People/Roster Table

The "People" table consists of members of your team in various groups and roles, displayed on a seasonal basis, or together across all seasons based on your filter criteria. 

This section will cover the details of this table in the following areas: (click to jump to section)

• Filter Options
• Groups and Role Labels
• Accounts
• Contact Details
• "Last Active" Tracking
• Manage Duplicate People

➧ Filter Options

➞ Filter by Name, Email, or Account#

The account number is designated automatically when the account is created. When searching for an account number, you can enter the numeric portion (the account prefix is not needed for the search).

Partial and Multiple Search Terms

The search field supports partial searches, including names, email addresses, and account numbers. For example, you can search using a full account number (DEMO-00123) or a partial value (-001, 001, 0012, 12, etc.). You can also search for multiple email addresses together by separating each address with a space.

You can filter the table by any value displayed on the table, with the exception of phone numbers and last active dates. 

➞ Filter by Affiliation Type

Select an affiliation Type to limit your results list by Athletes, Parents, or Administrators.

Administrators listed with the red badge site-wide admin privilege are determined by the "Make Admin" button on their profile. 

(This does not include Roles set up with full admin permissions. People assigned to those roles are managed from the Affiliations tab within their profile, or from the Roles > Assign Roles screen.)

» Tip: We strongly recommend limiting site-wide access to a small number of team members to minimize the risk of errors. We don't provide access to change logs, so your team should consider the risks when allowing "too many hands in the pot." Role-based permissions are designed to provide these safeguards.

➞ Filter by Season

Your active season roster will be displayed by default, and you can filter by each season individually.

To search members across all seasons, change the "Season" menu to "All." Anyone who has ever been affiliated with your team will be displayed. Even if a user’s affiliations have been removed from a specific season, they will still appear as long as they were affiliated at some point. 

» Tip: 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 active season.

➞ Results Per Page 

If your team is large, it may be helpful to change this setting. The options are 50, 100, 250, or 500. 

If you navigate off the page after changing this setting, it will remain if you return using your back arrow, but it will reset to the default (50) if you click on the People tab to return.

➞ USA Swimming Teams - Filter by USA Swimming Status

When your team is connected to USA Swimming, a USA Swimming Status filter will be displayed at the top of the screen, and the account status shields will be displayed for each athlete or non-athlete connected to USA Swimming.

https://brentwoodseawolves.swimtopia.us/anage/people

» 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 site.

➧ Groups and Role Labels

Depending on how your members were added or the type of team (Rec/Summer, School, Year Round), they may be tagged with one or more labels to group them:

Parents
Athletes (by competition category/age-group)
Athletes (by school year group)
Athlete Roster Groups
Site-wide Administrators
Seasonal or Non-Seasonal Role Assignment
League-shared Role Assignment

The specific format of the age groups, school year, and roles will be based on your setup.

➞ See the Athlete Roster Groups article for more info about setting up Roster Groups.

➞ See the School Year Athlete Groups article for more info if you have a school configuration.

➞ See the Defining Roles article for more information on creating and assigning Roles. 

➞ See the League Shared Roles article if you are a league admin, or want to know how these work.
 

➧ Accounts

• An “Account” is made up of owners (normally parents) or members (normally athletes, caregivers, or guardians). 
• Keeping members of an account together makes it easier to track registrations, online orders, and volunteer points. 
• Each account number begins with the same "Account Prefix" ("OARC" in the example). 
• This “Account Prefix” matches your Team Abbreviation/Club Code and was set as part of the signup form when your team joined SwimTopia/Team Topia. You can edit either code from the Settings > Team Information screen. ➞ Learn more

➧ Contact Details

• The email, mobile, or home phone number can be displayed in this column for quick access. (The home# will only be displayed here when entered on a registration form.)
• If no email is listed, the member is unable to engage with your team website to sign up for meets, events, jobs, or use the mobile app to follow all the meet-day excitement.
• Clicking on the email will take you into the Communications center, where you can send an email or alert directly to the member.

➧ Last Active Tracking

This timeframe represents the last time the member was signed in to their account on your team site. It could be used to help team admins gauge whether members are visiting your website when you have important information to share that you have posted there. 

