Changes to Sign-in

➧ Requirements for New Passwords

• Password requirements have increased from 6 to 8 characters and must include a mix of character types. This change aligns with security standards and improves overall account protection.
• Existing users will need to sign in again after this update due to cookie resetting, and can use their current password. 
• Existing users will only need to update their password if they perform a password reset, and their current password does not meet the requirements. 

➧ New Sign-in Screen

To provide a more secure email authentication for accounts, eliminate mistakes resulting in duplicate accounts, and better support families who participate on multiple teams using our platform, we created a new account creation and sign-in process that streamlines access to any team using SwimTopia or Team Topia (non-swim). 

When members are prompted to sign in, they’ll see a new sign-in screen:

Cloudflare is confirming the user is not a malicious bot.

➧ Sign-in Required Before Registration

All members must sign in before registering on your team site, including new members. When a user goes to a registration form, they’ll be prompted to sign in or create a new account.

Returning Team Members

Returning members will see the new sign-in screen, and they can use their existing sign-in credentials. Upon signing in, they’ll be returned to the registration form.

New Team Members: Who Have Been on Another SwimTopia/Team Topia Team

If a family has been a member of another SwimTopia/Team Topia team, they can use the same sign-in credentials on your team’s site. If they try to create a new account, they’ll see a message that their account already exists and they’ll be prompted to sign in.

New Team Members: Who Are New to SwimTopia/Team Topia

When a new member goes to your registration form, when they see the Sign In page, they should Create a SwimTopia Account.

After entering their name and email, clicking Sign Up sends an email to confirm ownership of the email address and set a password. Once verified, they’ll be returned to the registration form to finish signing up.

» Note: If they click the activation link more than five minutes after the email was sent, they will be prompted to verify their email address as an additional security step:

➧ SwimTopia/Team Topia Dashboards

New or returning members can also access the sign-in screen directly from the SwimTopia/Team Topia dashboards. Once a user signs in, they can access any team site they’re associated with—through registration, roster import, or admin-created accounts—without needing to log in again (as long as they remain signed in to the dashboard).

  https://my.swimtopia.com and https://my.teamtopia.com

Logos are generated from your website settings under Manage Team > Settings > Team Information. The SwimTopia (or Team Topia) logo will display for teams without a logo.

➧ Switch Team/Org

Users who are members of multiple teams/organizations can easily switch to any SwimTopia site that they’re already signed in to from the navigation menu.

➧ Sign Out

Users can sign out of their team’s site by hovering over their name and clicking Sign Out. 

They remain signed in to their SwimTopia/Team Topia account, and any other team they belong to. As a result, the next time they access a team site they will be automatically signed in.

To fully sign out of our system, or to sign in with a different email address, they should click Sign in, then Sign out and use another account.

➧ SwimTopia/Team Topia Account Benefits

• Account security: New users must confirm ownership of the email address to proceed with registration or access private team pages. 
• Auto-filled data: A family’s existing account information will be pre-populated each time they register. This will make the process more efficient and eliminate mistakes that can result in duplicate accounts.
• Auto sign-in: When a user signs out of a team site, they remain signed in to their SwimTopia/Team Topia account. As a result, the next time they access a team site they will be automatically signed in.
• Quick access to multiple teams: This process provides enhanced support for families with athletes participating on multiple teams using SwimTopia or Team Topia (non-swim). 
• Team-specific user details and email address: Changes made to a user’s contact details on a team site do not affect their SwimTopia/Team Topia account. Users can use a different name (such as a preferred name) or email address for communication on each team. Team admins also have full control over their team’s data without impacting how that user appears on other team sites they belong to.
• Future features: We plan to introduce “dashboard” features that will help parents manage their athletes' activities and their volunteer commitments across all teams.

Changes to Registration (Parents)

➧ Sign-in Required to Register 

Users who do not already have a SwimTopia/Team Topia account will create an account and authenticate their email. Returning users will sign in using their existing credentials. (as described in the Changes to Sign-in section above)

Either path will lead them back to your site to complete their registration.

➧ Benefits of Requiring Sign-in 

• Eliminates the common “email already taken” issue when people try to register with the same email address already used in previous seasons on your team, or any other team using our platform.
• Enables reliable pre-filling of parent and athlete data from their account, making the process more efficient and eliminating mistakes that can result in duplicate accounts.

