SwimTopia offers a powerful engine for content management, process workflow, meet management, and communication for leagues. We offer SwimTopia to league boards for free, regardless of how many of their teams use SwimTopia.
Leagues can benefit from many of our great league features even if all of their teams are not using SwimTopia. However, leagues and teams will receive the most benefit and can use our full complement of league features when all of the league’s teams are SwimTopia users as well. We have marked the features with the following icons:
League features that are available even if not all teams are using SwimTopia
All teams must be using SwimTopia for this feature
This feature is available to teams and leagues who will be using Meet Maestro
➞ Also see our ▶️Video - League Management Overview
Covered in this Article:
- League and Team Websites
- Easier Meet Management
- Scoring and Standings
- Other Features to Help Manage Your League
- Getting Started
League and Team Websites
A free SwimTopia League website provides a robust content management system, allowing you to communicate with the public and with your member teams. Any league, regardless of how many of the member teams use SwimTopia, can take advantage of these benefits. You can post important information such as:
- Information about your member teams, including links to their sites
- League by-laws
- Board members
- Important dates, such as league meetings and training classes
- League standings
- Training documentation for your teams
- Online store
League-wide Website Template for Teams
Leagues can set up a website template for any of their teams that will be new to using SwimTopia. Leagues can set up menus, pages, and content that will provide the launching point for their new teams’ SwimTopia sites.
We’ll create a league-specific setup code that the new teams can use when they sign up for a SwimTopia account. That setup code will automatically link the new teams to their league, and their new sites will autopopulate with the pages and content from the league’s website template. From there, teams can continue to add their own content.
➞ Read more: League-wide Website Template for your Teams
Easier Meet Management
SwimTopia offers the unparalleled ability to help each team in your league set up their entire meet schedule correctly—including setup for meet entry and eligibility rules, which reduces inconsistencies and errors. And our meet management system, Meet Maestro™, revolutionizes how meets are run before, during, and after meet day.
The League can set up Shared Meet Templates that can be applied to your SwimTopia teams' meets. This helps ensure consistency across teams' meets for swim events, meet entry rules, meet entry fees, and eligibility rules. If your teams are using Meet Maestro, you can also set up seeding and scoring rules in your Meet Template.
➞ Read more: Shared Meet Templates
League Meet Schedules
When all teams in the league use SwimTopia, the League can create a schedule of all the season’s meets that can then be pushed down to their teams’ sites, populating their meet calendars. The imported meets will be assigned to the appropriate meet template, ensuring each meet is created on your teams’ sites with the correct swim events, entry rules, eligibility rules, and (for Maestro users) seeding and scoring rules.
➞ Read more: League Meet Schedule
Swim Meet Management with Meet Maestro™
SwimTopia now comes with innovative and intuitive swim meet management software that simplifies running your swim meets. Meet Maestro saves time, avoids mistakes, and makes running swim meets easier than ever before. Teams can run their meets with all the league rules already in place, significantly reducing repetition, errors, and inconsistencies. Meet Maestro is included in the price of SwimTopia. Meet Maestro and SwimTopia’s companion app, SwimTopia Mobile, allow parents to see real-time results and receive notifications from team admins.
➞ Read more: Meet Maestro
Scoring and Standings
SwimTopia allows leagues to track meet scores and display division standings on the league website.
When meet scoring is switched on, teams can manually record the scores for each meet. When all teams in the league use SwimTopia, meet scoring is tied to the League Standings feature. (see below)
➞ Read more: Scoring for Leagues
Leagues can define divisions and assign SwimTopia teams to them.
➞ Read more: Setting up Divisions for Your League
When all teams in the league use SwimTopia, the League can display the league’s win-loss standings using the League Standing snippet. This snippet is only available on the League site. When teams update the meet score and there is a matching consensus score, the League Standings snippet updates automatically.
➞ Read more: League Standings Snippet
Other Features to Help Manage Your League
SwimTopia offers many other features to help streamline the management of your teams. With many of these features, you can offer consistency as you administer your teams.
For leagues that are comprised of 100% SwimTopia teams, we offer league-wide billing where the league pays the entire SwimTopia invoice for all of their teams. Benefits include:
- Lower price per athlete
- One invoice, one billing contact
For more information, contact us at firstname.lastname@example.org
If a League has acknowledgements or waivers that members of its teams must complete upon registration, the league can set up that acknowledgement on its SwimTopia site as a Shared Acknowledgement Section, and it will be available to all of the League's teams who also use SwimTopia. These acknowledgement sections can even include league fees (including late charges), which will be paid directly to the league.
➞ Read more: League Shared Form Sections
SwimTopia allows Leagues to define standardized Roles that are shared with all of its teams who are using SwimTopia. Examples of these Roles might include Head Coach, Team President, Computer Person, Team Rep, etc. Once these Shared Roles are pushed down to the League’s SwimTopia teams, the teams will assign people to those Shared Roles. The League then has the ability to communicate with everyone who is assigned to a Shared Role - for example the League could send a message to the Coaches for all of its SwimTopia teams.
➞ Read more: Shared Roles
League admins can use the Communications module to send messages to individuals or to groups:
- Any individual who is listed on the league’s People page
- All members who are assigned to a Role, which can include members of Roles that are used on your League site, and can also include members of your SwimTopia teams who are assigned to Shared Roles
- "Members" -- All members on the league’s People page
- "All League Members" -- All members of the league’s SwimTopia teams
➞ Read more: League Communications
Shared Job Templates
PREMIUM Volunteer management is available to your teams who are on our Premium tier
The league can set up a shared job template that can be pushed down to the sites of all of the league’s SwimTopia teams. If there are common jobs and shifts for all of the teams in the league, this can provide a good baseline from which each team can start filling out their own job templates. This is also helpful for league-wide meets, such as championship meets and invitationals.
➞ Read more: Shared Job Templates
The League can set up an online store and sell to any member of any SwimTopia team in the League. Orders are tagged with the member’s team to make distributing the merchandise easier.
➞ Read more: League Store
There are special versions of some of the reports that permit the league to view information about each of its SwimTopia teams, or for some reports, on a league-wide basis. The reports include Top Times and Top Relay Times for both the league as a whole and individual teams within the league. The league can also report on the Shared Form Sections with the Acknowledgement Summary (League) report. The League-specific version of Athlete Count By Age Group (League) allows league-wide counts or by team while the Athlete Roster (League) report allows the league to report on each team individually.
➞ Read more: League Reports
Once you're ready to begin setting up your league site ➞ see our Getting Started Guide for Leagues.