Depending on your situation, there are multiple options available for creating coach accounts. Choose the option that fits your scenario.

» Note: There are only two affiliations - Athlete and Parent. Anyone who is not competing is generally considered a "Parent" regardless of age or having children. No matter which option you choose below, they will have one or the other as a label on their profile.

Covered in this Article:

➧ Coach has an existing account

• Existing Parent Account
• Existing Athlete Account

➧ Coach does not have an existing account

• No Athlete(s) to Register
• Has Athlete(s) to Register
•  

Coach has an existing account

Existing Parent Account

➧ Step 1: Affiliation to Current Season

From your People page, search for their profile in your previous season. If they are not yet affiliated with the current season, click Save to add an affiliation to the current season within their profile.

» Note: If you edit an account for older coaches (born before 1995), their birth year may be saved as 2001. Contact SwimTopia Customer Happiness for assistance in manually correcting this date.

➧ Step 2: Role Assignment

Create a "Coach" and/or "Assistant Coach" Role(s) with applicable admin privileges to assign them to. ➞ See our help center article on Defining Roles and Assigning Volunteers to Roles.

Existing Athlete Account

➞ Coach is Competing: If they are also competing, they can use their athlete account to be entered into events, and for coaching tasks.

• Follow Step 1 in the previous section to affiliate their account to the current season (if not already done), and Step 2 to assign them to a Coach or Asst Coach Role.
• Alternatively, you can wait until they are registered for the current season and then assign them to the role.
• If they do not already have an email in their account, you can add this to their profile (Edit button)
• If they need to log in, they can activate their account using the "Forgot your password?" link on the login screen. (or you can initiate a password reset email from their profile after entering an email)

➞ Coach is not Competing: If they are not competing, there is no reason to use their athlete account. You should create a "Parent" account instead.

» Note:  If you use their existing athlete account and just mark them as non-competitive, you will be charged a per-athlete fee of $3.00 ($1.50 for Lite customers). ➞ Learn more about our Per Athlete Fee in our SwimTopia Per-Athlete Fee Collection – FAQs article.

➧ Step 1: Athlete Affiliation to Current Season

If they are already affiliated with the current season as an athlete, click the red Remove button to unaffiliate their athlete account from the current season. Don't worry, this only affects your current season, not any previous season.

➧ Step 2: New Parent Account

Then create a New Parent account to use as their Coach account. 

➧ Step 3: Role Assignment

After their "Parent" account is created you can assign them to the appropriate Coach/Asst Coach Role.

Coach does not have an existing account

No Athlete(s) to Register

If the Coach or Assistant Coach does not have athletes to register you can manually create their account with name/email and create a Coach Role to assign them to for communications.

➧ Step 1: New Parent Account

Use the New Parent button on the People section to create their account. (Remember, anyone who is not competing is generally considered a "Parent" regardless of age or having 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, they should check their spam folder. 

➞ Did you receive an error such as "This email has already been taken"?

This is due to the email already being used either in a previous season on your site or on another SwimTopia site. In this case, here is what to do:

• The coach could have an account on your site in a different season. Search for them using the Season pull-down first. If found, you can affiliate them to the current season on their profile page.
• If you are sure the coach has never had an account on your site, go ahead and create the account but leave the email blank. 
• Submit a Support Ticket including the name/email and we will link the accounts behind the scenes.

➧ Step 2: Role Assignment

Create a "Coach" and/or "Assistant Coach" Role(s) with applicable admin privileges to assign them to. ➞ See our help center article on Defining Roles and Assigning Volunteers to Roles.

Has Athlete(s) to Register

If the coach pays the same as everyone else, then you could send them through the same registration form as everyone else. If you don't charge your coach for their athlete(s), or want to provide some discount, here are two options below. 

➧ Option A

Copy your registration form, name it something like "Coach Registration," and make it Private (checkbox on main registration page) with a fee of $0. Then you would open it and send this link via email to whoever 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.