We offer several reports to help give you visibility to the registration numbers, acknowledgements and waivers, top times, and more for your teams who are also using SwimTopia.
Covered in this Article:
Locating League Reports
The first five reports can be accessed by going to Manage League > Reports:
The Merchandise Order Reports can be found under Manage League > Merchandise > Orders.
Athlete Count By Age Group
This report will show you how many athletes are registered in each age group for each of your SwimTopia teams, along with a grand total for each team.
Go to Manage League > Reports > Registration > Athlete Count By Age Group.
From the drop-down list, you can select a team or all teams, then click "Generate Report."
If you select all teams, every team will be listed with a break between each team. This report displays counts of athletes who are registered in the season that is set to the "current season" for each team.
The Acknowledgement Summary report displays a summary of all acknowledgements completed by families who have registered for your SwimTopia teams in the season that is set to the "current season" for each team. This includes any shared league acknowledgements that you've pushed down to your teams, as well as all waivers, acknowledgements, and releases that your SwimTopia teams have placed in the "Acknowledgements" section of their registration forms. For more information about shared acknowledgements, see our Help Center article about League Shared Form Sections.
To run the Acknowledgement Summary report for your SwimTopia teams, go to Manage League > Reports > Registration > Acknowledgement Summary.
From the drop-down list, select a team and click "Generate Report."
The report will display acknowledgements and waivers, along with the athlete's age, competition category, and parent contact information. You'll have the option to print the report, and page breaks will automatically be inserted between each athlete.
The Athlete Roster Report allows you to view athlete roster details for each of your SwimTopia teams, in the season that is set to the "current season" for each team.
To run the Athlete Roster report for your SwimTopia teams, go to Manage League > Reports > Registration > Athlete Roster.
From the drop-down list, select a team and click "Generate Report."
The Athlete Roster Report displays the athlete name, age, age group, birthdate, and parent contact info. The report is sorted by age group, but you can click on the "down" arrow to sort by athlete name, age, or birthdate.
Member Team Summary
The Member Team Summary will show information about the SwimTopia teams in your league, including:
- Link to each team's site
- Pool course
- Division (if divisions have been assigned)
- Season and age-up settings for seasons that overlap the league's season (with discrepancies highlighted in red)
To run the Member Team Summary report for your SwimTopia teams, go to Manage League > Reports > Registration > Member Team Summary.
From the drop-down list, select a season and click "Generate Report."
This information is controlled on each team's site. To make edits, you should contact the team admin. Or, league admins with cascading admin permissions can make the edits directly on the team's site. (Cascading roles are available only to leagues that have 100% SwimTopia teams and participate in league-wide billing.) .
Team name, Abbreviation, and Course can be found under Manage Team > Settings > Team Information. Season details can be found under Manage Team > Schedule > Seasons.
The Payments report displays payment information for:
- Registrations on the league site
- Online store orders on the league site
- League fees paid on teams' sites through shared acknowledgement waivers
To run the Member Team Summary report for your SwimTopia teams, go to Manage League > Reports > Registration > Payments.
Select any filters if needed, then click "Generate Report."
From this report, you can click on View Details to see more payment details, and you can issue a full or partial refund if needed. For more information, see our Help Center articles about League Shared Form Sections and the Payment History Report.
Per-Athlete Fee Reports
The Per-Athlete Fees reports (summary and detail), provide transparency into paid and outstanding per-athlete fee payments to SwimTopia / Team Topia (non-swim teams) at a team and league level.
➧ Report Details
➧ Where does the data come from?
These reports encompass:
- SwimTopia Technology Fee transactions during registration
- Roster imports
- Athletes added manually to the team site
➧ What is the Billing Period?
The billing period date range is driven by the pricing plan start date + billing interval.
When a billing period reaches its end date, a new current "billing period" will be created, and the previous data displayed will become a historical view.
Each billing period represents the set of pricing rules in effect during a specific time period. If a current pricing plan is replaced by a newer one at any time, the current billing period(s) linked to it will also be ended and new ones created starting on the date of the new pricing plan.
If multiple teams (under a league) share the same pricing plan, then all of those teams will get new billing periods accordingly. Changes in base price, the athlete fee amount, who pays, etc. have a direct impact on how we report this data. Each organization will have its own set of related billing periods, and each period will reflect the pricing rules in effect during that time frame.
Top Times, Top Relay Times
Top Times and Top Relay Times reports can display top times league-wide or on a team-by-team basis (for your SwimTopia teams). You can customize how many top times to show in each event.
To run the Top Times or Top Relay Times reports, go to Manage League > Reports > Athlete Performance and select either Top Times or Top Relay Times. Select from the drop-down boxes to create your report (season, team, how many top times, pool length, etc.). Click "Generate Report."
The example below shows the top 2 times for each event league-wide:
» Note: the default swim course listed under "Convert times to:" will be your preferred swim course, which you can set up in your Team Information settings. If this drop-down box does not default to your preferred swim course, go to Manage League > Settings > Team Information, and update the selection under "Preferred swim course (pool length)."
Merchandise Order Reports
If you are using the Online Store feature on your league site, the Merchandise Order reports can be found in the Merchandise section of your site. Go to Manage League > Merchandise > Orders. Select one or more orders, then you'll see reporting options, including Order Detail, Item Summary, Item Summary by Organization (your SwimTopia teams), and Order Pick-up Checklist.
For more information about the Online Store and reporting options, See ➞ our Help Center article about the League Store.