Most teams were able to come back in 2021/2022 with safe policies in place or virtual meet plans, but we know others unfortunately were not. We hope everyone is ready to come back to face-to-face meets!
We want to help ensure your site is ready for your setup and you know how to reach everyone that may or may not have been part of your last season.
IMPORTANT NOTES:
1) Do not update your Season until you've reviewed this article. If you have, just set the season back to 2020 for now (assuming you have not opened registration).
2) Immediately check to ensure your online payment account is in good standing. Although rare, there are times when payment processors need to request information due to KYC (know your customer) banking regulations, so it’s best to confirm at the start. This is found under your Settings.
» Tip: Don't save this until right before opening registration.
After completing any necessary cleanup steps below, we recommend that you go through the standard New Season Setup Guide (for Teams) as you continue setting up for your new season.
Covered in this Article:
Select the scenario that most closely matches your previous season:
Normal Season
If your team was able to move forward with a normal season, AND you expect to do the same this season, hooray! ➞ See New Season Setup Guide (for Teams) to set up for your new season as usual.
» Note: You may want to contact your insurance provider to discuss any Covid liability updates and update your liability forms to account for these changes.
➧ Holding Virtual Meets this season? If you would like to use SwimTopia's Meet Maestro meet management software ➞ See our Meet Maestro - Virtual Meets article. You'll find links to pre-recorded videos and simple setup and meet-day instructions. You'll still want to follow the New Season Setup Guide (for Teams) to set up for your new season.
If your team has never used Meet Maestro, we're happy to answer any questions you may have ➞ contact the SwimTopia Customer Happiness Team
Partial Season (Social Distancing or Virtual Meets)
» Note: Once you have reviewed each topic below and performed any necessary actions, we recommend using the standard New Season Setup Guide (for Teams) as you set up for your new season. Depending on how your new season shapes up, this checklist may not need to be followed exactly, but it helps make sure you think about each area needing attention. We're happy to answer any questions you may have ➞ contact the SwimTopia Customer Happiness Team
- ① Season Updates
- ② Registration Form
- ③ Communication
- ④ Meets & Events
- ⑤ Meet Templates
- ⑥ ➞ Next Step
① Season Updates
You will update your season as usual since you likely opened registration and followed a meet schedule in some capacity. Follow the steps as outlined in the New Season Setup Guide (for Teams).
② Registration Form
Depending on your season plans, you can either copy your last registration form, or you may need to copy a previous season form if your last form was very different from the information you usually collect in a standard swim season. You can also create a new registration form from scratch, but it's much faster to copy an old form and edit as needed.
» Note: You may want to contact your insurance provider to discuss any Covid liability updates and update your liability forms to account for these changes. To insert a Covid waiver into your registration form, see How to Insert Acknowledgements.
Either way, you can do this by going to Registrations > Copy Existing Form or +New Form button
③ Communication
➧ Reaching your members from seasons prior seasons
When your new season is created and you're ready to open your registration, you can send messages to your members from older seasons to catch those that chose not to participate in your last partial season, by going to Reports > Registration Details / Data Export and filter by your last fully operational season. Once you generate the report, you'll see a button to Compose and send email.
➧ Reaching your previous season members
Use "Members - Previous Season" in your communications to reach your last season registered families.
» Tip: To ensure duplicate emails are not sent to the same families registered in both seasons, we highly recommend sending your communication to members from both seasons at once. After clicking on the Compose email button on the Registration Details report, add "Members - Previous Season" to the “To” field of the same email. If the steps are done in this order, you can include both groups in the same email and the system will remove any duplicates.
➧ Reaching your new season members
Once you open registration and members register for your upcoming season, you'll use the "Members" group to reach out to your current season's roster as usual.
④ Meets & Events
Depending on whether your last season's times are considered official or not, on some or all of your meets, you'll want to consider what changes may need to be made at the meet level.
Settings to consider under Entry Rules of each meet:
- Only accept entry times since... - you may want to leave it at a date for your last official season
- Results for this meet will be treated as official/unofficial for entry in later meets - If your previous times are not official, you can set those meets to "unofficial" so seed times are not used in your new season seeding.
To make either of these changes, go to Schedule > [Meet Name] > Meet Setup > Entry Rules, where you'll find the setting to treat the results as unofficial.
» Note: If your meet is linked to a meet template and therefore locked, you'll need to unlink the template under the Events screen first so you can make this change to unofficial. Changing any setting in a meet template will propagate to future meets that are assigned to that template, but those changes will not modify the settings of any past meets.
⑤ Meet Templates
If you modified your Meet Templates to accommodate virtual meets, be sure to review and update your Entry Rules, Seeding & Scoring settings, etc. if anything has changed for your new season.
➧ Want to give aged-out athletes another season?
➞ See Aged-Out Athletes: Allowing Them to Register and Compete
➧ Holding Virtual Meets this season?
If you would like to use SwimTopia's Meet Maestro meet management software and did not do so previously ➞ See our Meet Maestro - Virtual Meets article. You'll find links to pre-recorded videos and simple setup and meet-day instructions. If your team has never used Meet Maestro, we're happy to answer any questions you may have ➞ contact the SwimTopia Customer Happiness Team
⑥ ➞ Next Step
Now we recommend using the standard New Season Setup Guide (for Teams) as you set up for your new season.
