Athlete Cancellation/Removal (Options)

➧ Option 1: Remove the athlete from the registration form (Recommended)

This option is recommended if it's possible the athlete could be associated with another registration form this season (i.e., clinics), because removing an athlete from one form does not remove them from any other form. 

The only way to remove an athlete from the entire season is if you remove them from all forms they are associated with, or delete their affiliation to the season under the Affiliations tab in their profile. (Option 2 below).

For this option, go to Manage Team > Registrations > Registrants# of the form > View/Edit to open that family's form > Edit Athletes to see a list of registered athletes.

Click the "Remove from this registration" button and Save Changes.

➞ Roles and Refunds:

Removing an athlete from a registration form does not automatically remove them from any Role they were assigned to, OR initiate a refund. ➞ See the Roles and Refunds sections below for steps.

➧ Option 2: Remove the athlete's season affiliation from their profile

You can remove their affiliation to the active season in their profile. However, we suggest option 1 over this one for a few reasons to consider:

1. To save time. The registration form provides a direct link to the payment details to issue a refund (if necessary)
2. If the athlete is attached to other registration forms, they should remain associated with (i.e., pre-season clinics), removing them from the form will not affect other forms, but removing their affiliation with the season will remove them from all forms. 

Go to People, and click into their account. Then go to their Affiliations tab, click the Edit button next to the season affiliation you want to remove, click the Delete link, and confirm to delete the affiliation. 

This will remove them from any registration forms, roles, email lists, and reports run for the active season only.

This can be done for the athlete and parents individually, but if the entire family is not going to be part of the team this season, the better option is to reject the registration form.

➞ Does this remove their past results history?

No. If you remove affiliations for an athlete, their historical results will not be deleted. 

➞ Will this remove them from other forms I have open?

(i.e., they need to be removed from a clinic form, but not the main team registration)

Yes. Deleting their affiliation to a season removes them from all forms they were affiliated with in that season. If you do not want that to happen, remove them from the form directly. 

➞ Roles and Refunds:

Removing an athlete's season affiliation DOES remove them from Roles, but DOES NOT automatically initiate a refund. ➞ See the Initiate Refunds section below for steps.

➧ Option 3: Change the athlete's competition status in their profile

If there is a reason you don't want to remove them, but they should not show up on the meet entries matrix, mark them as "Does not compete in meets" on the Edit page of their profile. This makes them noncompetitive, so they will not show up for meet entries, but will still be found in People.

» Note: non-competitive athletes are still considered in SwimTopia's Per-Athlete Fee. 

Family Cancellation/Removal (Reject Form)

You can reject the family's submitted registration form to remove the family affiliation for the season, or eliminate a duplicate registration.

Go to Manage Team > Registrations > Click on the Registrants# > Click the Reject button

When you Reject a registration, the form will move to the Rejected status tab. Rejected registrations do not count against your athlete roster/SwimTopia per-athlete fee, and these families are not included in any communication.

➞ Did you click Reject by accident?

Click the Revert to Pending to change the status back to Pending if rejected by accident, and then approve the form. If you have already refunded the family, they can repay via check, or you should have them re-register to pay online.

https://workshop-wahoos.swimtopia.com/manage/seasons/34882/registration_forms/24704

» Note: Similar to removing athletes individually, rejecting a family from one form does not remove them from any other form. 

➞ SwimTopia Per-Athlete Fee:

If your team is not part of a league that pays the SwimTopia Per-Athlete Fee upfront, and you include this fee for families to pay during registration, the fee is charged once each season, for each athlete. The first form will have this fee, but any additional registration for the same athlete will not.

It's best to reject the most recent form, so you do not refund this fee. If you reject the form with the fee, you should provide a partial refund to account for this fee, or your team will receive an invoice for this athlete at the end of the season.

➞ Roles and Refunds:

Rejecting a registration form does not automatically remove them from any Role they were assigned to, OR initiate a refund. ➞ See the Roles and Refunds sections below for steps.

Remove from Assigned Roles (If Applicable)

Removing an athlete from a form, or rejecting a registration form completely, does not automatically remove them from any assigned Roles. (They are removed when unaffiliated to the season - Option 2 above)

You will need to manually remove them from any Roles you manually assigned them to. ➞ See Add/Remove Roles Assignments in our Help Center.

Initiate Refunds (Online Payments)

Removing an athlete from a form, rejecting a registration form completely, or removing an athlete's affiliation to the season DOES NOT automatically issue a refund.

We do not store credit card information in our system, but full or partial refunds can be processed from our Payments Report (Reports tab), back to the original payment through our payment processor integration with Stripe, or provide the refund via check.

The View Payment button located within the registration form's Payment section, leads to the specific payment on the Payment History Report to make it easy to initiate the refund since payments are listed on the report by registration# or store order# (not family name) at this time. 

Click the View/Edit to open that family's form, then scroll to the Payments section and click the View Payment button.

» Note: The "Order Amount" on the Registrations table will update, but the "Amount Paid" will not change after you initiate the refund. The system is not set up for billing management at this time.

See ➞ Stripe Refunds for more details.