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:
- ① Export your roster and meet history (important)
- ② Site Settings & Online Payment Setup
- ③ Manage people
- ④ Add content to your website
- ⑤ Add meets and events to your schedule
- ⑥ Create a registration form
- ⑦ Email your team
① Export 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: If you don’t use either of these, 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.
② Site Settings & Online Payment Setup
Modify your team's name, abbreviation, add a team logo, set your time zone, configure your WePay account to accept online payments, and enable your Online Store to sell merchandise and/or sponsorships.
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 online payment vendor for new customers.
③ Manage people
Manage your team's roster, including athletes, parents, admins, and coaches.
➞ Managing People (parents, kids, and coaches)
④ Add content to your website
Get your team photos, coach bios, Facebook feed, and handbook organized quickly.
➞ Working with Snippets (video)
⑤ 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.
⑥ Create a 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.
⑦ Email your team
Use automatic mailing lists to communicate with your team. Let them know when registration, volunteer and athlete sign-up are open. Send Alerts to quickly notify your membership on the SwimTopia mobile app (or via email if app is not downloaded) of registration deadlines, weather alerts, and meet delays.
➞ Communications Center (video)