The SwimTopia Per-Athlete Fee 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.
We have similar reports for leagues, which will give you summary and detail information for each of your teams.
» Note: If you have billing-related questions, reach out to our Billing Department. See ➞ Billing Support & Policies and SwimTopia Per-Athlete Fee Collection – FAQ
Covered in this Article:
- Designating Access to the Reports
- Accessing Your Per-Athlete Fee Reports
- Where does the data come from?
- What is the Billing Period?
- Per-Athlete Fees (Summary)
- Per-Athlete Fees (Detail)
Designating Access to the Reports
➧ Who can access these per-athlete fee reports?
The following designations determine who can access the reports under Reports > Financials:
- Site Admin (red badge): designated using "Make Admin" in the profile under People
- Role Assignment: with the permission to Read or Manage > Financials or "All administrative permissions"
➧ How do I control this access?
See ➞ Adding New Admins to learn how you can grant full or partial admin permissions to specific volunteers to limit who has insight into your team's financial information.
» Tip: We highly recommend limiting who is designated as a Site Admin and who you assign to a Role with All administrative permissions or the Manage Financials permission.
Accessing Your Per-Athlete Fee Reports
Click on the applicable report link from the Reports tab under the Financial category.
» Note: These report links only display if there is data available. Teams under a league-wide billing plan where the league pays the per-athlete fees upfront will not see these reports. If you have billing-related questions, reach out to our Billing Department. See ➞ Billing Support & Policies
Where does the data come from?
These reports encompass:
- Roster imports
- SwimTopia Technology Fee transactions during registration
- Athletes that are 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.
» Note: As previously stated, if you have billing-related questions, it is best to reach out directly to our Billing Department. See ➞ Billing Support & Policies
SwimTopia Per-Athlete Fees (Summary)
After selecting the billing period, the SwimTopia Per-Athlete Fees (Summary) report will display the following:
- Billable Athletes – count of all active (approved/paid) or pending athletes during the billing period
- Per-Athlete Fee Payments – this is a count of per-athlete fees collected automatically via online credit card registrations
- Refunds – the number of per-athlete fees that were refunded (if applicable)
- Unpaid Athletes – count of athletes where the per-athlete fee was not collected by SwimTopia during online credit card registration (will include registrations paid by check or member number, free registrations, athletes that were added manually or via roster import)
- Balance Due – the amount that is owed for the per-athlete fees, usually invoiced at the end of the billing period
The content of the SwimTopia Per-Athlete Fees (Summary) report will depend on which billing plan your team is on. (If unsure, reach out directly to our Billing Department. See ➞ Billing Support & Policies):
➧ Teams on Individual Billing Plans - Teams Pay Per-Athlete Fees
These teams pay an annual renewal fee and are responsible for paying the per-athlete fees for all of their athletes. The SwimTopia per-athlete fees are automatically collected with all online credit card registrations.
Clicking on any of the summary numbers will take you to a pre-filtered Detail report.
https://ahi.swimtopia.com/manage/reports/athlete_fees_summary
➧ Teams on League-Wide Billing Plans - Leagues Pay Per-Athlete Fees Upfront
These teams belong to a league that is paying for all athletes in their entire league via an annual renewal (upfront) invoice. These leagues prepay for the teams' athletes, thus their teams do not collect a per-athlete fee during registration.
The differences in the SwimTopia Per-Athlete Fees (Summary) report from the teams on individual billing plans (above) include:
- Per-Athlete Fee Payments – since the league pays for all athletes, this number should be 0
- Unpaid Athletes – since per-athlete fees were not collected online during registration, this number should match the billable athletes
- Balance Due – the amount that is owed for all of the per-athlete fees (mostly prepaid by the league)
At the bottom of the report, you'll see the name of the league that is responsible for paying the balance due, and much of that will have been paid upfront.
https://www.lhsplashers.com/manage/reports/athlete_fees_summary
➧ Teams in Leagues that Collect Per-Athlete Fees During Registration
These teams belong to a league that has opted to have us collect the per-athlete fees during online registration as part of their billing terms. The league is responsible for paying for any per-athlete fees that were not collected online.