Create a New "Person"

This section will cover the following areas:

• Create a New Athlete
• Create a New Parent/Guardian
• Create a Coach/Asst. Coach Account
• Create a Site Administrator Account
• Create a Student Volunteer Account

➧ Create a New Athlete

➞ Best Practice To Consider

• The system is designed for parents to register their athletes through a registration form. This process ensures family accounts are set up correctly, waivers are signed, merchandise selections are captured, volunteer preferences are recorded, and fees are properly paid and documented.

• If you need to add an athlete manually, it’s best to do so directly on an existing registration form when one exists. ➞ See View and Manage Submitted Registrations

• Creating an athlete from the People page should be a last resort, as it means you are responsible for assigning them to the correct family account and recognizing that none of the registration details mentioned above will be collected. 

➞ Create an Athlete from People

If you must create an athlete outside of registration, click the New Athlete option.

➞ Primary Contact Information

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

➞ Certify Athlete Age When Adding Email

We are committed to upholding the Children's Online Privacy Protection Act ("COPPA") and SafeSport requirements, which prohibit direct communication between adults and children under the age of 13 unless a parent or another adult is included. Additionally, we restrict the collection of email addresses during registration to High School and Grown-Up Swimming teams only. 

You will see the certification checkbox when you add or edit an athlete's profile.

➞ Additional Information - Registration Number/USA Swimming member ID

If your team assigns registration numbers for athletes or tracks an athlete's USA Swimming member ID, that can be entered here. There is also a report with this information under the Reports tab.

See ➞ Athlete Registration Numbers or IDs for details. 

» Note to USA Swimming Customers: The data from the user’s USA Swimming membership will be the source of the user’s profile information, and all edits must be performed on the USA Swimming website. Members can log in to their USA Swimming account, edit their own profile information, and the information will be synced. See ➞ USA Swimming Account Management for details.

➞ Account Assignment

➞ Athlete Profile Navigation

Athlete profiles are organized into three subtabs: Overview, Results, and Affiliations. 

➧ Create a New Parent/Guardian

A "Parent" can be anyone besides the athlete(s) who should be connected to the family account for the purposes of having an account to do meet entry signup, volunteering, or to download and log into the mobile app to follow along during meet days - parents, caregivers, grandparents, siblings.

To manually add a new member with a parent affiliation, click the New Parent option.

When creating a new parent or athlete user, you can add the user to an existing Account, or create a new Account by leaving the field blank (e.g., coach accounts, or when you’re creating the first parent/athlete in a family).

➞ Account Roles: Owners or Members

Each account consists of designated roles: Account Owners (designated by * and typically the parents), and Account Members (athletes, other family members/guardians).

Parent profiles are organized into two subtabs: Overview and Affiliations. 

➧ Create a Coach/Asst. Coach Account

➞ See our help center article on How do I add a coach to my team? for more details on this topic.

➧ Create a Site Administrator Account

➞ Grant Site Admin Permission - "Make Admin"

First, create a "New Parent" account (steps above). To grant sitewide administrative privileges for a user, click the Make Admin button. 

➞ Remove Site Admin Permission - "Revoke Admin"

To remove admin privileges for current admins, click the Revoke Admin button that will display if they are an admin.

» 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.

➧ Create a Student Volunteer Account

Creating a parent account for this purpose keeps these volunteers from affecting your athlete roster count, which could result in a per-athlete fee.

If the family has other athletes competing, you can add them as a "guardian" to the registration: Registration > Click on Registrant# > View/Edit > Add Parent/Guardian (Or you can use the "New Parent" button on the People page to create an account)

If they have an existing athlete account with an email they want to use, remove that email to use it on the parent account. They need to have an email listed to sign up for shifts, or the parents can do it. You can also manually assign them to jobs on the Meet > Jobs tab. If an email is entered, they will receive an activation email to set up a password.

» Note: Click the unsubscribe button on the profile if they don't need to receive team emails. The only time the setting is ignored is when you use “Parents” in your communications, but we suggest only using that group for emergencies.

We suggest creating a “Student Volunteer” Role with applicable permissions set, and assign these students to the role. You can communicate directly with them, if needed, by typing the Role name in the Send To within Communications.

Manage Your People

➧ Manage Duplicate People

Requiring users to sign in before registering allows us to auto-fill their family members, thus preventing mistyped contact information. However, occasional duplicates may still occur when the system cannot make assumptions about nicknames or birthdates that may have been entered differently in another system and are imported.

