Athlete Roster Groups are used to separate athletes into categories. Athletes can be assigned to a group as part of Registration or by editing the athlete's information directly.
» Note: These groups are exclusive, meaning an athlete can only be a member of one at a time.
Covered in this Article:
- Locating the Athlete Roster Groups Setting
- When to Use Athlete Roster Groups
- Benefits of Using Athlete Roster Groups
- Enabling the Athlete Roster Groups Feature
- Creating Athlete Roster Groups
- Age Restrictions & Non-Competitive Groups
- Using Athlete Roster Groups in Registration
- Manual Assignment
- Athlete Roster Groups in Reports
Locating the Athlete Roster Groups Setting
Athlete Roster Groups are found under Settings > Athlete Roster Groups in the Manage Team admin console.
When to Use Athlete Roster GroupsWhen you need to divide your roster into segments because you have different programs as part of your team. Some examples:
- High Schools which have Varsity and Junior Varsity teams
- Teams with Swim and Dive programs
- Teams with “mini-mascot” or other pre-competitive programs
- Teams with multiple practice pools or other similar need to divide the team
- Swim & Dive
Benefits of Using Athlete Roster Groups
Using athlete groups, you can:
- Collect and charge special registration fees for each group
- Assign group tags
- Send group emails using the group name as a mailing list
Enabling the Athlete Roster Groups Feature
Enable/disable Athlete Roster Groups by using the slider button.
When enabled, roster groups are available to use in Registration, People, and Communications, in addition to the default age/competition category groups created when athletes register or are imported.
Creating Athlete Roster Groups
To create your Athlete Roster Groups, click on the Add Roster Group button.
Age Restrictions & Non-Competitive Groups
Groups can have age restrictions and can be marked as non-competitive (see pic above). Say you have a Junior Swim group that kids ages 4 to 7 can join that is non-competitive. Your competitive swim group can be ages 5-18 and if it's part of registration, parents can choose which group their kid should be in if their age would permit either choice.
Setting a suggested Age Range controls which groups are offered for athletes during registration (when enabled in the registration form). You can also set group-specific fees in your Registration form.
Athletes assigned to groups that are set as non-competitive (i.e. does not compete in meets) will not appear on meet roster exports or be available to sign up for meet events.
Using Athlete Roster Groups in Registration
Teams who have had to use multiple registration forms can now combine complicated swimmer group combinations and fees into one form.
Any groups you have created are available to enable on your registration form. The suggested age range controls which groups are offered for athletes in your registration form. You can set optional group-specific fees, and allow no groups to be selected ("none" option). When none are selected, all default registration fees will apply.
➞ See the Registration: Athlete Roster Groups section tutorial for more information about assigning groups during registration.
To manually assign an athlete to a group, go to Manage Team > People > Click the athlete’s name > Edit. Scroll down the page and select the proper group from the menu and Save.
Athlete Roster Groups can be addressed via Communications like any other group in SwimTopia, by typing the name of the group in the "To:" when composing a message.
➞ See our Communications: Emails and Alerts article.
Athlete Roster Groups in Reports
Athlete Roster Groups are included in the following reports found under the Reports tab:
➧ Athlete Roster Report (Member Information section)
This report allows you to sort by the Roster Group and any column with the arrows.
Also notable, is the option to include non-competitive athletes and the label that displays to easily differentiate these athletes who have been assigned to a non-competitive roster group, or who are marked as non-competitive directly in their profile (under People).
The Compose button allows you to communicate these roster groups, but communication is only for the CURRENT SEASON (set under Schedule > Seasons), so you'll need to select that season in the report if you want to send an email.
➧ Athlete Attendance Report (Member Information section)
➞ See our Athlete Attendance article for details.
➧ Registration Details / Data Export (Registration section)
The Athlete Roster Group is not sortable in this report view, but you can use the Download Registration Data (csv) report to manipulate the data as needed.