Team management happiness is just a few steps away!
Welcome to SwimTopia! We start you off with many ideas on your new team website to help you get up and going fast, but this is your site, so have fun exploring all the options SwimTopia provides. (Keep in mind, just because a feature is there does not mean you have to use it right away, or ever if not needed.)
We're here to help you with any best practices tips we've learned along the way. Reach out to our SwimTopia Customer Happiness Team or watch any of our pre-recorded videos - ▶️ Webinar Video Guide - Topic-Focused Training
>>Note: If you are delegating setup tasks with your team reps, it’s important to share this information. Forward the welcome email you received and/or the direct Help Center links below to anyone on your team who would benefit from the step-by-step instructions.
Covered in this Article:
- Import your Roster and Meet History (important)
- Site Settings & Online Payment Setup
- Manage your People
- Add Content to your Website
- Add Meets and Calendar Events to your Schedule
- Set up your Merchandise Items and Online Store
- Create Roles and your Registration Form
- Set up your Sponsorships
- Set up your Records Books and/or Time Standards
- Download the SwimTopia Mobile App
- Email your Team
➧ 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 having us import your team history first. Having that history in place makes understanding how all the parts of SwimTopia fit together much easier.
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.
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).
Excel Spreadsheet (Swimmingly, No Software)
>>Note: Other than these options, the best way to get parent and athlete information is through Registration. For future seasons, SwimTopia’s Registration process will collect all the personal data for you.
➧ Site Settings & Online Payment Setup
- Modify your team's name and abbreviation
- Add a team logo and set your time zone
- Confirm your billing contact
- Configure your Athlete Roster Groups (if using)
- Or configure your School Year Groups (if school)
- Set your Meet Entry Preferences
- *Create an online payment account to accept online payments
>>*Note: We are in process of switching payment processors from WePay to Stripe. We suggest waiting to set up your online payment account until we announce our support for Stripe is ready (planned for January 2022), but if you really need to get started now with accepting online payments, we can activate WePay for you until Stripe is ready. All customers will be required to move to Stripe by 2023.
➧ Manage your People
Manage your team's roster, including athletes, parents, admins, and coaches.
➞ Managing People (parents, athletes, and coaches)
➧ Add Content to your Website
Get your team photos, coach bios, Facebook feed, and handbook organized quickly.
➞ Working with Snippets (video)
➧ 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!
>>Note: We hope you plan to use our meet management system, Meet Maestro, this season! 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).
➧ 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 Roles and your Registration Form
Configure a registration form to sign up parents and athletes for your current season. Enable electronically signed waivers, role preference or job shift selection, 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.
➧ 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.
➧ 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.
➞ See more about Creating a Record Book
➞ See more about Time Standards & Qualifying Times Overview
➧ 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)
➧ 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.
➞ Communications Center (video)