Managing Your People/Roster – SwimTopia Help Center

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
Filter Members under "People"
Last Login Timeframes
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:

When they complete your team's registration form (recommended for an updated roster each season) ➞ See the ▶️ Video - Registration Overview for a setup tutorial.
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.
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 athletes (e.g., the 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.

Filter Members Under People

Your "People" 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 Filter to list them.

➧ Filter by Season

Select a season from the menu and click Filter 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.

➧ Filter by Affiliation "Type"

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

➧ USA Swimming Teams - Filter by USA Swimming Status

USA Swimming account status shields will display for each athlete or non-athlete connected to USA Swimming, and a USA Swimming Status filter will display at the top of the screen.

» Note: The USA Swimming shields and filter will not display on your SwimTopia site until your team is connected to USA Swimming.

» Tip: When a USA Swimming membership is not connected or is not in good standing, the USA Swimming shield will be red. Hover over the shield to view the user’s status.

➞ See the People section of the Overview: SwimTopia and USA Swimming Teams (SWIMS 3.0) Help Center article for more details on how USA Swimming membership is tracked in your SwimTopia site.

Last Login Timeframes

Keep in mind that the "Last Login" displayed on the People table refers to the last time they logged into any SwimTopia site they are associated with using the same name/email.

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 required Primary Contact Information, including their First/Last Name, Competition Category and Birthdate (to assign an age-group affiliation, if applicable), and optionally a Preferred first name, Middle name, Email, and Mobile phone.

You can also enter Additional Information such as a Registration number (if used - See ➞ Athlete Registration Numbers for details) and the Athlete roster group (if configured under Settings).

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, or add an Image, Internal notes, and additional settings such as diving certification and/or non-competitive swimmer option. Click Update to save your changes.

» Note: If a member is connected to a USA Swimming account, the contact information will be read-only and must be updated directly on the USA Swimming portal. It's possible for a non-USA Swimming team using SwimTopia to see an athlete account in this state if the athlete's account was merged with their account on their USA Swimming team. See ➞ Overview: SwimTopia and USA Swimming Teams (SWIMS 3.0) for more details.

➧ Athlete Photos (Image Section)

Edit an athlete's profile to add photos, which can be helpful for tent parents getting to know their swimmers. Only Site Admins (or those with the Manage People permission in a Role assigned to them) can add photos at this time. Parents cannot upload photos themselves. ➞ 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.

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?

➧ 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 affiliated with 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 Edit Children and select the correct children from the list.

» Note: The athlete and parent must be affiliated with the current season in order to connect them. This is usually done via registration, but if you've manually created these accounts in the past, you would need to click to "Add affiliation for...YYYY season" as seen below.

Editing, "Remove" Affiliation, and Make Admin

➧ Edit Contact Information

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

» Note: If a member is connected to a USA Swimming account, the contact information will be read-only and must be updated directly on the USA Swimming portal. See ➞ Overview: SwimTopia and USA Swimming Teams (SWIMS 3.0) for more details.

➧ "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 scour 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.

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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

➧ Using the Same Email on Multiple Team Sites

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/competition category for athlete's) in order for the accounts to be synched.

» Note: Keep this in mind when you see the Last Login information as noted below, because this timeframe represents the last time the user logged in to any SwimTopia site they have been affiliated with, not necessarily your team site. They will only be able to log into your team site if they are affiliated with your current season either via registration or manual creation.

➧ Updating Emails & Passwords

Due to the essential 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 Account Activation, Login and Password Management 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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