New Season Setup Checklist (for Teams)

With a little bit of housekeeping, your SwimTopia website will be ready for your new season to start! We have put together a checklist to make this as quick and easy as possible. (This is our suggested order, but you can proceed however works best for your team and skip areas not utilized.) Download a Word Document Checklist to use while you are working through these items.

» Note: If you would prefer to view the expanded version, please see our ➞ New Season Setup Guide. 

What is a Season?

A Season is simply a span of time during which your team’s activities take place. 

• A season defines a range of time, from the start date to the end date (SwimTopia default is calendar year).
• Seasons are used to organize your events, athlete affiliations, role assignments, sponsorships and registrations.
• The selected current season determines which season is currently active, regardless of the current date.
• Members who are affiliated with the active current season are included in Communications and Reports.
• If a season has an age-up date, that date is used to determine athlete ages for age-group membership.
• By setting the current season you can control when your team "rolls over to the next season."

New Season Checklist

➧ Steps Prior to Creating Your New Season

Discuss Annual Team Configuration Details - make these decisions pre-season to ensure efficient setup.

Confirm Old Registration Forms are Closed (Manage Team > Registration)

Confirm Site Settings

Billing Contact - confirm or update your billing contact (Manage Team > Settings > Billing Contact)

Online Payment Configuration - check to ensure your online payment account is in good standing (Manage Team > Settings > Stripe Account)

Set up a Stripe Account if you do not have one

➧ How to Create Your New Season

Update the “Current Season” on Your Team Site (Manage Team > Schedule > Seasons) 

➧ Steps After Creating Your New Season

Update Access to Site Administrators & Other Coordinators "Red Badge Admins" (Manage Team > People) 

Update/Create Coach Accounts - multiple options available.  Choose the one that best fits your scenario (Manage Team > People)

Update Role Assignments - Set up and assign roles (Manage Team > Roles)

 Edit Content on Your SwimTopia Site - edit website pages with current season information: dates, policies, deadlines, etc.  (Manage Team > Website > Pages)

Update Sponsorships  - sponsors are tracked per season and need to be updated (Manage Team > Website > Sponsors > Sponsorships)

Create New Merchandise Items - review and update merchandise as needed

Update Online Store and/or SwimOutlet Team Store Offerings - review and update online store offerings

Create New Registration Forms - create and open new season registration forms (Manage Team > Registration)

Update Your Schedule & Meet and Job Templates (Manage Team > Schedule > Meet Template and  Schedule > Job Template)

Update Your Records and Time Standards -  review record books and time standards and update as needed. (Manage Team > Schedule > Records (and Schedule > Time Standards)

Communicate to Previous & New Season Members - start communicating new season information to your team (Manage Team > Communication)

➧ USA Swimming Teams

USA Swimming Teams - Check Member Status (Manage Team > Settings > USA Swimming)

Download a Word Document Checklist to use while you are working through these items.