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New Season

Kurt Vander Bogart

Can I simply move the entire team to the new season? It seems that you have to move each swimmer individually or register again. 

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  • Paige Hansen

    Hello Kurt,

    Your roster is attached to each season, and the system was designed with the expectation that teams would open a registration form to capture updated information, waivers, medical details, and, in most cases, pay a fee.

    In general, teams update their "Season" and then create and open a new registration form for that season (you can copy your form from the previous season and edit).

    We can offer two options if you want to do this manually:

    Option 1: Change your active season back to the previous one and then click into each parent and athlete from your People tab to save their affiliation to your new season. 

    Option 2: This will involve downloading your Athlete Roster Report and will require some data manipulation, but if it sounds like a better process for you, hopefully, it will be more efficient. 

    Export Your Athlete Roster

    Reports > Athlete Roster
    Criteria Season - select the season
    Age Group - All
    Athlete Roster Group - All

    Create Your Roster Upload Spreadsheet

    ➞ Download the following Roster Upload Template: roster-upload-template.xls
    ➞  Open your athlete roster export, and the Roster Upload Template into a spreadsheet editor

    RENAME the following Columns in your ROSTER EXPORT file:

    • Row D: AthleteFirstName → Athlete First Name
    • Row C: AthleteLastName → Athlete Last Name
    • Row E: AthleteMiddle → Athlete MI
    • Row F: AthletePreferredName → Preferred Name
    • Row J: AthleteBirthdate → Birthday
    • Row H: AthleteCompetitionCategory → Gender
    • Row K: AthleteRegistrationNumber → Athlete Registration Number
    • Row T: Parent1_FirstName → Parent 1 First Name
    • Row U: Parent1_LastName → Parent 1 Last Name
    • Row W: Parent1_Email → Parent 1 Email
    • Row V: Parent1_Phone → Parent 1 Mobile Phone
    • Row X: Parent2_FirstName → Parent 2 First Name
    • Row Y: Parent2_LastName → Parent 2 Last Name
    • Row AA: Parent2_Email → Parent 2 Email
    • Row Z: Parent2_Phone → Parent 2 Mobile Phone
    • Row M: AddressLine1 → Address
    • Row Q: ZipCode → Zip
    • Row R: HomePhone → Home Phone
       

    ➞ REMOVE THE ROW OF ANY ATHLETES YOU DO NOT WANT TO MOVE TO YOUR CURRENT ROSTER from the spreadsheet.

    ➞ Then COPY all your data onto the roster upload template file (be sure to overwrite the 2 rows of example data for Pebbles Flintstone and Bam-Bam Rubble)

    ➞ SAVE this file with your team name and roster import.  ex: smores_roster_import
     

    Import Your File Into Your Team Site

    After you have created your roster spreadsheet, your next step is to import this data into your new SwimTopia site.
    This is done from your Settings > Import Roster or Time History page.

    • Choose your roster file to upload and click on start import
    • As the import starts you will see a screen telling you input is required - click the resolve issues button
    • Choose the new season you created in the earlier step and click continue
    • The system will let you know when this process is complete


    When you return to your people page, you will now see all of your athletes displayed and they will have a current season affiliation.  You can now set the new season as your current season.
     
    We suggest considering opening even a basic registration form and asking your parents to fill it out, so this is all done for you. 

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