➧ Confirm Household Members for New Users

When new users create an account, we check to see if that user is already in the database on your team (roster or results import, manually created by admins), or on another team using SwimTopia/Team Topia.

In most cases, we expect to auto-match, so the user will not see the screens below. If we find a close match but cannot auto-match (e.g., same name/gender, but different birthday), we’ll allow the user to select potential matches for their family members. 

Possible Matching Users

First, we will present possible matches to the logged in user:

The user may see a match that has a different email address attached to it (example above). If they select this user, but want to use their signed-in email address for communication from the team, they can edit this on the next screen. 

Potential Household Members

If the matched user has other members tied to their account, we will present those potential household members. The user will need to determine whether to add the member(s) to their household.

This is completing their household account, but it does not add those family members to the current registration form. Deciding who you are registering is the next step.

➧ Registration User Selection

We are presenting a cleaner and more efficient user interface. 

• Returning users will see a list of household members with checkboxes to select who is to be included on this registration form, and can add additional athletes, as needed.
• New users will see their name/email auto-populated, since they have already created an account, and can add other parents/guardians and athletes. If they have ever registered on another team using SwimTopia/Team Topia (non-swim), or have been imported via a roster import, we will also display other members of the household.

Before Update  (New User - not on any team site)	After Update  (New User - not on any team site)
Before Update  (Returning User)	After Update  (Returning User)

➧ Edits to Email Address and Other Fields 

Additionally, once a member is selected to be included in this registration, we will now allow users to edit their email address and other fields (during registration) with the exception of “Competition Category” and “Birthdate” for returning athletes, which must be changed by team admins due to possible registration limits and meet entry restrictions. 

Users can use a different name (such as a preferred name) or email address for communication on each team. The user will need to confirm ownership of the email address to use it for their sign-in (if not already confirmed).

(Athletes connected to USA Swimming will still need to edit from the USA Swimming site.) 

➧ Registration Process: Limits, Events, or Register for Users

Registration Limits

If your team has registration limits that lead to a “race to register” among your community, let your returning members know they can in sign again to be ready to go, since everyone will be required to re-sign in. New members could also create an account so they’ll be be ready to log in when registration opens.

We also suggest posting this on your website where it can be seen by new and returning members (Home, Registration, etc.).

Registering For Other Users

Registering on a member's behalf is not supported. Registration requires the user to authenticate their email before they can complete the registration form. If an admin logs in and attempts to register each family, they will ALL be added to the admin’s account. 

In-Person Registration Events

If your team holds in-person registration events, ensure that each user signs out at the end of their registration. To begin registration for the next participant, there are two steps: 

1) Select Sign Out from the team site 

2) Select Sign out and use another account

Changes to User Management (Admins)

➧ "Account" Concept Replaces "Family" 

The concept of a “Family” made up of parent/child relationships is being replaced with an “Account” made up of owners or members of the account. This makes it easier to track registrations, online orders, and volunteer points, and we know sometimes users are part of an account that is not necessarily a family member, like caregivers. 

➧ Account Prefix 

Each account number begins with the same prefix (“OARC” in the example above). This new “Account Prefix” matches your Team Abbreviation/Club Code and was set as part of the signup form when your team joined SwimTopia. 

You can edit either code from the Settings > Team Information screen. ➞ Learn more.
 

➧ People Filter Updates

Filter by Account Number

You can search based on the account number (which is designated automatically when the account is created). When searching for an account number, you can enter the numeric portion (the account prefix is not needed for the search).

Filter by All Seasons

Previously, the Season search was limited to a single season. You can now filter by All to view everyone who has been affiliated with your team across all seasons in one place. Even if a user’s affiliations have been removed from a specific season, they will still appear when filtering by All, as long as they were affiliated at some point.

Partial and Multiple Search Terms

The search field supports partial searches, including names, email addresses, and account numbers. For example, you can search using a full account number (DEMO-00123) or a partial value (-001, 001, 0012, 12, etc.). You can also search for multiple email addresses together by separating each address with a space.
 

