With a little bit of housekeeping, your SwimTopia league website will be ready for your new season to start! We have put together a list of steps to make this as quick and easy as possible.
» Note: If this is your first time setting up your site, See ➞ SwimTopia Quick Start Guide (for Leagues)
Covered in this Article:
➧ Support Tools
➧ Steps Prior to Creating Your New Season
➧ How to Create Your New Season
➧ Steps After Creating Your New Season
- Update Access to Site Administrators & Other Coordinators
- Update Role Assignments
- Update Meets and Events Schedule
- Update Your Shared Acknowledgement Sections
- Review Division Assignments
- Create or Update Shared Time Standard Sets
- Update Sponsorships
➧ New Site Admin
Are you a new Site Admin this season or want to start using more features? ➞ Check out our Quick Start Guide (New Site Admin).
➧ Product Support Options
We offer many support options to accommodate our customer's needs and schedules. We are happy to assist you with your new site setup as needed. ➞ See SwimTopia Support - How can we help you?
➧ League Features Overview
If you need a refresher of all the great league features available, watch the recorded workshop webinar at your leisure.
➞ direct link to our League Features video.
Confirm Billing Contact
Most configurations within your site-wide Settings will remain the same each season, but your Billing Contact could eventually change. SwimTopia sends renewal reminders to the email listed as your Billing Contact, so it's imperative that this remain up-to-date to avoid any disruption in service.
This is found under Settings > Billing Contact.
Confirm Online Payment Configuration (Stripe)
If you plan to collect League Fees online through each team's registration, ensure your Stripe account is in good standing each season.
Resolving issues or setting up an account can take time, so we suggest getting this started right away. Although rare, there are times when they need to request information due to KYC (Know Your Customer) banking regulations.
This is found under Manage League > Settings > Stripe Account.
» Note: If you do not yet have a Stripe account, you will need to set up an account to accept online payments. Reference our step-by-step tutorial ➞ Stripe Account Setup
Edit Content on Your SwimTopia Site
This can be done at any time, but if you are waiting on other decisions that affect updates to your site, you could get started scanning through your website content to see if there are any references to policies, dates, deadlines, etc. that are relevant to the last season but may have changed for the new season.
You can edit those pages directly by going to Manage Site > Edit Page Content.
» Tip: Limiting specific dates throughout your site will speed up this process each season. If you need to list specific dates, keep track of the pages that will need to be updated to expedite updates.
➞ See more about Managing Your Website.
➧ Do you want to require a CAPTCHA to prevent spam?
If you use the Contact Us Form snippet, you might want to consider turning this feature on if your team has received any spam through your Contact Us page. You can turn this setting off at any time and revisit the need for this extra security level each season.
Learn more about this topic ➞ Contact Us Form Snippet.
➞ direct link to our Looking Good! video.
Update the “Current Season” on Your SwimTopia League Site
➧ 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 (default is the calendar year).
- Seasons are used to organize your events, athlete affiliations, role assignments, sponsorships, and registrations.
- The selected current season determines which season is active, regardless of the current date.
- Members affiliated with the active current 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 groups.
- By setting the current season you can control when your team "rolls over to the next season."
➧ How do I update my season?
When the current date falls outside the time that defines your current season, you'll see a gentle reminder that your season is out of date. When you go to Manage League > Schedule > Seasons and click on Fix the Current Season, your new season will be created for you.
Or you can select +Add Season to create one manually. (also update the age-up date)
➧ Why did information disappear?
Once you change your season, you might notice that the previous season's role assignments, people/roster, division assignments, meets/events, sponsors, and reporting information seem to “disappear." This is because this information is tied to the previous season.
Past season data can be found by selecting the season from a drop-down box or from the left margin where applicable (meets and events).
Learn more about this topic ➞ Creating & Managing Your Seasons and Multiple Seasons in a Year
Update Access to Site Administrators & Other Coordinators
As teams set up for the first time, or transition to a new season, one of the first tasks is to ensure board members, coordinators have access to all or specific areas of the site.
When you go to your People page, the members listed are those with an affiliation to the current season (you can easily change to a different season with a drop-down box).
➧ Site Administrator Access
“It takes a village,” right? Make it easier on yourself by delegating team management responsibilities to your capable teammates.
Administrator accounts from the previous season, those with the red "Admin" badge, will automatically carry over each season in People, but their "Parent Affiliation" to the current season will not be automatically renewed. This occurs when they register for the season.
If there are admins who will not return, you can click the Revoke Admin button in their profile.
» Tip: To give you more control over who has the ability to make changes that could affect your parents/athletes and your site, we highly suggest limiting the number of administrators with full admin privileges.
➧ Other Board Members and Volunteer Coordinators
Many Board Members and other Volunteer Coordinators only need to access particular areas such as People, Meets/Events, or Reporting. You can grant partial privileges based on a “Role” to limit access for each volunteer.
➞ Learn more about managing access for your site admin and coordinator roles in our Adding New Admins and Defining Roles articles.
➧ Manually Add Season Affiliations
You can manually add a Season Affiliation to members by clicking their name on the People page. (If they are not visible in the People list, you can search for them in a previous season using the Search function at the top.)
On the right, you will see “Add affiliation for.” Select the current season from the drop-down box, then click “Save.”
Learn more about managing your members ➞ People/Roster
Update Role Assignments
Role assignments are also associated with seasons. Some roles are set up so the assignments are seasonal, and others can be set up so the assignments are ongoing from year to year when assignees do not change often.
