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)
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)
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? ➞ See our Quick Start Guide (New Site Admins).
➧ What's New? - Want to catch up on all the latest and greatest changes since you've been gone? You can visit the "What's New" page from the top of your "Manage Team admin console" at any time to catch up. We also document the updates in our Help Center ➞ See our What's New? Making SwimTopia Better for You! article for details.
➧ Product Support and Training - We offer many support options to cater to your needs. Our robust Help Center, is accessible day or night. 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 article for details.
Download a Word Document Checklist to use while you are working through these items.