The differences in the SwimTopia Per-Athlete Fees (Summary) report from the above scenarios include:
- Balance Due – the league will be responsible for paying the balance due (however, the league may bill the team for this amount)
At the bottom of the report, you'll see the name of the league that is responsible for paying the balance due.
https://bwsgbarracudas.swimtopia.com/manage/reports/athlete_fees_summary
SwimTopia Per-Athlete Fees (Detail)
After selecting your billing period and athlete fee status, the SwimTopia Per-Athlete Fees (Detail) report includes the following helpful information:
-
Athlete Fee Status –
- PAID – the per-athlete fee has been paid to SwimTopia via online credit card registration
- UNPAID – the per-athlete fee has not been paid to SwimTopia
- NOT DUE – athletes who are no longer active in the season
- Registration – link to the registration details for that athlete
- Amount Due – the amount owed to SwimTopia for that athlete
-
Paid to SwimTopia – the amount that has been paid to SwimTopia via an online credit card registration
- If the amount is $0.00 and has a ? icon, this is usually due to a registration paid by check or account number; hover over the ? icon to see the reason
- If the amount is $0.00 and there is no ? icon, this athlete may have been added manually or via roster import
- Refunded – per-athlete fees that were refunded (if applicable)
- Balance Due to SwimTopia – the amount that is owed for the per-athlete fees for that athlete
The content of the SwimTopia Per-Athlete Fees (Detail) report will vary slightly, depending on which billing plan your team is on. (If unsure, reach out directly to our Billing Department. See ➞ Billing Support & Policies):
➧ Teams on Individual Billing Plans - Teams Pay Per-Athlete Fees
These teams pay an annual renewal fee and are responsible for paying the per-athlete fees for all of their athletes. The SwimTopia per-athlete fees are automatically collected with all online credit card registrations.
The Balance Due is the amount the team will be invoiced during extra athlete invoicing at the end of the billing period.
https://ahi.swimtopia.com/manage/reports/athlete_fees_detail
➧ Teams on League-Wide Billing Plans - Leagues Pay Per-Athlete Fees Upfront
These teams belong to a league that is paying for all athletes in their entire league via an annual renewal (upfront) invoice. These leagues prepay for the teams' athletes, thus their teams do not collect a per-athlete fee during registration.
The differences in the SwimTopia Per-Athlete Fees (Detail) report from the teams on individual billing plans (above) include:
- Athlete Fee Status – since the league pays for all athletes, all athletes' status will be displayed as Unpaid
- Balance Due to SwimTopia – the amount that is owed to SwimTopia for each athlete (mostly prepaid by the league)
At the bottom of the report, you'll see the name of the league that is responsible for paying the balance due, and much of that will have been paid upfront.
https://www.lhsplashers.com/manage/reports/athlete_fees_detail
➧ Teams in Leagues that Collect Per-Athlete Fees During Registration
These teams belong to a league that has opted to have us collect the per-athlete fees during online registration as part of their billing terms. The league is responsible for paying for any per-athlete fees that were not collected online.
The differences in the SwimTopia Per-Athlete Fees (Detail) report from the above scenarios include:
- Balance Due to SwimTopia – the league will be responsible for paying the balance due (however, the league may bill the team for this amount)
At the bottom of the report, you'll see the name of the league that is responsible for paying the balance due.
https://bwsgbarracudas.swimtopia.com/manage/reports/athlete_fees_detail
» Note: For teams not currently using our Stripe payment processor (and are not on a league-wide billing plan), but would like to have these per-athlete fees automatically deducted during registration, See ➞ Quick Start Guide to Enabling Stripe.
hcmanageathletefeessummary hcmanageathletefeesdetail
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