Athlete Roster Groups

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
• Communication
• Reports

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Locating the Athlete Roster Groups Setting

Athlete Roster Groups are found under Settings > Athlete Roster Groups in the Manage Team admin console.

 

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When to Use Athlete Roster Groups

When 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

Roster Groups are exclusive (an athlete can only be assigned to one Roster Group), so you will need to set up a separate group if an athlete can be in more than one group at a time. For example, in a team with Swim and Dive programs where an athlete can both swim and dive, you will need to create at least three groups:

1. Swim
2. Dive
3. Swim & Dive

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Benefits of Using Athlete Roster Groups

Using athlete groups, you can:

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.

 

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Creating Athlete Roster Groups

To create your Athlete Roster Groups, click on the Add Roster Group button.

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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.

 

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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. 

 

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Manual Assignment

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.

 

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Communication

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.

 

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Reports

Athlete Roster Groups assigned during registration are included in the Download Athlete Data (csv) report for each registration form.

 

This report can be found within Registrations > Click on Registrants# or under the Reports tab.