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. See below for more details on this.

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Athlete Roster Groups Overview

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 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:

Swim
Dive
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

Setting Up Athlete Roster Groups

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 and Managing Athlete Roster Groups

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.

Athlete Roster Group Limits

You can set custom limits on your athlete roster groups, making it easier to manage and organize your team more effectively.

You must first enable and define your Athlete Roster Groups as discussed above, and then enable the Athlete Groups tab in your registration form, and select the groups you want parents to see when registering.

When both of these configurations have been completed, you will see the checkbox to Limit registrations by roster group on the Edit Registration Limits page.

➞ See the Registration Limits - Team, Age Groups, Roster Groups article for details.

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.

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.

Do you need to reach a specific group in a previous season?

When you email directly from the Communications center, you are only able to reach members of your athlete roster groups registered in the current season. So, if you've already updated your season, the Athlete Roster report (under your Manage Team admin console) is the best way to reach previous groups.

Are you holding a pre-season clinic and want to separate your communication to these athletes/parents? You might benefit from creating a separate season to manage your clinics since athletes can only be in one roster group at a time within a season.

➞ See this section of our Registration Fees - Scenarios and Setup article for details.

» Note: Any parent/guardian listed with an email is included in the communication sent to an athlete assigned to an athlete group, a role, and from athlete-specific reports. This will also ensure the message will be delivered to the parents when there's no email address affiliated with the athlete. Messages are sent to parents and athletes regardless of their opt-in/out choice, which only pertains to the "Members" groups. If you do not need a parent to be copied (i.e. you're emailing Asst. Coaches who are also athletes, but they are over 13), you can click on “Expand Groups” and remove the parents. Use caution in doing this. The Children's Online Privacy Protection Act ("COPPA") and SafeSport rules state that adults cannot communicate with minors (a parent or other adult must be copied).

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 to these roster groups.

➧ Athlete Attendance Report (Member Information section)

➞ See our Athlete Attendance article for details.

➧ Registration Details / Data Export (Registration section)

Athlete Roster Groups assigned during registration are included in the Download Athlete Data (csv) report for each registration form under Registrations > Click on Registrants#.

Or for all forms combined in the Registration Details / Data Export under the Reports tab (example below).

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.

How-To Video: Using Athlete Roster Groups

Watch our how-to video to learn how to manage these groups for more detailed information.

hcmanagepeoplenewathlete hcmanagesettingsathleterostergroups

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