Seasons in SwimTopia

➧ 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 season determines which season is currently active, regardless of the current date.
• Members who are affiliated with the active 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 active season, you can control when your team "rolls over to the next season."

New Season Checklist

➧ Before Creating Your New Season

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. 

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

➧ Create Your New Season

➧ After Creation 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). If your team does not use the registration feature, you can "roll over" your roster to the new season (click on the link above for details)

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

Setup Support Tools

➧ Expanded Version of this Checklist - For detailed instructions, See ➞ New Season Setup Guide (for Teams)

➧ New Site Admins - Are you a new Site Admin this season, or do you need to train one to take over soon? ➞ See our Quick Start Guide (New Site Admins)

➧ What's New? - Visit the "What's New" page from the top of your "Manage Team" admin console to catch up on all the latest changes. (also available from the Help Center ➞ What's New? Making SwimTopia Better for You!).

➧ Product Support and Training - We offer many support options to cater to your needs. Our robust Help Center, is accessible 24/7. You'll find helpful step-by-step guides, topic-focused training videos on our very own YouTube Channel, and many tips and tricks within our Community section. ➞ View All Support Options

➧ Billing Questions - We are happy to answer any questions ➞ See our Billing Support & Policies Overview article for details.