securely through your personal iCloud account, which is encrypted and controlled by Apple.

We do not:

• Collect personal information
• Track your usage
• Share data with third parties
• Display advertisements
• Require account creation

Read Full Privacy Policy →