Family Overview

A family can see everyone included in the family unit and all upcoming and past calendar events. They can drill down to specific meets to see which events (if the team chooses to display them) and volunteer positions their family is signed up for. 

Push Notification - Team Alerts

➧ Receiving Alerts (Members)

1. Download the Swimtopia mobile app on the App Store or Google Play  
2. Log in with your Swimtopia login (the same one you used to register on the team website)
3. Check your app notifications in your phone's settings -- ensure it’s set to pop up on your screen. If you do not want a banner notification, you will find the notification stored under the bell icon in your Swimtopia app as long as you have notifications on.

» Note: Members who don’t download and log into the app (with notifications turned on in phone settings) will receive the alerts via email.

» Android Users: ensure the PhoneGap Push Plugin notification setting is not turned off. If you experience any issues after checking this ➞ See Android's Notification Support Article. If this does not help, we will need screenshots from your phone to assist - Submit a request

➧ Sending Alerts from the App (for Team Admins)

A "Site Admin" or user assigned to a role with permission to manage communication can send a push notification (alert) from within the Swimtopia Mobile App (key icon).

For more team admin instructions on sending Alerts, ➞ see our Communications Help Center article.

Live Event/Heat Bar

Like having an Event/Heat board in your pocket, Swimtopia Mobile displays a Live Bar that keeps you up-to-date on what’s happening in real-time. The Live Bar is invaluable if you can’t see clearly from your volunteer position, or you’re home with the siblings and trying to time your arrival. You’ll never miss an event again!

➧ Swimtopia Live features include:

➧ Multi-Session or Virtual Meets

If a meet has multiple sessions (like a boys pool and a girls pool, or virtual meets), the volunteer can select a session (or team/pool for virtual) to manage. As long as both pools have a volunteer manning the live bar, then parents from either team can pull up the live bar that corresponds to their "session" and see the live event/heat updates. 

Meet and Job Signup

➧ Signup Status Display

➞ Signup Open

When a team opens sign-ups for meet declarations or volunteer commitments, the corresponding signup buttons appear on the meet Overview screen of the mobile app. 

➞ Signup Auto Open or Close

If meet or job sign-ups are scheduled to automatically open or close at a specific date and time, that information is shown in the mobile app.

Example: Meet and Job Signup Auto Close

➞ Signup Closed

If meet or job sign-ups are Pending or Closed, a status of Closed will display.

» Note: Sign-ups for meets or jobs will only appear for events happening today or in the future. These options are automatically hidden for any past events.

➧ Meet and Job Signup Process

Upon clicking on the Meet or Job Signup buttons, the user will be presented with a mobile-responsive view of the signup page on the team site to complete the process.

➞ Meet Signup - Attendance Declaration and/or Entries

➞ Meet Signup - Jobs/Shifts

➧ App View After Signup

Return to your Swimtopia mobile app by clicking the "Done" backlink seen at the top of your device. You'll see these declarations displayed in your app as seen below:

➧ Meet Entries and Seed Time Display (for Team Admins)

There are two settings on the Meet > Status page that control the display of individual and relay entries on the website and mobile app. If you do not want this information visible until you are ready to display it to parents/athletes, you may need to change these settings. 

Additionally, the entry/seed time display depends on whether the meet entries have been locked, disallowing additional changes:

• Before entries are locked - nothing will display
• After entries are locked - the entry time, custom time, or NT will display, as appropriate

See ➞ Meet or Event Status (Calendar & Mobile App Display) for more details on these settings.    

Calendar Event RSVPs and Job Signup

➧ Calendar Event Details

The event Name, Location, and Start time (or All Day Event) will be displayed in the mobile app.

We do not display the description, so members will need to access the website for these details. There is an "Visit Website" link at the top of the family overview screen to get there quickly.

➧ RSVP Status Display

Similar to meet signup, when a team opens sign-ups for calendar event RSVPs or volunteer commitments, the corresponding signup buttons appear on the calendar event Overview screen of the mobile app. 

➞ RSVP Auto Open or Close

If RSVPs are scheduled to automatically open or close at a specific date and time, that information is shown in the mobile app.

➞ RSVP Closed

If RSVPs are Pending or Closed, a status of Closed will display.

➧ Calendar Event - RSVP Process

Upon clicking on the RSVP or Job Signup buttons, the user will be presented with a mobile-responsive view of the signup page on the team site to complete the process.

➧ App View After RSVP

After completing the RSVP process, you'll see these declarations displayed in your app.

