Managing Your People/Roster

Members of your team, including board members, parents, athlete's and coaches, all have access to your website and are all managed in the People tab of the Manage Team console.

Covered in this Article:

• Member Affiliations and Roster Groups
• Searching Members under "People"
• Add Athlete
• Update Athlete Information
• Add Parent, Administrator or Coach
• Connecting Parents to Children
• Editing, "Remove" Affiliation, and Make Admin
• Adding a Season Affiliation
• Logins and Passwords
• Unsubscribe

Member Affiliations and Roster Groups

People are added to your site in one of three ways:

1. When they complete your team's registration form ➞ See the Video: Workshop Webinar – Online Registration for a setup tuturial.
2. When they are imported from a previous database import (Recommended if you want historical data in your SwimTopia site.) ➞ See the Import Team Roster & Time History (Active/Hy-Tek) or Import Team Roster & Time (TeamUnify) or Import Team Roster (Excel Spreadsheet) article for more on this topic.
3. When they are added manually by an administrator (described below)

Depending on how they were added or the type of team (Rec/Summer vs. School), members will be tagged with one or more types of affiliations, including:

• Parents
• Athletes (by age-group)
• Administrators
• Role assignments

You can add your own custom affiliations, such as pre-team training groups, in Manage Team > Settings > Athlete Roster Groups. ➞ See the Athlete Roster Groups article for more info about setting up Roster Groups.

You can also assign parents and athlete's (Ex. athlete is also an Asst. Coach) to Roles you set up. ➞ See the Defining Roles article for more information.

>>Note: Think about Parents/Athletes like this: any “grown up” is a Parent, even if they do not have kids. Likewise, any kid is an “Athlete.” So, for example, if your coach is in college and has no children, they are still going to be a “parent” in SwimTopia.

Searching Members Under People

Your members list will default to those affiliated with the current season set for your site. Each member's season affiliations can be viewed in the member's profile by clicking on their name.

>>Tip: If you do not see your migrated members from a database import right away, they could be affiliated with a past season and you will need to use the Search to list them.

Select a season from the menu and click Search to limit your results list to only members affiliated with that season. Importing your Team Roster and/or Time History will automatically add parents affiliated with past seasons to the applicable season.

➞ See the Managing Seasons article for more info on how to set your default or current season.

Enter any part of a member's name in the search box and/or select an affiliation Type to limit your results list further.

Add Athlete

>>Tip: Although it is possible to manually create a New Athlete from the People tab as described below, it is best to add athletes directly to a registration form, if one already exists, or have the parent/athlete register. This ensures the parent/athlete relationship is linked properly. ➞ See the View/Edit Completed Registrations article for more information on how to do this.

To manually add a new member with an athlete affiliation, click the Add Athlete button.

Enter the athlete's information, including the gender and birthday to assign an age-group affiliation.

Enter other optional info such as an email or phone, and the athlete roster group. Click the Generate USS ID button to automatically insert a standard format registration number.

>>Note: The USA Swimming ID is currently generated based on date of birth, the athlete's legal first name, middle name (if present), and last name. ➞ See the Assigning USA Swimming ID Numbers article for more information.

Click Create to add your new athlete. 

>>Note: Athletes do not get a welcome/activation email like parents do. However, they can request a password from the login screen via the “Forgot your password?” link if they need access to their account.

>>Tip: It is possible for a person to have an account using the same email on a different SwimTopia site. If the site warns you the email address is already taken ➞ See the article: What does “email address has already been taken” mean?

Update Athlete Information

Click on any athlete's name to edit the information already entered, add a photo, internal notes and additional settings such as diving certification and/or non-competitive swimmer option.

Athlete Photos (Image Section)

Edit an athlete's profile to add photos, which can be useful for tent parents getting to know their swimmers. Only sitewide admins (or those with the Manage People permission in a Role assigned to them) can add photos at this time. ➞ See the Age-group Photo Roster article for more info.

Non-Competitive Swimmers

When the Does not compete in meets option is checked, the swimmer:

• will be tagged as “non-competitive” in People search results
• will NOT be included in the meet entries matrix
• will NOT be available for meet sign-up by parents
• will NOT be included in Team Manager roster exports

Internal Notes

These are only visible to Admins and appear below the affiliations list on the initial profile screen once entered in the Edit screen.  Also available when you download the Athlete Roster report under the Reports tab.

Click Update to save your changes. 

Add Parent, Administrator or Coach

>>Tip: Although it is possible to manually create a New Parent from the People tab as described below, it is best to add parents/guardians directly to a registration form, if one already exists, or have the parent/athlete register. This ensures the parent/athlete relationship is linked properly. ➞ See the View/Edit Completed Registrations article for more information on how to do this.

