This week we dig a little deeper into the first few steps teams usually take each season:
1) Updating the Season
2) Set up Site Admin and Coach Accounts
We have a few Tips & Tricks to help you as you take these steps.
➧ Updating the Season: Seasonal Data
>>Note: before you update your season, if you haven’t done so already, please take a look at our article about 2021 Setup Considerations.
Any time your seasons’ date range is outside of the current date, you will see a gentle reminder at the top of each Manage Team page.
Once you change your season, you might notice that information in the following areas seem to “disappear." This is because this information is tied to the previous season. But never fear, even though you cannot see the information where you normally do, it is retained, and can be accessed.
- Role Assignments
- Division Assignments*
- Meets & Events*
* Past season data in these areas can be found by selecting the season from a drop-down box or from the left margin (meets and events).
Past registrations can be found by running the Registration Details / Data Export report from the Reports tab.
>>Note: Updating your season is imperative before opening your registration form since registrations are tied to the season they are opened in. Don’t worry if you forget and open your registration form in the wrong season. Just contact your Customer Happiness Team, and we’ll be happy to help.
➞ See our Teams: New Season Transition Checklist article for more on this and other new season steps.
➧ Site Admin and Coach Accounts
As teams set up for the first time, or transition to a new season, one of the the first tasks is to ensure board members, coordinators and coaches have access to all or specific areas of the team site.
Site Admin Accounts
“It takes a village,” right? Make it easier on yourself by delegating team management responsibilities to your capable teammates.
We do suggest limiting the number of administrators with full admin privileges, however. This will give you more control over who has the ability to make changes that could affect your parents/athletes and your site.
In most cases, other volunteers may only need to access particular areas such as People, Registration, Meets/Events, or Reporting. You can grant partial privileges based on a “Role” to limit access for each volunteer.
If these volunteers need to be assigned to their role before they register for your team this season, here's how to update their role:
If these volunteers already exist in your site, you can either search for their profile in the previous season and affiliate them to the current season in their profile. Or create a New Parent account.
>>Note: Some "Roles" can be assigned to a parent after they've registered (the preferred way to make those assignments), but some, like Volunteer Coordinator or President, typically need to have their partial privileges before registration even opens, so they can get started with their tasks.
More often than not, the Coach does not have children on the team, and sometimes the Assistant Coaches are athletes who are also competing now or they have in the past. We’ve created a short step-by-step guide to follow based on your specific scenario.
➞ See our How do I add a coach to my team? article for options.
Keep in mind, if you try to use an email address when creating a new account that is already in your site in a previous season, or on another SwimTopia site, you will see a message informing you that “this email is already taken”.
This is not an issue when people register themselves and use the exact same first name, last name, and email address, but manually creating accounts is a different process. If this occurs, submit a support ticket with the name/email, and we will be happy to help.
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