How do I add a coach to my team?

Depending on your situation, there are multiple options available for creating coach accounts.

>>Note: There are only two affiliations in SwimTopia at this time - Athlete (by age group) and Parent. No matter which option you choose below, they will have one or the other as a label on their profile, which is not removable.

Covered in this Article:

• Coach does not have an account, and does not have athletes
• Coach is an existing parent or athlete in your system
• Create coach account thru a registration form (athlete info required)

➧ Coach does not have an account, and does not have athletes

If the Coach or Assistant Coach does not have athletes to register, and you do not need a registration form filled out, the quickest option would be for you to create their accounts with name/email and create a Coach Role for communications.

Use the New Parent button under the People section (bottom of page) to create their account. 

>>Note: Even if they are not a parent, OR they are a 16yr old coach, you use the New Parent option, which is considered “an adult with zero or more children.” As mentioned above, a "Parent" label will display next to their name. This is purely an aesthetic issue. The label is not removable.

An activation email will be sent immediately so they can set their password to access their account. If they do not see this email pretty quickly, they should check their spam folder.

>>Tip: We recommend creating a Coach and/or Assistant Coach role to assign these people to, so you see this "role label" on your People list. If the head coach wanted to send a communication out to their team, they could do that in the Communications tab by just typing the role name in the Send To box ➞ See our help center article on Communications: Emails and Alerts.

➧ Coach is an existing parent or athlete in your system

If they are not yet affilated with the current season, click to affilate them within their profile. If they are an existing athlete but not competing, you can mark them as non-competitive in their profile (Edit - Does not compete in meets) and they will not show up for meet entries.

The Athlete (by age group) label will only be cosmetic at that point. See our help center article on Managing People. 

Then create a "Coach" and/or "Assistant Coach" Role(s) with applicable admin privelages. ➞ See our help center article on Defining Roles and Assigning Volunteers to Roles.

>>Note: If you edit an account for older coaches (born before 1995), their birth year will be saved as 2001. This is a known issue. Contact SwimTopia Customer Happiness for assitance in manually correcting this date.

➧ Create coach account thru a registration form (athlete info required)

Option A: Copy your registration form, name it something like "Coach Registration", and make it Private (checkbox on main registration page) with a fee $0. Then you would open it and send this link via email to whomever needs to register ➞ See our help center article on the Main Registration Section, which covers this topic.

>>Note: Since it is private, it will not be visible on your website, but must still be in an Open state for people to access it.

Option B: Create a Discount Code on the existing registration form or a separate form (Payment Section), and provide this code to your coaches to use at checkout. See our help center article on Discount Codes.

>>Note: They will have to enter an athlete with both of these options.