➧ Seasonal roles
If “This role is reassigned every season” is checked, the role assignments will be reset at the change of a season, and all members who were assigned to those roles last season will no longer be assigned to those roles. If you know that any of your members are repeating their roles from last season, you have the ability to manually reassign them, but keep in mind, you won't be able to assign somebody to a role if they aren’t a member of the current season.
See ➞ Update Access to Site Administrators & Other Coordinators if you need to manually affiliate someone to the season.
➧ Ongoing roles
If “This role is reassigned every season” is unchecked, role assignments will carry over from season to season. Once you've updated your Current Season, you'll see people in your Roster with this Role badge next to their name. They won't have the Parent badge until they have completed the registration form. If a member is not returning to one of these roles in the new season, you’ll need to manually remove them from their role assignment.
» Note: Once a Role has been set up as being reassigned each season (or not), it's best to leave that setting as-is. If you need to change that setting, it's better to delete the Role and create a new one. Changing the setting from one season to the next may produce unexpected results for previous vs new assignees.
Learn more about how Roles are used ➞ Defining Roles
➧ Shared Roles
Leagues can create Shared Roles that are then pushed down to their SwimTopia teams. Shared Roles are used for positions that are common to all of the league’s teams, and especially when the league admins would like visibility to the assignments for those positions and for communication to those assigned to the roles from all teams. Examples can include: Team President, League Rep, Head Coach, Computer Person, and other board members
Each season, you'll want to review your Shared Role definitions and make any adjustments necessary for the new season.
» Note: If a shared role is seasonal, last season’s role assignments will “disappear,” so you’ll want to remind your teams to assign names to those Shared Roles.
Go to Roles and then click on Role Assignments in the upper right corner.
- To remove a name, click on the “X” next to the member’s name
- To add a name, click on “Add/Remove” next to the role
- Begin typing in the name of the member, and select the name when it appears
- Click “Save.”
» Note: The Role assignees shown here are from each site’s Current Season. Shared Roles will show the team’s assignees from that team’s Current Season. “Local” roles will display assignees from the league’s Current Season.
➞ See more about Shared Roles.
PREMIUM Volunteer management features that are demonstrated in this video are available to our Premium customers.
Update Meets and Events Schedule
If you'd like to send us your league's meet schedule at the beginning of the season, we can push those meets down to the sites of all of your SwimTopia teams, and they'll be automatically added to their Schedules.
To send a league meet schedule file to us, follow the instructions under "League Meet Schedule" in our Help Center article about the League Meet Schedule.
» Note: If you've listed any events on your own site's calendar in past seasons, be aware that events and meets are associated with a season. If any of these events are recurring from one year to the next, you’ll want to copy those events from last season to this season.
Go to Manage League > Schedule and change the season to the past season. You should then see your list of events from that season.
- Click on an event
- Click on “Copy” in the upper right corner
- Change the date (and the meet age-up date for meets)
Review Shared Acknowledgement Sections
If you've created a Shared Acknowledgement that your SwimTopia teams are using on their registration forms, you should review the Shared Forms and determine if you need to make any updates to your acknowledgments.
Go to Manage League > Registration > Shared Form Sections. Click the "Copy" button to the right of the form you'd like to replicate for the new season.
Make your edits to the new Shared Form to reflect the new season, make sure that it is published, and then edit the old Shared Form to unpublish it.
» Note: if you make edits to an existing Shared Form that your teams are currently using on a registration form, you will need to communicate that to your teams. The team admin will need to edit their registration form, remove the old Shared Form, and re-add the new, updated Shared Form.
➞ See more about League Shared Form Sections.
Update Division Assignments
As you begin your new season, you'll want to update your Division Assignments.
Go to Manage League > Settings > Division Assignments. Review the list of SwimTopia teams, and if any teams are missing from the list, contact SwimTopia Customer Happiness (The team must also be using SwimTopia to show up on your list).
Select the new season. Then for each team, select the appropriate division from the drop-down list next to each team name.
➞ See more about Setting up Divisions for Your League.
Create or Update Shared Time Standard Sets
If you did not create Shared Time Standards Sets last season, you can create those or update as needed and apply these to your Shared Meet Templates, so your teams can access these Time Standards to apply to applicable meets.
➞ See more about League Shared Time Standard Sets
If you are displaying league sponsors on your site, be aware that Sponsorships are tracked per season. So once you update your Season, old sponsors will no longer show up in the section of your website that is created by the Sponsor snippet. You'll need to set up new Sponsorships for the new season. We offer a handy tool for copying Sponsorships that renew from one Season to another:
Go to Manage League > Website > Sponsors > Sponsorships
- Select the last season
- Select all the Sponsorships that will be renewing for the new Season - you can either select all by checking the box above the top of the list, or you can select individual Sponsorships from within the list
- Once you've selected one or more Sponsorships, you'll see a drop-down box that says "Copy to Season"
- Select your new season
Once the Sponsorships are copied to the new season, you can edit their categories. And you can add new Sponsors to your new season's Sponsorships.
➞ See more about Sponsorships.
Voilà! Your SwimTopia league site should be all ready for your new season!
Now that you've done the housekeeping for your league's transition to the new season, you can point your teams to our helpful article about the steps they'll need to take for their team sites. ➞ See New Season Setup Guide (for Teams)
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