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. 

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 Active Season

If they are not yet affiliated with the active season, click the Affiliations sub-tab and click Add Affiliation > Parent Affiliation to the active 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

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. 

•  Usually, a Coach remains in their position each season, so the role is 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. 
• ➞ See our help center article on Defining Roles and Assigning Volunteers to Roles if you need to create the roles first.

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

➧ 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) and then send them an account activation email from their profile.

➞ 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. ➞ Learn more here - SwimTopia Per-Athlete Fee Collection – FAQs

Step 1: Athlete Affiliation to 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: 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.

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. 

• Usually, a Coach remains in their position each season, so the role is 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. 
• ➞ See our help center article on Defining Roles and Assigning Volunteers to Roles if you need to create the roles first.

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

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.)

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 he 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: Role Assignment

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. 

•  Usually, a Coach remains in their position each season, so the role is 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. 
• ➞ See our help center article on Defining Roles and Assigning Volunteers to Roles if you need to create the roles first.

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

➧ 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.