Seasons in SwimTopia

➧ What is a Season?

A Season is simply a span of time during which your team’s activities take place. 

• A season defines a range of time, from the start date to the end date (SwimTopia default is calendar year).
• Seasons are used to organize your events, athlete affiliations, role assignments, sponsorships and registrations.
• The selected season determines which season is currently active, regardless of the current date.
• Members who are affiliated with the active season are included in Communications and Reports.
• If a season has an age-up date, that date is used to determine athlete ages for age-group membership.
• By setting the active season, you can control when your team "rolls over to the next season."

New Season Checklist

➧ Create Your New Season (Manage League > Schedule > Season)

» Note: If you would prefer to view the expanded version, please see our ➞ New Season Setup Guide for Leagues. 

  Add Season: Click on either the Fix Active Season button or the + Add Season button to create your new season.

  Age-Up Date: Ensure the listed age-up date is correct and edit if needed.

➧ Verify League Settings (Manage League > Settings)

 Billing Contact: Confirm the league's listed billing contact information is correct and edit if needed.

 Online Payment Configuration: Ensure your Stripe online payment account is in good standing.

 Division Assignments: Use the dropdown menu to assign teams to the correct division for the new season.

➧ Update Admin Site Access

Full Access (Red Badge) Site Admins: Review the listed red badge site admins under Manage League > People and edit as needed to add new admins and remove those that should no longer have access.

Limited Permission (Role Based) Site Admins: Review the list of all individuals assigned to roles with a crown or key icon (designating admin permissions are assigned) and add/remove people as needed from their assigned role (Manage League > Roles > Assign Roles).

➧ Update League-Wide Shared Forms & Templates

Shared Acknowledgements: Review your existing shared acknowledgements to determine if any changes are needed for the new season (Manage League > Registration > Shared Acknowledgements). If changes are needed, we HIGHLY recommend creating a new acknowledgement form versus editing the existing one as changes will propagate down to all past seasons. 

Shared Meet Templates: Review your shared meet templates and edit if needed, paying close attention to eligibility requirements and "only accept entry times since" dates.

➧ Update Meets and Events

Calendar Events: Add calendar events for the new season (board meetings, officials training dates, etc).

League-Wide Schedule Import: Once your meet schedule has been confirmed, send it to us for import.

➧ Update Role Settings and Assignments

Review League-Shared Roles: Add/Edit your league-shared roles for the new season.

Review Local League Roles: Review your existing roles (Manage League > Roles) and update permissions and settings as needed.  

Review Role Assignments: Review the list of all individuals assigned to roles and add/remove individuals as needed. Note: you won't be able to assign someone to a role until they have been affiliated to the active season.

➧ Update League Shared Benchmarks

Review League Record Books: Ensure records broken in the preceding season have been manually added to the league record book.

Review Time Standard Sets: Update any time standard changes for your new season and make sure they are applied to the appropriate shared meet template.

➧ Update Site Content

 Sponsorships: Add and display sponsors for your new season (Manage League > Website > Sponsors)

Front-Facing Site Content: Review the front-facing content on your site and update information as needed. 

➧ Send Reminders to Your Teams

Update league shared roles for the new season

Review registration forms to make sure updated league-wide waivers are attached

Verify listed meet dates are correct if team is adding to schedule prior to league-wide import

Setup Support Tools

➧ Expanded Version of this Checklist - For detailed instructions, See ➞ New Season Setup Guide for Leagues)

➧ New Site Admins - Are you a new Site Admin this season, or do you need to train one to take over soon? ➞ See our Quick Start Guide (New Site Admins)

➧ What's New? - Visit the "What's New" page from the top of your "Manage Team" admin console to catch up on all the latest changes. (also available from the Help Center ➞ What's New? Making SwimTopia Better for You!).

➧ Product Support and Training - We offer many support options to cater to your needs. Our robust Help Center, is accessible 24/7. You'll find helpful step-by-step guides, topic-focused training videos on our very own YouTube Channel, and many tips and tricks within our Community section. ➞ View All Support Options

➧ Billing Questions - We are happy to answer any questions ➞ See our Billing Support & Policies Overview article for details.