How to Manually Create an Account

To manually add a new member with a parent affiliation, click the Add Parent button. Even if the person has no children associated with them (as in a coach or other admin-only person), add them as a parent first. ➞ See our help center article on How do I add a coach to my team? for more details on this topic.

Enter the parent's information, including a valid email address, which is required to login to the team website. If the site warns you the email address is already taken ➞ See the article: What does “email address has already been taken” mean?

>>Tip: It is possible for a person to have an account using the same email on a different SwimTopia site. If the site warns you the email address is already taken ➞ See the article: What does “email address has already been taken” mean?

Account Activation Email & Communication

The "new parent" should receive an activation email to set their password for login. If they do not receive one, have them check spam/trash in case the email is sensitive to new site messages. They will also be able to receive communication sent to "Members", since they are affilated to your season.

Connecting Parents to Children

SwimTopia connects parents to children automatically during registration. However, you will need to do this yourself when you are adding Parents and Athletes manually.

To add Parents to an Athlete, view the Athlete's profile by clicking on their name.

Click the Edit Parents button and type in any part of the parents' names one by one. Select the correct parents from the list, and click Submit to associate that athlete with those parents.

The opposite connection (in this case Child to Parent) will be accomplished automatically, depending on who you start with.

Adding Children to Parents works exactly the same way. View the parent's profile, click Add Children and select the correct children from the list. 

Editing, "Remove" Affiliation, and Make Admin

Edit Contact Information

You can edit a member's name, gender, email, mobile#, work#, photo image and internal notes

>>Note: Home Address and Home Phone Number collected during registration copy to the profile one-time, so any updates after submission need to be made directly on the profile. 

"Make Admin"

To grant sitewide administrative privileges for a user, click the Make Admin button. To remove admin privileges for current admins, click the Revoke Admin button.

>>Tip: We highly suggest limiting sitewide admin permissions, so you can keep a handle on any changes being made. We do not scourer through logs to prove who deleted a registration form or changed a result time, so the best way to avoid "accidents" is to use Roles/permissions to manage who has access to edit data in certain areas. ➞ See the article on Defining Roles.

Deactivate/Remove Affiliation from the Season

To remove a member's affiliation to your site's current season, click the red Remove button (displayed above). This will remove them from any roles, email lists, and reports run for that season only.

Emails can be shared across SwimTopia sites, so we cannot "delete" accounts. This is a benefit mainly for parents/athletes involved in summer rec teams and high school etc, when they want to see their results across all sites in one location and could affect time history tracking/reporting.

You can always click the Unsubscribe button if you just don't want someone to be notified of your team emails any longer.

>>Note: If this user is NOT affiliated with any other seasons, but you need to add them back to the roster, please contact SwimTopia support. 

Adding a Season Affiliation

To add a member to a season not automatically assigned (such as adding a past user to the current season before registration is open), edit the member's profile, select a season from the seasons list, and click Save.

Swim History - Best and All Times

You will see a view of the athlete's time history, similar to how they see in their My Account page.

>>Note: If splits have been included in any results files, either from manual entry in Meet Maestro or a file from a meet run using another system, these can be seen by hovering over the result time as seen here:

For more details on splits ➞ See SwimTopia Splits & Reaction Times

Logins and Passwords

SwimTopia usernames are based on emails, which are unique per user.  It is possible to utilize the same login credentials across multiple SwimTopia sites (summer league, school, team transfers) for historical tracking, but a parent must register on each site using the exact same email, first/last name format (name/birthdate for athlete's) in order for the accounts to be synched. Due to the important ties an email has with processes within the database, updates can only be made by admins from within the profile of the member under the People tab. As mentioned above, if the site warns you the email address is already taken ➞ See the article: What does “email address has already been taken” mean?.

Members can reset their own passwords anytime on the login screen of the website. Admins can also send a new password reset email by clicking the Password Reset button in that member's profile

➞ See the Website Account and Login tutorial for more info on how members can login to the site. 

Unsubscribe

During registration, a parent can uncheck the “Send team-wide email to this address” option. This means they will not receive messages sent to “Members” but will receive “Parents” group messages as well as any other group messages if assigned to a Role etc. (just not Members).

Admins will see this in a Person listing like so:

Admins can click “Resubscribe” to reverse that setting, which will remove the former and show the Unsubscribe button:

 ➞ See the Sending Email to Groups tip for all the ways you can email groups from SwimTopia.

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