How do I add a coach to my team?

Adding Coach Accounts

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 (#2 below) and create a Coach Role for communications. There are a few options depending on the situation.

>>Note: It is important to understand that 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.

1. 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. 

>>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 Support for assitance in manually correcting this date.

Then create a "Coach" and/or "Assistant Coach" Role(s) with full admin privelages, or only to the pages they need access to and assign them to the role. See our help center article on Defining Roles and Assigning Volunteers to Roles.

2. Coach DOES NOT already have an athlete or parent account, and DOES NOT have athletes to register

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.” 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.

As in Option 1, 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.

3. Coach DOES NOT already have an account in the current season, BUT you want THEM to create their account thru a registration form

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 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.

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 these options.