Member/Athlete Management

➧ Will historical results be affected if I delete an athlete/family or unaffiliate them from the season?

No. This action does not remove any historical results for the athletes or family unit. If the athlete has results, they would still show up on the reports.

If you do not want the athlete to show up on a report, you could remove the result/entry from the meet and re-import the results. If the meet were run in Meet Maestro, you would unlock the meet in Finish & Export, click on their name, and uncheck their entry. Then re-transfer the results back to SwimTopia. This will overwrite the first transfer and any manual result edits made in the meet in SwimTopia.

➧ Can I track athlete attendance?

There is an Athlete Attendance report you can print from Manage Team > Reports > Member Management. There is a row for each selected athlete and a column for each day in the selected month. This report can assist your team with handwritten tracking of attendance.

Learn more about this topic ➞ Athlete Attendance

➧ How can I view athletes by Athlete Roster Group?

The Athlete Roster report allows you to filter by your Athlete Roster Groups. This report is under your admin console - Manage Team > Reports > Athlete Roster. 

There are additional filters for Season, Age Group, and you can include non-competitive athletes.

You can change these filters and regenerate the report as needed. A Total Athlete Count is displayed at the top, and any column heading with an arrow allows for sorting. 

A "NON-COMPETITIVE" label is displayed under the athlete's name to easily differentiate athletes who have been assigned to a non-competitive roster group, or who are marked as non-competitive directly in their profile (under People).

The Compose button allows you to communicate with these roster groups, but communication is only for the Current Season (set under Schedule > Seasons), so you'll need to select that season in the report if you want to send an email. (ask Mason why he stated this in slack)

» Note: When generating reports in the browser there is usually more data than the screen can display, so to view the full data output, download the report to CSV. 

Registration Management

➧ Non-returning Athletes report

This report is comparing registrants from the season selected with the season previous to that one. 

For example, the 2026 report will show you any athletes from 2025 that have not registered. It will change if your registration is open and athletes on the list register.

Meet Management

➧ Where do I find the meet reports? 

Meet Entries Reports

Reports Tab

Meet Maestro

Volunteer Management

➧ How do I find out who has not volunteered and email them?

To manage and identify families with 0 volunteering points:

1. Use the Volunteering Assignments Summary report under the Reports tab.
2. Run the report for all meets or individual meets.
3. Check the box labeled "restrict to families with swimmers in this meet," then click the orange Generate Report button. 
4. Sort by Points to find families with 0 points.
5. Use the feature to email families without assignments directly from the report.

This information is in our Help Center articles below for reference as needed:

• Volunteer Reporting
• Sending Email & Alerts to Groups through Reports and Meets

Miscellaneous

➧ How can I make a PDF of a report? 

SwimTopia will not automatically generate a PDF for you, that's up to your computer.

On the Mac, there's a button on the lower left of the expanded Print dialog that permits you to save a print job as a PDF.

On Windows, see this how-to that explains how to create PDF files: http://www.wikihow.com/Create-PDF-Files-from-Any-Windows-Application. We recommend CuteFTP Writer.