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?

2026 Product Updates: We’ve introduced updates to our team management platform to enhance account security, the parent registration workflow, and overall team administration of user data. ➞ Learn more here

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.