Welcome to SwimTopia! We're excited to help you get your league site up and running and share all our special features that can help you manage the teams in your league.
Use this Quick Start Guide to get started with your new league website. Follow the links below each item for step-by-step instructions.
Covered in this Article:
➧ Website Basics
- League Features Overview
- Accessing your "Manage League" Admin Console
- Adding Additional People
- Add Content to your Website
➧ League Settings
- Verify your League Settings
- Set up Divisions and Standings
- Set your Season and Age-Up Dates
- Link your Teams
➧ Roles & Communication
➧ League Shared Forms
➧ Shared Templates & Meet Schedule Imports
➧ Benchmarks
➧ Meet Maestro League Options
➧ Other Features to Explore
➧ Need Help?
Website Basics
League Features Overview
If you need a refresher of all the great league features available, watch the recorded workshop webinar at your leisure.
➞ direct link to our League Features video.
Accessing your "Manage League" Admin Console
You will design most of your website from the front end, but the "Manage League" admin console is where you will set up and manage your league.
After you have activated your account, you can log in and access the admin console by clicking on Manage League from the menu at the top right of your screen.
If you did not receive an activation email after signing up for a SwimTopia league site, check your spam/trash folder. If you still cannot locate this email, contact our Customer Support team for assistance.
Adding Additional People
Add more people to your league site including other admins, board members, league officers, etc.
» Note: People added to the league site can be assigned to a specific Role, allowing for efficient communication with all people assigned to that Role, as well as the ability for league admins to assign specific Role-Based Administrative Permissions as needed.
Add Content to your Website
No need for a trained website designer! We provide simple tools (called Snippets) to design your website quickly. Focus on the most important information first. Modify your site's color scheme, add content to your pages, and arrange your pages and navigation.
➞ Customizing your site’s appearance
➞ Editing Page Content with Snippets
➞ Example League Sites - Check out how other leagues have set up their SwimTopia sites.
▶️ Training Videos: Your Site's Content and Appearance
League Settings
Manage your League Settings
You can review (and edit if needed) your league's name, abbreviation, add a logo, and set your time zone. We'll cover additional topics in this area below as well.
These configurations are found under Manage League > Settings > Team Information
Set up Divisions, Scoring and Standings
Set up your league Divisions (if applicable). You can also create a league standings page by enabling the scoring feature (if all of your teams are using SwimTopia). You can even track standings within multiple divisions.
➞ Setting up Divisions for your League
Set Your Season and League Age-Up Dates
A season is a set period of time during which your league's activity takes place. The simplest setup is a single season spanning the full calendar year, January 1 through December 31. This is the default and is all most teams ever need.
➞ Creating and Managing your Seasons
Link your Teams
If any of your teams are already using SwimTopia sites, we'll want to make sure they're linked to your league. To see the list of teams that are affiliated with your league, see the Member Team Summary report. You will want to use this report to ensure all your teams have their home pool course, abbreviation and age-up dates set correctly. If you know of teams that are using SwimTopia but do not appear on this report, contact our Customer Happiness Team.
Roles & Communication
Set up Shared Roles
You can create a shared role that applies universally to all your teams using SwimTopia, such at Team Rep, President, Head Coach, Lead Computer Rep, etc. Once you create these Shared Roles, they'll be available on your teams' SwimTopia sites for them to assign the correct individual to that role, making communication to specific groups incredibly easy.
➞ Sharing Roles with Member Teams
Communicate with your League Members
Use automatic mailing lists to communicate with the league members who are set up on your site, with team members who are assigned to Shared Roles, and even to all members of all your teams who are using SwimTopia.
League Shared Forms
Set up Shared League Acknowledgement Forms
You can set up shared acknowledgement forms to be automatically pushed down to the registration forms of your teams using SwimTopia. In these shared registration acknowledgements, you can include waivers, capture electronic signatures, and even add league fees to be paid directly to your league during registration.
Set up an Online Payment Account (Stripe)
If you plan to collect League Fees online through each team's registration, you will need to set up a Stripe account through your league site to accept online payments. (existing accounts created outside of SwimTopia are not supported through our integration).
Reference our step-by-step tutorial ➞ Stripe Account Setup
This is found under Manage League > Settings > Stripe Account.
Shared Templates & Meet Schedule Imports
Set up Shared Meet Templates
Define Shared Meet Templates that can be applied to your SwimTopia teams' meets. This helps ensure consistency across all teams for swim events, meet entry rules, meet entry fees, and eligibility rules.
Set up Shared Job Templates
Set up Shared Job Templates to provide a baseline job template that teams can copy (available to teams on our Premium tier)
Import your Meet Schedule
Create a meet schedule file that can be pushed down to your teams who are using SwimTopia and will auto-populate your SwimTopia teams' Schedules.
Benchmarks
Set up Shared Time Standard Sets
Leagues can set up Shared Time Standard Sets, apply them to Shared Meet Templates and push them down to all of the league’s SwimTopia teams. This is helpful and ensures accuracy for league-wide meets, such as championship meets and invitationals. It also allows teams who are using Meet Maestro to track when a time standard has been achieved during a meet.
➞ League Shared Time Standard Sets
➞ Meet Maestro: Benchmarks (Records & Time Standards)
Set up your Record Books
If your league maintains league records, you can create record books, display them on the league site, and apply those records to your teams' Meet Maestro meets from the league site (if using Meet Maestro).
▶️ Training Video - For the Record Books
➞ Meet Maestro: Benchmarks (Records & Time Standards)
Meet Maestro League Options
Customize your League's DQ Codes
If your league uses Meet Maestro to run their meets, we can customize the default DQ codes (2019 USA Swimming DQ Codes) currently utilized within Meet Maestro.
Manage Admin Rights to Meet Maestro Meets
Leagues can control if teams have full-manage or read-only access rights to Meet Maestro meets that are linked to a corresponding host meet on the league site (this includes meets from a schedule import). These rights can be adjusted on a team by team basis.
➞ Managing Admin Rights to Meet Maestro Meets on the League Site
Other Features to Explore
Set up your Online Store
If your league wants to sell merchandise, sponsorships, meet entry fees, donations, etc., you set these up as merchandise items to sell when you enable the online store for your league site. (a Stripe Account is required for online payment)
SwimTopia's Mobile App
Members of any SwimTopia team can receive notifications from their team, sign up for meet entries & volunteer jobs and view their team & athlete info at any time for free, and the Live Event/Heat Bar broadcasts what’s happening in the pool during meets in real-time. If your teams are using Meet Maestro, members will also have access to heat sheets, estimated start times, upcoming swim reminders, live meet results and more when they upgrade to our Pro subscription.
➞ SwimTopia Mobile App Overview
Meet Maestro Test Drive Options
If your league is not running Meet Maestro this season, we would love for your teams to give us a try!
Need Help?
➧ Billing Support
Any questions related to your SwimTopia subscription should be directed to our billing department ➞ View Billing Support & Policies
➧ Product Support
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.
▶️Videos - League Management Overview and League Features
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