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? 

2026 Product Updates: We’ve introduced updates to our team management platform to enhance account security, the parent registration workflow, and overall team administration of user data. ➞ Learn more here

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.