Welcome to Team Topia. We're glad you have chosen our software to manage your sports team!
» Note: Swim team customers should use our SwimTopia Quick Start Guide.
Team Topia Inc is excited to launch Team Topia, sports team management software for any sports team. Team Topia Inc’s flagship product, SwimTopia, has been providing swim team management software for many years, but the Team Topia product is geared toward all sports teams. Please bear with us as we continue to enhance the beta version of Team Topia and our Help Center to cater to the needs of different sports programs. We welcome any requests and feedback thru our Help Center support ticket system.
This Quick Start Guide will lead you to other Help Center articles that will guide you through the first and most important steps as you get rolling with your new Team Topia site.
Some configuration options are enabled on your new team website to help you get up and going, but have fun making it your own. (If you are delegating setup tasks, share this information with anyone on your team who would benefit from the step-by-step instructions.)
Covered in this Article:
- Need help along the way?
- Import your Team Roster
- Site Settings & Online Payment Setup
- Manage your People
- Create and Assign Roles
- Add Content to your Website
- Create Job Templates and Calendar Events
- Set up your Merchandise Items and Online Store
- Create Roles and your Registration Form
- Set up your Sponsorships
- Share the SwimTopia Mobile App for Push Notifications
- Email your Team
Need help along the way?
We offer a robust Help Center, accessible day or night, and covering all of the features you'll find with Team Topia. Here, you'll find helpful step-by-step guides like those we link to below, topic-focused training videos, pre-recorded workshop webinars, and tips and tricks (within our Community section).
➞ ▶️ Video Guide - All Topic-Focused Training - Watch pre-recorded videos at your leisure. (some are included below)
➞ Workshop Webinars - Sign up for our live webinars as they are available.
➞ Example Team Sites - Check out how other teams have set up their sites.
➞ Support - How can we help you? - Our Customer Happiness Team is here to provide guidance as needed.
» Note: You'll notice that our Help Center has many articles geared toward our flagship SwimTopia product, but since many features are available in both SwimTopia and Team Topia accounts, all teams share the same Help Center at this time.
Import your Team Roster
You can upload your roster by sending an Excel spreadsheet to us in the exact format outlined here. ➞ Excel Spreadsheet - Team Roster Import (.xlsx or .xls)
» Note: Other than this option, the best way to get parent and athlete information into your account is through Registration. For future seasons, the registration process will collect all the personal data for you.
Site Settings & Online Payment Setup
Once you're in your admin console (Manage Team), you'll see a link to a Settings menu for a list of site-wide settings and tools.
- Modify your team's name and abbreviation (if needed)
- Add a team logo and set your time zone
- Confirm your billing contact (keep this updated to avoid disruption in service)
- Configure your Athlete Roster Groups (if using)
- Or configure your School Year Groups (schools only)
- Create a Stripe account to accept online payments
➞ SwimTopia Site-wide Settings
Manage your People
Manage your team's roster, including athletes, parents, admins, and coaches.
➞ Managing People (parents, athletes, and coaches)
➞ Viewing / Exporting Imported Team Roster and History
➞ direct link to our Manage Team Portal video.
Create and Assign Roles
Create Roles with specific permissions and assign committee members to these roles.
➞ Assigning Volunteers to Roles
➞ direct link to our Roles video.
Add Content to your Website
Get your team photos, coach bios, Facebook feed, and handbook organized quickly.
➞ Editing Page Content with Snippets
➞ Site Settings: Header, Logo, Colors, and Background Images
➞ direct link to our Looking Good! video.
Access additional videos here ➞ ▶️ Training Videos: Your Site's Content and Appearance
Create Job Templates and Calendar Events
Taking a little time upfront to set up job templates for each type of event on your schedule will enable more efficient event creation when you can quickly apply the relevant job template to your event each season.
➞ Team Topia - Creating Calendar Events
➞ direct link to our Your Volunteering Schedule video.
Set up your Merchandise Items and Online Store
Create each merchandise item you plan to offer in your registration form, and/or on your Online Store. Enable your Online Store if you want to sell merchandise, sponsorships, and/or collect coach donations.
Create your Registration Form
Configure a registration form so parents can sign up their athletes for your current season. Enable electronically signed waivers, and team merchandise ordering all in one place.
» Tip: Ask parents if they want to donate to a scholarship fund or be a family sponsor on your registration form through an acknowledgment or by creating your sponsorship levels as "merchandise items." Great way to offer convenience to those who can give, since they can get it done at once.
➞ Creating a New Registration Form
➞ direct link to our Online Registration video.
Access additional videos here ➞ ▶️ Training Videos - Registration
Set up your Sponsorships
Create your sponsorship categories and add your corporate and family sponsors. Then determine which category to assign each sponsor, and in what order they should display on your site. This is all done on the backend under Manage Team. Then you can use our Sponsor Snippet to display them on your website pages.
Share the SwimTopia Mobile App for Push Notifications
Although our mobile app has features more specific to swim team management at this time, it is available to all members of a team using a Team Topia or SwimTopia website.
Our Free mobile app shows the team calendar. Non-swim sports teams can still benefit from utilizing the Push Notification feature to provide real-time alerts to help keep parents better informed when there are event delays or cancellations.
➞ SwimTopia's Mobile App Information (for admins and parents)
Email your Team
Use automatic mailing lists to communicate with your team. Let them know when registration, volunteer and athlete sign-up are open. Let them know about the benefits of downloading the SwimTopia mobile app.
➞ direct link to our Communication video.
Access additional videos here ➞ ▶️ Training Videos - Communication
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