Canceled Season
» Note: Once you have reviewed each topic below and performed any necessary actions, we recommend using the standard New Season Setup Guide (for Teams) as you set up for your new season. Depending on how your new season shapes up, this checklist may not need to be followed exactly, but it helps make sure you think about each area needing attention. We're happy to answer any questions you may have ➞ contact the SwimTopia Customer Happiness Team
- ① 2020 Registration Status
- ② Season Updates
- ③ Registration Form
- ④ Communication
- ⑤ Meets & Events
- ⑥ ➞ Next Step
① Registration Status
➧ We did not open registrations prior to canceling
Okay great. Your billing records and reports will be accurate going forward since you will not need to worry about cleaning out registrations for a season that never took place, since none exist.
➧ We had opened registrations prior to canceling
Hopefully, you ended up closing your registration form and rejecting those registrations since this ensures accurate billing and reports, but if not, we suggest doing so before updating your season. This step is a quick click of a button for each registration.
If you don’t reject the registrations:
- Your revenue reports won’t reconcile
- The Seasons on Team report will be incorrect
- The Rookie Athletes report will be incorrect if you had any new athletes
- The Non-returning Athletes report may be incorrect (i.e. new athlete registered in your last season that isn't coming back in your new season, but was really never really part of the team since the season was canceled)
Go to Registration > Click on Registrants# for the appropriate registration form > Select the Reject button for each registration.
» Note: Once you reject all registrations, you will only see Red badge Admins and those assigned to specific Roles under your People tab.
② Season Updates
➧ Unofficial Season
If you've used SwimTopia before your canceled season, we recommend you set that season to "Unofficial." This will be helpful for communication with your members (details below), and you can run reports that will exclude unofficial seasons.
Go to Seasons > Select the Edit button > check This season is 'unofficial'
➧ Creating your New Season
You may be asking yourself, can I just rename the canceled Season to my new season instead of creating a new 202X Season? We do not recommend this IF you have any data created in your canceled Season.
③ Registration Form
You're probably wondering if you can just rename your registration form to use the same form for your new season, right? Well, if you never opened the registration form, that will be fine. If you did open your registration and have registered families in your Rejected column, we suggest copying the form to create a new one, so your records and reports will be accurate.
» Note: You may want to contact your insurance provider to discuss any Covid liability updates and update your liability forms to account for these changes. To insert a Covid waiver into your registration form, see How to Insert Acknowledgements.
You can also create a new registration form from scratch, but it's much faster to copy an old form and edit as needed.
Either way, you can do this by going to Registrations > Copy Existing Form or +New Form button
④ Communication
➧ Reaching your members from previous seasons
When your new season is created and you're ready to open registration, you can send messages to "Members - Previous Season," and your communications will go to your registered families from your last fully operational season, since "unofficial" seasons are skipped (this is assuming you made your canceled Season unofficial as recommended in step 1 above).
» Note: If you already updated your season and you want to reach your those members, just go to Reports > Registration Details/Export Report and filter on that season's registrations. Once you generate the report, you'll see a button to Compose and send an email.
➧ Reaching your canceled season members
If you also need to contact the families who registered in your canceled season (i.e. new families registered that were not in your previous roster), you can do so through the Reports tab.
Go to Reports > Registration Details/Export Report and select only "Rejected" registrations. Once you generate the report, you'll see a button to Compose and send an email.
» Tip: To ensure duplicate emails are not sent to the same families registered in both seasons, we highly recommend sending your communication to members from both seasons at once. After clicking on the Compose email button on the report, add the "Members - Previous Season" to the “to” field of the same email. If the steps are done in this order, you can include both groups in the same email and the system will remove any duplicates.
➧ Reaching your new season members
Once you open registration and members register for your upcoming season, you'll use the "Members" group to reach out to your current season's roster as usual.
⑤ Meets & Events
➧ Our meet schedule was imported by our league
Your league will likely just import your new schedule. So unless you really like cleaning up your site and do not want your parents finding past meets/events on the meet calendar (parents view) that never took place, then for simplicity's sake, we suggest you just leave your canceled season's schedule as is. If you want to clean house, you can hide your meets/events by checking the "Hide from public calendar" option under your meet details screen (Edit within your meet).
» Note: Imported meets cannot be removed manually, so hiding is your only option.
➧ We created meets using Meet Templates OR from scratch
In this case, you can proceed with one of the options below:
- Leave your schedule as is and create a new season schedule: Unless you really like cleaning up your site, then for simplicity's sake, we suggest you just leave your schedule as is. No harm, no foul.
- Hide or Remove your meets/events: If you want to clean house, you can either hide or remove your meets/events. Hide them by checking the "Hide from public calendar" option under your meet details screen (Edit within your meet), or Remove them by clicking the red "Remove" button at the top right when in the meet/event. (non-meet events are only available for Premium customers)
- Edit your schedule to change the various dates (below) to match your new season dates. For meets, these settings will be found under the Meet Details (Edit link), Status, Entry Rules, and Eligibility within each meet.
-
- Meet start date, end date (Edit Screen)
- Meet age-up date (Edit Screen)
- Meet entries open/due by (Status Screen)
- Job signups open/due by (Status Screen) PREMIUM
- Only accept entry times since (Meet Setup > Entry Rules) - [see below]
- Participation Requirement "Since Date" (Meet Setup > Eligibility Rules) - [if used]
» Note: if you have any meet entries, you'll want to remove those and start fresh, so it may be more efficient to just recreate the entire meet.
➧ Entry Rules for your new season
If your Meet Templates or meets you intend to update or copy to use in your new season have a date set for the "Only accept entry times since_____" you'll want to be sure you confirm this date is set to not include your canceled season.
➧ Want to give aged-out athletes another season?
➞ See Aged-Out Athletes: Allowing Them to Register and Compete
⑥ ➞ Next Step
Now we recommend using the standard New Season Setup Guide (for Teams) as you set up for your new season.
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