➧ Calendar Event Job Signup

➞ Job Signup Auto Open or Close

If job sign-ups are scheduled to automatically open or close at a specific date and time, that information is shown in the mobile app.

➞ Job Signup Closed

If job sign-ups are in a Pending or Closed status, a status of Closed will display.

➧ App View After Signup

After completing the signup process, you'll see these declarations displayed in your app as seen below:

» Note: Sign-ups for calendar events and jobs will only appear for events happening today or in the future. These options are automatically hidden for any past events.

Public Meet Search & Guest Access

» Note: This feature only applies to meets run using Swimtopia's meet management software (Swimtopia Meet). 

Family and friends love to cheer on their favorite athlete, even when it's from afar! The Public Meet Search feature allows non-team members (grandma, grandpa, sister Sue...) to follow along from anywhere. 

Accessible from the settings menu (wavy lines in the upper left) for those logged into their Swimtopia account in the mobile app.

Or by accessing the meet as a guest through our Guest Access:

➧ Private Meets

  The meet admins can enable a setting in the meet that makes the meet private, in which case, non-members will not be able to access the meet to follow along. This will be designated in the app by a lock icon next to the meet name, and when the user clicks on the meet name, a message will display:

Meet Admins➞ See Swimtopia Meet Settings - Mobile App for more details.

» Guest Mode Users Tip: Don't log out. When you log in via Guest Mode, a "token" is associated with your access to remember your favorite athletes (Pro Users), and you can continue to see the athlete's history over time. If you log out of the app, the token is no longer associated with you to remember your favorites. The next time you try to use the app, you have to log in as a guest again and then re-favorite.

➞ Learn more about our Guest Access feature here

Result History & Best Times

➧ Accessing the Athlete's Result History - Best Times

Our mobile app keeps the athletes' best times and all result times/scores at your members' fingertips, with details on every event for which Swimtopia has data, organized by stroke and distance.

Click on your athlete's name and select Result History.

➧ Default Course Display

By default, all times/scores will display based on the course displayed in the drop-down menu, but you can slide the bar to "Convert all times to selected course" if you would like to see the converted swim times in your pool course. Your selection is "sticky," meaning what you select will be your default each time you access the athlete's result history until changed.

➧ Conversion Display

Any meet that was run at a pool in a different course will show the original time marked by an asterisk, with the converted time in that pool's course below.

➞ Converted to Yards: 

➞ Converted to Meters:

➧ Results by Stroke

From the Best Times screen, you can drill down to see All Results for each stroke:

The default view will contain a list of meets in order of most recent meet.

Pro users can tap the chart icon to switch from the list view to the chart view. Learn more about our performance graphs ➞ Swimtopia Mobile App - Performance Graphs

Post-Meet Results & Team Scores 

(Meet is Complete)

➧ Pro Version - Results for all athletes during and after the meet is over

Results for ALL athletes and events, team scores, broken records, and time standard achievements can be viewed as the meet progresses (if run using our meet system) and when the meet is complete from the Events > Results tab.

Learn more about meet results in the Pro version here➞ Swimtopia Mobile App - Pro Subscription Feature Details

➧ Free Version - No live results during the meet

Results will not be displayed on the free version of the mobile app during the meet. Upgrade to Pro to see live results (including team scores, broken records, and time standard achievements).

Access to live data depends on technology and services that require ongoing maintenance and support. Like other providers in the industry, we charge for this service to help ensure a reliable, real-time experience and continued investment in the infrastructure that makes it possible.       

➧ Free Version - Results for your athletes (after the meet is over AND results are transferred or uploaded by meet admins)

Users will see meet results for THEIR athletes, from the Meet Overview screen and the athlete's meet history screens, but only AFTER the meet is finalized and the meet host has either transferred or uploaded the results to the meet when the meet is run in another system other than Swimtopia Meet.

➞ After Results are Transferred/Uploaded (Overview Screen):

➞ Team Scores: 

Teams can choose whether or not to display the meet scores in the app. Users of the free version will only see the breakdown of scores after the meet has been completed (second screenshot).

Manage Team Access 

(for Team Admin & Coaches)

Often, coaches and head volunteers on the pool deck need to look for a team member’s contact details, or send an email or push alert to the team. 

Users with administrative permissions on the team site will see a “key” icon to the left of the notifications “bell” icon (shown below). Clicking that key will give access to the admin menu in the app without having to log in again.

If the user can access the “Manage Team” areas of the team account, they will see a new “Manage Team” link in the mobile app. Selecting this item will open a web browser to the Manage Team area of the team site. 

» Note: Click the "Done" backlink seen at the top of your device to return to the mobile app.