Team Account/Registration Form

➧ Best practice to ensure current data each season

To reiterate: importing your member data does not automatically grant members access to your team. In addition, creating a SwimTopia/Team Topia account to confirm ownership of their email, is not affiliating them with a specific team. They need to be "affiliated" with your team directly to access private pages, or sign up for meets and events etc. 

Ideally, your members become affiliated with your team 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, the best practices approach for the system to do the work for you, is to create a registration form and invite new and returning members to register with your team. 

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, and members must be affiliated with your team to view private pages (if you have any), and use the SwimTopia mobile app to receive team alerts, sign up for meets, events, and follow all of the meet-day action!

➧ What you capture is up to you

➧ How new and returning members access your form 

➞ Public Registration Forms

When you open this form, a "Register now" button will be displayed on your website. Send an email out through the Communications tab to invite existing members to register (if emails were imported). Use an external mail system to reach people who are not already in your site with an email address.

➞ Private Registration Forms Or Private Page

If your team opens registration to returning members or the neighborhood (for example) before opening for new users or outsiders, you can make your registration form or page private. 

The difference, is when your form is private, you will see a link that can be distributed to anyone you choose, but you have the task if sending the link out. When the page is private, the page is visible in your navigation, but only returning users can access the form after signing in.

➧ Setting up a private registration form

Check "This form is private" on the first page of your form, copy the link to the form (under the form title on your Registration page), and send this private link out through your Communications tab using the "Members-Previous Season" group. Use an external mail system to reach people who are not already in your site with an email address.

The form will still need to be in an Open state to access, but the "Register now" button will NOT be displayed on your website.

» Note: If you don't see the "Register now" button and your form is not set to be private, someone may have unintentionally removed the Registration Alert Snippet from the template of your website. 

➧ Setting up a private registration page

As stated, when the PAGE is private, only returning users can access the form after signing in. Teams choose to do this when they only want returning members to have access to the form, but don't want to send out a private link. 

You accomplish this by going to Website > Pages > Registration Properties > Check "Private", and then open the form.

» Note: if you choose this route, make sure to make a note of it, or you will keep prospective new members from joining your team.

➧ Imported data matching

➞ Returning users 

Anyone who has been imported or has been a member in previous seasons 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 

Anyone who is new to the team 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.

➧ Related Help Center Articles

➞ Registration Checklist (for Teams)

➞ Registration Tips & Tricks

➞ Create and Manage Registration Forms

➞ Communications: Emails and Alerts

Additional Scenarios

➧ Do members have to register on a form to view team information?

Not necessarily. Anyone can access public pages on your team site without creating a SwimTopia account, or registering on a team registration form. 

The user must have a verified SwimTopia or Team Topia (non-swim) account AND be affiliated with your team either through a registration form, or manual account creation by a team admin before they can access private pages (if you have any), sign up for meets/events/jobs, and access team information from the SwimTopia mobile app.

➧ What if we don't want parents to fill out a form?

➞ Scenario A: Imported an active season roster WITH email addresses

If you 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, so they can authorize ownership of the email address and set a password on their account to sign in (if they have not done this already).

➞ Scenario B: Imported an active season roster WITHOUT email addresses

If the imported file did not include email address, you can manually add these email addresses to the parent or athlete profile under People > Click on a name > click Edit at the top > Add email address > Save. 

Then send an activation email so the user can confirm ownership of the email address and activate their account by setting a password (if they have not done this already). 

If anyone reports that they did not receive the activation email, tell them to check their spam or trash. See ➞ Managing Your People/Roster for more details.

Duplicates and Support

➧ 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.

To check for duplicates, there are two options:

1. Go to Settings > Data Maintenance Tools > De-duplicate Athletes, and De-duplicate Parents. If our system sees some possible duplicates, you'll see two choices and will have the opportunity to merge them. See ➞ Merging Duplicate Athletes and Parents
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) for athlete dupes. If the same athlete 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

➧ Need Help?