Creating New Accounts - How do Parents Log In?

Covered in this Article:

• Create a Registration/Account Creation Form and Notify Your Members
• Teams That Do Not Open a Registration Form
• Manually Creating User Accounts
• Check for Duplicate Accounts
• Need Help?

Create a Registration/Account Creation Form and Notify Your Members

Ideally, your members create their accounts through the account creation and 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 create an account/register. 

Each season, they sign in and register to be affiliated with the active season, and new members create their accounts before filling out the form. This process ensures you have current data.

➧ Your form can be as quick and simple as you want

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. (don't enable the pages you don't need).

➧ How members get to the 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.  

➞ Registration Checklist (for Teams)

➞ Registration Tips & Tricks

➞ Communications: Emails and Alerts

Teams That Do Not Open a Registration Form

If you imported a current season roster with emails and prefer not to have your parents fill out a registration form, you would have to manually send each user an activation invitation from their profile under Manage Team > People.

➞ Managing Your People/Roster

Manually Creating User Accounts

If you did not import emails, but you have them, you can manually add these email addresses to the parent or athlete profile under People. The system will email them with instructions to activate their account. If they do not receive the activation email, tell them to check their spam or trash.

➞ Managing Your People/Roster

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:

1. 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.
2. 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

➞ Merging Duplicate Athletes