To address this, we provide data maintenance tools that allow team admins to identify and merge potential duplicate records. You can get to these tools from your People page:

 or directly from Manage Team > Settings > Data Maintenance Tools:

If you see duplicate athletes in your roster and/or reports, you should be able to merge their accounts in most cases. An exception would be if both accounts display USA Swimming memberships. That scenario would require a few extra steps to merge their data.

➞ Permissions required to merge duplicate accounts

• From People: You must be a site admin (red badge) or assigned to a Role with Manage:People to merge accounts from the "Manage duplicate people" link.
• From Settings: You must be a site admin (red badge) or assigned to a Role with Manage:People AND Manage:Organization Settings. This is because the "Settings" link will not even be displayed without at least Read:Organization Settings.

➞ See the Defining Roles and Role-Based Permissions articles for more details on roles and permissions.

➞ See the Merging Duplicate Athletes or Parents (De-duplicate Tools) article for more details on this topic.

➧ Edit Athlete Details

Click Edit within an athlete's profile to edit the information already entered, or add an Image, Internal notes, and additional settings such as diving certification and/or non-competitive option. Click Update to save your changes.  

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, not on the registration form.

➞ 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

» Note: This field is not seasonal, so it remains checked each season until unchecked. If athletes are charged differently based on this status, you will need to uncheck this before they register.

➞ Internal Notes

These are only visible to Admins and appear below the affiliations list on the profile Edit screen.  This data is also available in the Athlete Roster report CSV download under the Reports tab.

➞ USA Swimming Accounts

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.

➧ Edit Parent/Guardian Details

You can edit a member's name, email, mobile#, work#, photo image, and internal notes (they will not have to re-activate their account if their email changes, and notes display in the Parent Information CSV download under the Reports tab).

Home Address and Home Phone Number collected during registration are copied to the profile one-time, so any updates after submission need to be made directly on the profile, not on the registration form.

➧ Account Assignment (Connecting Athletes and Parents)

Parents and athletes are connected automatically during registration. However, you will need to do this yourself when you are adding Parents and Athletes manually.

If you have manually created a new athlete or parent, and notice this put them in their own account, but you want them added to the same account as their parents/athletes, here is what you need to do:

1. Click on the Account Details button from the Overview screen of the user's profile.
2. Click on the Actions button and select "Transfer to an existing account"
3. Search for the parent or athlete by name or their account# (if you know it already)
4. Select the applicable account
5. Select the user's role in the account (Owner is usually the parents, so everyone else is a Member)
6. Submit

Example: Transfer an athlete to an existing parent account

If the athlete or parent is already in an account with other members, you will see an option to "Move to a new account" in addition to the "Transfer to an existing account" option in case you want to put them in their own account.

➧ Email Address and Password Updates

➞ Email Updates

Email updates can only be made by admins from within the profile of the member under the People tab at this time. Members cannot update their own email addresses, but we will be adding this capability in the future.

 If you see an error that the email address is already taken when attempting to add an email to an athlete profile, ➞ See What does “email address has already been taken” mean?

➞ Password Updates

Members can reset their own passwords anytime on the sign-in 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 Member Account Management and FAQs (Parents/Guardians/Athletes) tutorial for more info on how members can sign in to the site. 

➞ Email confirmation process when manually adding an email address

If a team admin creates a new user with an email address, updates an email address on an existing user, or a registrant adds a spouse/guardian, the user will need to confirm ownership of the email address to use it for their sign-in (if not already confirmed).

• This only impacts their ability to sign in using this email. Even if unconfirmed, members will receive communication from the team (if not unsubscribed).
• Various factors can determine if the user needs to set a password to activate their account if they don't have one yet, confirm the new email address is theirs, or just receive notification of the update. The system will make this determination and send the appropriate email communication.
• If your team imported an active season roster and wants to invite users to create an account, you will need to send an activation email from each user's profile.

A green checkmark indicates an email that has been authorized/confirmed by the user. 

A question mark indicates an email that has not been authorized/confirmed.

➧ Remove Athletes or Parent/Guardian Accounts

➧ Unsubscribe from Team Communication

The system requires at least one parent to be subscribed to receive team communications in order to ensure a parent is informed about team decisions/changes.

➞ Parent Unsubscribe: During registration, a parent can uncheck the “Send team-wide email to this address” option. 

➞ Admin Unsubscribe: Admins can click "Unsubscribe" on behalf of the parent/athlete within their profile under People. The admins can also “Resubscribe” to reverse that setting. 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:

Either option will result in the parent not receiving messages direct to "Members - Previous Season" or "Members," which are generally used for essential team-wide communication. 

