Team management happiness in just a few easy steps!
Welcome to SwimTopia! Use this checklist to get started with your new team management system. Follow the links below each item for step-by-step instructions. Take your time and have fun exploring all the options SwimTopia provides, but keep in mind, not every team uses every feature.
We're here to help you with any best practices tips we've learned along the way, but this is your site to use as needed!
>>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 (Step 1 below). Having that history in place makes understanding how all the parts of SwimTopia fit together much easier.
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 Events to your Schedule
- Set up your Merchandise Items and Online Store
- Create Roles and your Registration Form
- Set up your Sponsorships
- Download the SwimTopia Mobile App
- Email your Team
➧ Import your Roster and Meet History (important)
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 Unify: We can import your team roster from your existing TeamUnify database into your SwimTopia website. TeamUnify doesn’t appear to make your team’s time history available for download. If your team roster and time history are available in Team Manager, you'll have better results using a Hy-Tek export.
>>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)
- Set your Meet Entry Preferences
- Create an account thru WePay to accept online payments
WePay is a secure payment processing service operated by Chase Bank that enables easy online payments, eliminating the need to track a paper trail of check payments. With no setup costs and no monthly fees, WePay is the preferred payment processing partner of SwimTopia. It is essentially a banking relationship, so you can feel safe knowing that like any bank, WePay is required by law to be secure.
>>Note: WePay is our only supported online payment vendor.
➧ 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 Events to your Schedule
Unless your league is importing your meet schedule, you can create a "New (Empty) Swim Meet" and apply a meet template (you set up one time), 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.
➧ 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 acknowledgement 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.
➧ 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)