SwimTopia Quick-Start Guide

Swim team happiness in just a few easy steps!

Welcome to SwimTopia! Use this checklist to get started with your new swim team management system. Follow the links below each item for step-by-step instructions.

It’s tempting to just dive in and start adding meets to your schedule before step 1. To save yourself work, we highly recommend you do your best to have us import your team history first. Having that history in place makes understanding how all the parts of SwimTopia fit together much easier.

① Export your roster and meet history (important)

If you use 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.

Note: If you don’t use Team Manager, the best way to get parent and athlete information is through Registration.

➞ Team Roster and Time History

② Manage team and site settings

Modify your team's name, abbreviation, add a team logo, set your time zone,  configure your WePay account and enable your Online Store. 

➞ Admin Menu and Settings Menu

③ Manage people

Manage your team's roster, including athletes, parents, admins, and coaches.

➞ Adding New Admins

➞ Viewing Imported Team Roster and History

➞ Managing People (parents, kids, and coaches)

④ Add some content to your website

Get your team photos, coach bios, Facebook feed, and handbook organized quickly.

➞ Editing Page Content with Snippets

➞ Pages and Navigation

➞ Working with Snippets (video)

➞ Customizing your site’s appearance

⑤ Add Meets to your Schedule

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.

➞ Meet Templates

➞ Meets and Events

➞ Jobs and Shifts 

➞ Job Templates

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.

➞ Creating a New Registration Form

➞ Defining Roles

⑦ Email Your Team

Use automatic mailing lists to communicate with your team. Let them know when registration, volunteer and swimmer sign-up are open.

➞ Communications

➞ Communications Center (video)

➞ How-To Guides for Parents 

Need support? Email your questions to help@swimtopia.com.