However, they will still receive messages sent to the “Parents” group (should only be used for emergencies when ignoring this setting is appropriate to reach all parents), athlete groups, and role-specific messages. If someone is assigned to a Role and does not want to receive team communication, they need to be removed from the Role, or their email needs to be removed from their profile (they will no longer have access to their account on the team site or mobile app if their email is removed).

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

➧ Swim History - Best Times and All Times

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

➞ Lead-off Relay Leg Display

The Lead-off relay leg indication will display under an athlete's Best Times and All Times on their profile. There is no relay leg indication noted under Swim History in the mobile app.

➞ Splits Display

If splits have been included in any results files, either from manual entry in our meet management system 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

➧ Team Change: Member asking how to change team they see on mobile app

It is possible to use the same login credentials across multiple sites (summer league, school, team transfers). There must be an affiliation with each team directly, so they would need to be registered on your team.  

Each team has a URL address to log in to the website, but when using the mobile app, there is an option to select which team to view under the app settings (wavy lines in upper left).

Season Affiliations

➧ Member Affiliation Methods

Members of your team are affiliated to your team in one of four ways:

1. Data Import from previous system: When they are imported from a previous database (recommended if you want historical data in your site) ➞ See the Getting Started section for import options. 
2. Registration: When they complete your team's registration form (recommended method to capture updated roster contact information and waivers each season) ➞ See the ▶️ Training Videos - Registration for setup tutorials.
3. Roster Roll-Over: Teams that do not have their families register online and do not need to capture online waivers, etc., can roll over existing members to a new season by exporting the Athlete Roster report and then re-importing the roster through the Roster Import tool under Settings. (This is not an ideal solution when you need to capture updated contact information, waiver signatures, fees, merchandise orders, sponsorship purchases, etc.) ➞ See the Roll Over Roster Affiliation to New Season section below.
4. Manually Added: When they are added manually by an administrator (more details below)

➧ Season and Role Affiliation Display

Non-seasonal Role Affiliations are displayed separately from Seasonal Affiliations on the Overview screen.

➧ Add/Remove a Season Affiliation

Affiliations are displayed in two separate sections: Non-seasonal Affiliations and Seasonal Affiliations. 

➞ Add Affiliation

To add a member to a season not automatically assigned during registration (such as adding a past user to the active season before registration is open), select the appropriate affiliation type from the Add Affiliation menu, and then select the season.

A tooltip option provides context for when and how affiliations were set.

➞ Remove/Cancel Affiliation

You can also remove the athlete directly from the registration form if you don't want them removed from other forms they are affiliated with, or you need to remove the family from the team. ➞ See Cancellations: Removing Athletes or Rejecting Registrations for more on this topic.

➧ Athlete Roster Group Affiliations

Roster groups are managed from the Affiliations tab. You add an Athlete Affiliation, select the season, and designated Roster Group:

➧ Roll Over Roster Affiliation to New Season

Your roster is attached to each season, and the system was designed with the expectation that teams would open a registration form to capture updated contact information, waivers, medical details, volunteering selections, merchandise orders, sponsorship purchases, and, in most cases, pay a fee. 

In general, teams update their "Season" and then create and open a new registration form for that season (you can copy your form from the previous season and edit). You can still access your past seasons' roster by selecting the season in Reports (such as the Registration Details or Athlete Roster reports), or when you change the Season dropdown from the People tab.

Although not ideal for most teams that need to ensure updated information is captured and fees are paid, if your team is not using the registration feature, you can roll over existing members to a new season by exporting the Athlete Roster report (under the Reports tab) and then re-importing the roster into the new season using the roster import tool.

➞ Step 1: Create your new season

➞ Step 2: Export the Athlete Roster report

➞ Step 3: Remove Athletes (if necessary)

Remove any athlete that you do not want to move to your active season, and save the file.

➞ Step 4: Re-import the roster file using the "Import Roster or Time History" tool

Choose your roster file to upload and click on Start Import:

As the import starts, you will see a screen telling you input is required - click the resolve issues button:

Choose the new season you created in the earlier step and click continue:

The system will let you know when this process is complete:

When you return to your people page, you will now see all of your athletes displayed, and they will have an active season affiliation.  You can now set the new season as your active season.