Welcome to SwimTopia! Team management happiness is just a few steps away!
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 SwimTopia 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.)
» Note: Non-swim team customers should use our Team Topia Quick Start Guide.
Covered in this Article:
- Need help along the way?
- Import your Roster and Meet History
-
USA Swimming Teams - Connect to USA Swimming
- Site Settings & Online Payment Setup
- Manage your People
- Create and Assign Roles
- Add Content to your Website
- Add Meets and Calendar Events to your Schedule
- Set up your Merchandise Items and Online Store
- Set up your SwimOutlet Team Store
- Create your Registration Form
- Set up your Sponsorships
- Set up your Records Books and/or Time Standards
- Download the SwimTopia Mobile App
- 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 SwimTopia, Meet Maestro, and our mobile app. 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 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.
➞ SwimTopia Support - How can we help you? - SwimTopia's Customer Happiness Team is here to provide guidance as needed.
➞ direct link to our Getting Started video.
Import your Roster and Meet History
» Important Tip: It’s tempting to just dive in and start adding meets to your schedule. To save yourself work, we highly recommend importing your team history first. Having that history in place makes understanding how all the parts of SwimTopia fit together much easier.
➧ Active/Hy-Tek Team Manager
We can import your meet results and team roster. This will provide you with past Meets (including all the events that make up a meet) that you can copy to make your new season’s schedule. It has the side benefit of importing the parents’ and kids’ information as well. ➞ Team Manager - Team Roster & Time History Import (.mdb)
➧ TeamUnify
We can import your team roster from your existing TeamUnify database into your SwimTopia website. If you are unable to obtain your team's time history from TeamUnify, we provide a few options to load your time history and/or best times. (If your team roster and time history are available in Team Manager, you'll have better results using a Hy-Tek export). ➞ TeamUnify - Team Roster Import (.xlsx or .xls)
➧ Excel Spreadsheet (Swimmingly or No Software)
If your team did not use the above systems, 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 these options, the best way to get parent and athlete information in your account is through Registration. For future seasons, SwimTopia’s Registration process will collect all the personal data for you.
USA Swimming Teams - Connect to USA Swimming
SwimTopia integrates with SWIMS 3.0, syncing USA Swimming membership information and status with each member’s SwimTopia account information.
If you confirmed being a USA Swimming team on the SwimTopia signup screen, or have connected your SwimTopia account to your USA Swimming account, your SwimTopia team site is configured to integrate your member data with USA Swimming.
You must have SwimTopia selected as your team management vendor on the USA Swimming Club Portal to utilize SwimTopia's integration features. This selection should be done now, if not already completed.
➞ direct link to our SwimTopia + SWIMS 3.0 Integration video.
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)
- Set your Meet Entry Preferences (allow parents to sign up for events...)
- 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
This feature is available to our Premium customers.
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
Add Meets and Calendar Events to your Schedule
Unless your league is importing your meet schedule (only available to 100% league-wide customers), you can create a "New (Empty) Swim Meet" and apply a meet template (one-time setup), or use the "Import Meet Event File" option and save this meet information as a template to apply to future meets. Apply a Job Template, or manually add jobs & shifts to your events for online volunteer sign-up.
» Tip: we highly suggest creating your Meet & Job Templates to save you time each season. Once created, you can just apply these events/settings and jobs/shifts to your meets each season. Quick and easy!
➞ Quick-Start Guide to Setting Up Meets
➞ Creating Calendar Events (Banquets, Socials, Meetings...)*
*Features available to customers on our Premium tier PREMIUM
➞ direct link to our Meets & Entries video.
➞ direct link to our Your Volunteering Schedule video.
➧ Planning to use Meet Maestro to run your meets?
Meet Maestro is included with your SwimTopia subscription, and accessible through your meets (after the entries are merged) in the SwimTopia interface (or via a desktop application download if using a timing system).
➞ direct link to our Meet Management with Meet Maestro video.
Access additional videos here ➞ ▶️ Training Videos - Meet Management with Meet Maestro™
» Note: Meet Maestro is only fully supported using the Google Chrome browser (versions 89+ March 2021). All major browsers are supported for the team management side of SwimTopia.
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.
➞ Setting up the Online Store*
*Features available to customers on our Premium tier PREMIUM
Set up your SwimOutlet Team Store
SwimTopia has partnered with SwimOutlet, the web's most popular swim shop, to streamline the management of your merchandise offerings directly from your SwimTopia team site!
Take the hassle out of ordering and distributing the bulk of your team gear and spirit wear by allowing your members to purchase through your SwimOutlet Team Store and receive orders at their doorsteps!
➞ See our SwimOutlet Team Store Snippet article to set up your own SwimOutlet Team Store (or connect your existing store) to your SwimTopia site.
➞ direct link to our SwimOutlet Team Store Snippet video.
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
This feature is available to our Premium customers.
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.
Set up your Records Books and/or Time Standards
Don't forget to create your record books, and if your league does not share Time Standards with your team through our automatic league sharing feature, you can create your own to apply to your Meet Templates and applicable meets.
➞ Time Standards & Qualifying Times Overview
➞ direct link to our For the Record Books video.
Download the SwimTopia Mobile App
SwimTopia’s mobile app is available to all members of a team using a SwimTopia website. And with Guest Mode, spectators can follow their favorite athletes throughout the meet from anywhere!
Our Free mobile app shows a personalized view of your family’s meet entries, volunteer signups and swim history, and includes great features to help keep parents better informed, like Notification Alerts, and Live Event/Heat bar!
If your team is using Meet Maestro, SwimTopia’s meet management solution, you’ll have access to heat sheets, estimated start times, upcoming swim reminders, live meet results and more when you upgrade to our Pro subscription.
➞ SwimTopia's Mobile App Information (for admins and parents)
➞ direct link to our SwimTopia Mobile App Demo video.
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 (weather alerts, and meet delays).
➞ direct link to our Communication video.
Access additional videos here ➞ ▶️ Training Videos - Communication
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