➧ Create a New Person (Parent/Athlete/Coach)

In an effort to simplify and consolidate tasks, we’ve combined the action of creating a new athlete or parent under one menu called “New Person.” 

Before Update

After Update

➧ Navigation and Affiliation Updates

Navigation

• Parent and admin profiles are organized into two subtabs: Overview and Affiliations. 
• Athlete profiles are now organized into three subtabs: Overview, Results, and Affiliations. 
• This structure creates a cleaner, more streamlined interface.

Before Update	After Update
Parents:
Athletes:

Season and Role Affiliation Display 

Non-seasonal Role Affiliations are displayed separately from Seasonal Affiliations on the Overview screen.

Editing Seasonal Affiliations 

Admins can now manage affiliations on a season-by-season basis directly from the user profile—no need to switch the active season to update past affiliations.

Affiliations are displayed in two separate sections: Non-seasonal Affiliations and Seasonal Affiliations. 

A new tooltip option provides context for when and how affiliations were set.

As part of this enhancement, the Remove button that previously appeared in the top-right corner (and only removed a user’s affiliation from the active season) has been removed.

➧ Account Assignment and Roles

When creating a new parent or athlete user, you can add the user to an existing Account, or create a new Account by leaving the field blank (e.g., coach accounts, or when you’re creating the first parent/athlete in a family).

Account Roles: Owners or Members

Each account consists of designated roles: Account Owners (designated by * and typically the parents), and Account Members (athletes, other family members/guardians).

Editing Account Members

Clicking on Details from the Overview screen takes you to a deeper account view where you can add a new member to this specific account and manage the general account contact details. 

➧ Certify Athlete Age When Adding Email

SwimTopia/Team Topia is committed to upholding the Children's Online Privacy Protection Act ("COPPA") and SafeSport requirements, which prohibit direct communication between adults and children under the age of 13 unless a parent or another adult is included. Additionally, we restrict the collection of email addresses during registration to High School and Grown-Up Swimming teams only. 

You will see the certification checkbox when you add or edit an athlete's profile.

➧ Email Address Additions or Changes

If a team admin creates a new user with an email address, updates an email address on an existing user, or a registrant adds a spouse/guardian, the user will need to confirm ownership of the email address to use it for their sign-in (if not already confirmed).

• This only impacts their ability to log in using this email. Even if unconfirmed, members will receive communication from the team (if not unsubscribed).
• Various factors can determine if the user needs to set a password to activate their account if they don't have one yet, confirm the new email address is theirs, or just receive notification of the update. The system will make this determination and send the appropriate email communication.
• If your team imported a current season roster and wants to invite users to create an account, you will need to send an activation email from each user's profile.

A green checkmark indicates an email that has been authorized/confirmed by the user. 

A question mark indicates an email that has not been authorized/confirmed.

➧ Merge Tools - Duplicate Athletes and Parents

We expect these changes to significantly reduce duplicate accounts for athletes and parents/guardians. Requiring users to log in before registering will allow us to auto-fill their family members, thus preventing mistyped contact information—a primary cause of duplicates in the past. However, occasional duplicates may still occur.

To address this, we provide tools that allow team admins to identify and merge potential duplicate records. You may already be familiar with the Athlete De-Duplicate Tool found under Manage Team > Settings > Data Maintenance Tools, which has been available for merging athlete accounts. 

Previously, parent/guardian account merges required assistance from our Customer Happiness Team due to the more complex matching. With our updated database structure, team admins now have access to a Parent De-duplicate Tool within the Settings as well. 

Both de-dupe tools are accessible from the People page as well:

Additional Updates and Details

➧ Editing Seasonality of Roles

The seasonality of a Role can no longer be changed once someone is assigned. Changing this setting did not apply to existing assignees, often creating confusion. This update resolves that inconsistency. All assignees will need to be removed before this setting can be modified.

➧ League Admins with Cascading Roles: Accessing Your Team Sites

When you access one of your team’s sites from the league site, you’ll need to click Sign in on the team site. 

If you’re signed in to the league site, you’ll see your email address under “Choose an Account to continue to (team site)” – select your email address, and you’ll be automatically signed in. You’ll remain signed in to the team’s site until you sign out of that site.

➧ Got Questions?