Ideally, your members create their accounts through the registration process. Regardless of whether you imported a past or current season roster, or didn't import data at all, we suggest that you create a registration form and invite your members to register.
Each season they sign in and register to be affiliated with the current season, and new members create their accounts as they register. This process ensures you have current data.
Covered in this Article:
- Create a Registration Form and Notify Your Members
- Check for Duplicate Accounts
- How Can Parents Log In Without Registering?
- Need Help?
Create a Registration Form and Notify Your Members
This can be a simple form for collecting emails or basic contact information, or you can use all sections of the form as needed to collect fees, waiver signatures, medical information, merchandise orders, etc. (disable the pages you don't need).
➧ How do members get to the registration form?
When you open this form a Register Now button will display automatically on your website for your members. You would then send an email out through the Communications tab to invite your members to register (if emails were imported or use an external email program).
» Note: If you don't see this button on your website, make sure your form is not private. The other possibility is that someone removed the Registration Alert Snippet from the template of your website, which can be easily restored.
If your form is configured to be private, you can copy the link to the form (under the form title on your Registration page) and send this private link out in your email. The form will still need to be in an Open state to access.
➧ What if I imported data for my members already?
When parents complete the registration form, they'll enter their information and their athletes. Under the covers, our system will sync up the names so that duplicate records are not created as long as they have entered the same information that was imported.
Additionally, they will receive an auto-generated email from Swimtopia to activate their Swimtopia account and create a password.
» Note: Even though the information is imported, parents will need to fill out the registration form completely the first time. Our registration auto-fill is based on the last known registration form, so contact information will pre-populate to save time when they signuiji[ in to register for the new season.
➧ Help Center articles to reference:
Check for Duplicate Accounts
If our system doesn't see an exact match with imported data when parents register, there may be duplicates created. For example, if an old record is listed as Joseph Smith and the new registration says Joe Smith, our system would not see a match.
- Parents: we're looking at first name, last name, email address (and gender if that exists)
- Athletes: we're looking at first name, last name (and birthdate/competition category if exists)
➧ To check for duplicates, there are two options:
- Go to Settings > Data Maintenance Tools > De-Duplicate Athletes. If our system sees some possible duplicate swimmers, you'll see two choices and will have the opportunity to merge them.
- If the differences are too great, they might not show up on the De-duplicate Athletes tool. You can compare the "Non-returning Athlete" report and the "Rookie Athletes" report (under Reports). If the same swimmer shows up on both reports, that means there's a duplicate. Submit a ticket with the names and we will perform the merge for you.
» Tip: After registration is closed, we recommend you go to the De-duplicate Athletes tool first, then run the two reports after that, and let us know if there are any duplicates we can help you with - Submit a support ticket
➧ Help Center article to reference:
How Can Parents Log In Without Registering?
If you imported a current season roster with emails and prefer not to have your parents fill out a registration form, you can send them to the login page to use the "Forgot your password?" option, which generates the same type of email to activate their account.
» Note: This will only work for teams that have imported a current season roster since those parents are already affiliated with your current season and just need to activate their accounts with a password.
➧ If I have emails can I add them manually?
If you did not import emails but you have them, you can manually add these email addresses on their profile under People.
The system will email them with instructions to activate their account. If they do not receive the activation email (maybe Spam or filtering issue), they can simply click the "Forgot Password" link on the login page to receive a new password reset link.
➧ What if I receive an "...email already taken" error?
This means that the user has used this email on a separate team. Submit a support ticket with those names and we can merge the records for you.
➧ Help Center articles to reference:
If you have any questions about this format or the roster import process, here are our Support Options for assistance.