Support Account

Frequently Asked Questions

Swimtopia

Getting Started & Plans

What if I have questions about choosing a Swimtopia plan?

The Swimtopia team can help you compare plans and determine which option best fits your team’s needs. If you have questions about features, pricing, billing, or how Swimtopia would work for your organization, contact us and we’ll help you evaluate your options.

Is there a free trial for Swimtopia’s meet management tools?

Yes! Our free 2-week trial includes access to all of our team and meet management features. We also provide guides to help you test-drive Swimtopia Meet in a couple of ways:

  1. Test Data (Intrasquad/Mock Meet)
  2. Evaluate with Existing Meet Entries

Both options make it easy to see how Swimtopia Meet can help you prepare for and run a swim meet.

Is Swimtopia only for summer swim teams?

No. Swimtopia is built for summer league, year-round, school, recreational, and other competitive swimming organizations. Its connected solutions support teams, leagues, meet hosts, administrators, coaches, volunteers, swimmers, and families.

What’s the difference between Swimtopia Lite and Premium?

Both plans include full Swimtopia Meet features, the Swimtopia mobile app, and USA Swimming (SWIMS 3.0) integration. The difference is how much team management you get.

Lite covers the essentials: registration, meets, and communication with families and athletes. Instead of a full website, your team gets a simple landing page with your calendar and registration, and registration payments are credit card only. Lite is a great fit if you already have a website or other systems you’re not ready to replace and mainly want an easier way to prepare for and run meets.

Premium is our complete team management package. It adds a fully customizable team website, all registration payment methods (including checks and member numbers), volunteer management, sponsors, an online store, and non-meet events, so your whole season runs in one place.

You can start with Lite and upgrade to Premium later without losing any of your data. See current prices on our pricing page.

Running Your Team & Meets

How do you manage a swim team?

Managing a swim team includes registering athletes, collecting payments, communicating with families, organizing practices and meets, coordinating volunteers, submitting meet entries, and tracking results. Swimtopia brings these responsibilities together in one connected platform, making it easier for administrators and coaches to manage their teams from anywhere.

What features should school or club swim team management software include?

When choosing swim team management software, look for tools that simplify the whole season, from registration and roster management to meet entries, volunteer coordination, communications, results, and reporting. The best systems keep everything connected, reducing duplicate work and making it easier for coaches, admins, swimmers, and families to stay organized. Swimtopia excels in supporting school and club swim team management in many ways, and we are always looking for opportunities to work with teams to enhance this offering.

Can I run a swim meet online or without complex hardware?

Yes. Swimtopia Meet is self-contained and designed for fast, efficient operation on the day of the meet. For teams not using a timing system, the web-based version can be used; if you connect an external timing system, our desktop application is required.

Swimtopia Meet is resilient to internet failure. Once the meet data is downloaded using Internet access, you can input times (or import times from a timing system) and enter DQs while completely offline. When your computer reconnects to the internet, all pending changes should be saved automatically.

Mobile App & Live Event/Heat Bar

Can parents and swimmers access swim team information from a mobile app?

Yes. The Swimtopia mobile app gives parents and swimmers convenient access to team communications, schedules, meet information, entries, volunteer assignments, results, and other important updates. Mobile features connect directly with the team’s information in Swimtopia, helping families stay informed throughout the season.

What is the SwimTopia Live Event/Heat Bar?

The Live Event/Heat Bar shows which event and heat is currently swimming, helping families follow the meet from anywhere. It’s especially useful when you’re volunteering, away from the pool deck, or trying to time your arrival.

Where can I find the Live Event/Heat Bar?

Open the day’s meet in the SwimTopia mobile app. When the meet is broadcasting, the current event and heat will appear in the Live Bar on the meet screen.

Do I need a Pro subscription to view the Live Event/Heat Bar?

No. The Live Event/Heat Bar is available to team members through the free SwimTopia mobile app. Spectators may also be able to follow the meet using “Continue as Guest” when the meet is run in Meet Maestro and Public Meet Search has been enabled.

Why does the Live Bar say “Not Started” even though the meet has begun?

The meet may not have been switched to “Live,” or the Event/Heat Publisher may not be enabled. If Meet Maestro is connected to a timing system, an administrator should go to Settings > Timing Systems > Edit and confirm that Event/Heat Publisher is enabled. For manually updated meets, the Event/Heat Updater must turn on Broadcast Status in the mobile app.

Does someone need to update the Live Bar during the meet?

If Meet Maestro is connected to a timing system and the Event/Heat Publisher is enabled, the Live Bar updates automatically. Otherwise, a volunteer must manually update the event and heat in the SwimTopia mobile app as each heat begins.

How does a volunteer update the Live Bar manually?

In the SwimTopia mobile app:

  1. Open the day’s meet.
  2. Tap the key icon in the upper-right corner.
  3. Select Event/Heat Updates.
  4. Choose the appropriate session.
  5. Turn Broadcast Status to Live.
  6. Select the current event and heat, then tap Update as each heat begins.

The key icon is only available to full administrators and users with permission to manage Event/Heat Updates.

Can visiting-team families see the Live Event/Heat Bar?

Yes, if their team’s meet is linked to the host team’s meet. If Meet Maestro is being used and Public Meet Search is enabled, spectators may also find the meet by selecting Continue as Guest in the SwimTopia mobile app.