Items such as t-shirts, caps, team suits, sponsorships and coach donations for sale during registration and/or through the online store are managed in the Merchandise tab of Manage Team.
>>Note: If you have items for sale through a swim shop, there are options provided in the Linking to a Vendor Site section at the bottom of this article.
>>Tip: Meet Entry Fees can be tracked but not collected online during meet signup. You can add this fee as a merchandise item to collect during registration or through the online store. For more information, see Meet Entry Fees within the Meet Templates article, and Setting up the Online Store article.
To create a new item to be available for purchase, click Add Merchandise Item.
Enter the details and an image to describe your item, including whether it can be personalized.
>>Note: Gender-specific items such as team suits will be automatically displayed for each athlete during registration according to his or her gender. SwimTopia will not calculate sales tax. If you need to include tax, add it to the item price.
Click Save to save your new item in the Merchandise list.
- Options such as sizes, colors, etc. can be added to any merchandise item.
- Each individual option offered can have its own price if it differs from the default you set when you created the item.
- You can also set each size/option to have its own order quantity limit. Once an option is sold out, it can not be ordered until that limit is increased. (This feature is only enforced during registration. It was not designed to be used for the online store at this time.)
- To allow size or pricing choices, you will need to edit your new item and add options by clicking Edit or the item title from the catalog items list.
To edit the name, default price, image, or personalization settings for your item, click Edit item.
To add sizes or other options, click New Option for each option offered.
>>Tip: The order of your options can be changed by clicking and dragging the items up and down.
For each new option, enter a name and whether that option requires a price override (a specific price for that option only) or an order limit. Items with limits will show as "sold out" during registration when all the options are gone.
>>Note: To reiterate...online store orders do not enforce order limits which work only for registration orders at this time. An item may show as sold out on the store, but this will not keep the user from purchasing.
Click Save to go back to the item detail.
Updating Merchandise VS Creating New
"Merchandise" items are not tied to seasons, so if you need to make changes after sales have occured or when Transitioning to New Year, it’s best to create a new item rather than edit an old one. If you were to simply edit the old item, it would effectively change the description of the item for all past orders, too, and would affect tracking and reporting.
Also, if you have any merchandise items with order limits, SwimTopia will see last season’s orders as accumulating towards the overall quantity ordered.
If the changes to an item are minor, it may be easier to make a copy of last season’s item and then make your edits (rather than create a whole new item). Go to Manage Team > Merchandise, then click on the item, and click on “Copy.”
You can “Archive” a merchandise item and have it not show in your catalog. You can also choose to display archived items and restore them to the catalog. Archived items are not deleted, they just don’t appear unless you choose to show them. Archived items won’t be options when setting up offers in registration or your team store and offers using archived items will be removed from registration and the team store. Offers using restored items will reappear when the item is restored.
Linking to a Vendor Site
If you have items for sale through a swim shop, there are a few options depending on how you want to link to your vendor:
Option #1: Text area snippet with link to vendor site
You can include a link on any page using a Text Area snippet - If you just have a link, you can put that in a text area anywhere on your site. You can also include it in your registration confirmation message.
Option #2: Create a new page with an alias to the vendor site
Add an Alias on a merchandise page you create to lead to the vendor online store - See the Alias section of our online help article Managing Menus and Navigation (You can also view our Quick Feature Demo: Managing Navigation)
Option #3: Use "embed code" or "widget" to link to vendor site
If they provide “embed code” or “widget” let us know and we can help you set that up. Submit a support ticket with the information.