Welcome to SwimTopia, where we help simplify managing your league and your teams. Follow our handy checklist to ensure you’ve optimized the setup for your league and your teams. We’ve listed steps to get started with all of the league features we offer. Select the steps for the features that your league will be utilizing.
Some of the steps below have certain criteria, as marked with the following icons:
League features that are available even if not all teams are using SwimTopia
All teams must be using SwimTopia for this feature
This feature is available to teams and leagues who will be using Meet Maestro
Getting Started
Set up a free SwimTopia website for your league → Sign up for a SwimTopia site
Review all of SwimTopia’s league offerings so you’re familiar with all of our league features → League Features Overview
See our Getting Started Guide for Leagues, especially steps 1-3 → Getting Started Guide for Leagues
Schedule a webinar or view a recorded webinar regarding league features → contact us at leagues@swimtopia.com
Setting up a website template for your teams’ sites? (available to teams on our Premium tier) If yes → League-wide Website Template for your Teams:
Start a free trial website that will be used as your league’s template site → Sign up for a SwimTopia site
Set up the league template site → Manage Your Website
Notify us at leagues@swimtopia.com when the league template site is complete
You’ll receive a setup code
Convey setup code to your teams
Setting up league-wide billing? (only available when 100% of your teams are using SwimTopia Premium) If yes:
Notify billing@swimtopia.com of your league total athlete count for the most recent season
We’ll send you a setup code for your teams that aren’t yet using SwimTopia to use when they set up their sites, along with a sample email with signup instructions for your teams
Convey setup code and signup instructions to your teams
Meets
Create shared meet templates for your league’s meets → Shared Meet Templates
Swim events
Entry rules
Entry fees (if applicable)
Eligibility
Seeding & scoring rules
Import your league’s meet schedule → Import Your League Meet Schedule
Check your teams' details on the Member Teams Summary report, make any corrections if needed
Download the league meet schedule spreadsheet
Add meets to league meet spreadsheet
Send spreadsheet to leagues@swimtopia.com
Let us know if your teams are not allowed to edit their meet results - notify us at leagues@swimtopia.com
Meet Maestro
Run a test drive of Maestro → Meet Maestro Test Drive
Will it work for your league? Are there exceptions?
Ensure meet templates are set up correctly
Develop training notes/plans for your teams
Are your DQ codes different from the USA Swimming DQ codes? If yes:
Send DQ codes to leagues@swimtopia.com
Scoring and Standings
Set up your league’s divisions on your site → Setting up Divisions for Your League
Ensure scoring is set up for your league → Scoring for Leagues
Set up the League Standings Snippet on your site → League Standings Snippet
Shared League Waivers for Registration Forms
Set up league waivers to be used on teams’ registration forms → League Shared Form Sections
Are league fees charged during registration on teams’ sites? If yes:
Set up a Stripe account → Stripe Account Setup
Roles
Set up and assign roles for league officers/members → Roles
Set up Shared Roles for your teams → Shared Roles
Shared Job Templates
Set up shared job templates to provide a baseline job template that teams can copy (available to teams on our Premium tier) → Shared Job Templates
Communicating With and Training Your Teams
Train your teams’ admins
Training - communicate how to use SwimTopia’s league features
Documentation - set up Resources on league website
Communicate any special instructions to teams about league-specific rules:
Any league-specific rules about making changes/edits
What teams are allowed to do or not do with their meets
Who to contact with questions
Are all of your teams using Meet Maestro? If not, consider encouraging teams to try Maestro:
Communicate test drive info → Meet Maestro Test Drive
Encourage admins, parents to use mobile app → SwimTopia Mobile App
Push alerts → Communications: Emails and Alerts
Live event/heat bar → SwimTopia’s Live Event/Heat Bar
Upgrade to Pro for heat sheets, live results
Help your teams get the word out → Tools to Inform Parents about SwimTopia’s Mobile App
Ongoing support for teams
League Resources page → SwimTopia for Leagues
SwimTopia Help Center → help.swimtopia.com
Help within “Manage Team”
What’s New
Contextual Help Center button
Help bubble
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