Coach has an account on your team

➧ Existing Parent Account

Assign them to the appropriate Coach/Asst. Coach Role.

This can be done from within their Affiliations sub-tab if you already have the roles set up. Where you will find the role to select (Non-seasonal vs Seasonal affiliations) depends on how the role was set up. 

• A Coach usually remains in their position each season, so the role is normally set up to not be reassigned each season. In that case, you would find that role to select under the Non-seasonal Affiliations section. 
• Assistant Coaches can change each season, so those are usually set up to be reassigned each season, and would be found under the Seasonal Affiliations section. 

You can also assign these roles from the Roles > Assign Roles screen:

➞ See our help center article on Defining Roles and Assigning Volunteers to Roles if you need to create the roles first.

➧ Existing Athlete Account

➞ The coach is also competing: they can use their athlete account to be entered into events and for coaching tasks.

Step 1: Affiliation to Active Season

If they are not yet affiliated with the active season, you can wait until they are registered on a registration form, or manually affiliate them to the active season. (Roster Group will only show if enabled in Settings.)

Step 2: Add Role Affiliation

Next, assign them to a Coach or Asst Coach Role. (follow the Add Role Affiliation in the previous section above) For example:

Step 3: Send Email Invitation (Optional)

If they do not already have an email in their account, you can add this to their profile (Edit button) and then send them an account activation email from their profile.

➞ The coach is not competing: just add their coach role affiliation for this season, so you are not charged a per-athlete fee for them.

» Note:  If you use their existing athlete account and just mark them as non-competitive, you will be charged a per-athlete fee. ➞ Learn more here - SwimTopia Per-Athlete Fee Collection – FAQs

Step 1: Is the athlete affiliated to the active season?

If they are already affiliated with the active season as an athlete, click into the Affiliation sub-tab and then click the Edit button next to their season affiliation to delete their athlete affiliation with the active season. 

Step 2: Add Affiliation

Next, follow the Add Role Affiliation above to assign them to a Coach or Asst Coach Role.

Step 3: Send Email Invitation (Optional)

If they do not already have an email in their account, you can add this to their profile (Edit button) and then send them an account activation email from their profile. For example:

➧ No Parent or Athlete Account - Assigned to Coach Role

• If they do not have an existing parent or athlete account, but were assigned to the Coach or Asst. Coach Role under Non-seasonal Affiliation, you do not need to make any changes. These roles are persistant accross seasons.
• If they were assigned to the Coach or Asst. Coach Role under the Seasonal Affiliations, you'll need to reassign them each season. because. these are tied to the active season.

» Note:  Users do not need to have a parent or athlete affiliation to be assigned to a role. If you want to remove these labels, you can remove those affiliations without affecting the role affiliation. (this is shown in Step 1 of the section above)

Coach does not have an account on your team

➧ No Athletes to Register

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.)

A team invitation 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 by..."?

• The coach could have an account on your site in a different season and/or under a different name, or the email could be listed on another user's account in your team. Search for them using the Season pull-down first. If found, you can affiliate them to the active season on their profile page.
• Submit a Support Ticket, including the name/email if you are not finding the user anywhere on your site.

Step 2: Add Role Affiliation

Assign them to the appropriate Coach/Asst. Coach Role.

This can be done from within their Affiliations sub-tab if you already have the roles set up. Where you will find the role to select (Non-seasonal vs Seasonal affiliations) depends on how the role was set up. 

• A Coach usually remains in their position each season, so the role is normally set up to not be reassigned each season. In that case, you would find that role to select under the Non-seasonal Affiliations section. 
• Assistant Coaches can change each season, so those are usually set up to be reassigned each season, and would be found under the Seasonal Affiliations section. 

You can also assign these roles from the Roles > Assign Roles screen:

➞ See our help center article on Defining Roles and Assigning Volunteers to Roles if you need to create the roles first.

➧ Has Athletes 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.