Just like meet templates, Job Templates allow you to pre-define volunteer roles and shifts. These templates can be reused for each event, reducing the time spent organizing jobs for parents and volunteers.
- Create a New Job Template
- Save Existing Jobs and Shifts as a Template
- Copy Jobs From a Template Into Your Meet
- Update Meet Jobs After Editing Job Templates
- How-To Video: Using a Job Template
How to Use Job Templates
If you’re starting from scratch:
- Navigate to your Job Templates section in SwimTopia (Schedule > Job Templates) and click the green “+Add Template” button.
- Give your template a name and hit Save.
- Now click on the Template name from the list and select “+Add Jobs” to start adding jobs and shifts.
- A job is a top-level description of the task to be done. For example, Meet Officials. Jobs can be assigned by Time of Day or the Swim Meet Event Number.
- By checking the box and selecting that role, you can limit the ability of team members assigned to that role to sign up for a job.
- You may find the following Help Center articles helpful:
- Each job requires at least one shift to be assigned to it.
- A shift is a subset of your top-level job and can be assigned by the time of day or meet event. For example, a shift can be assigned to a Referee, Starter, Stroke, or Turn Judge.
- Click “+Add Shift,” then enter the shift name, start and end, number needed (leave blank if there is no requirement), and the number of points earned for volunteering.
- You can assign volunteer points to each job if your team has requirements that need to be met.
- Click “+Add Shift,” then enter the shift name, start and end, number needed (leave blank if there is no requirement), and the number of points earned for volunteering.
We suggest reviewing the following article Jobs and Shifts in our Help Center or watching this How-To Video for more information:
2. Save Existing Jobs and Shifts as a Template
If you already have jobs set up for a meet, you can save these jobs as a template:
- Go to the meet with the job setup you want to re-use (Schedule > Meet > Jobs)
- Click the green “Actions” button, choose “Save as Template,” name it appropriately for easy reference, and Save.
3. Copy Jobs from a Template into Your Meet
To apply a job template you have already created to a new meet:
- Select the meet and navigate to the jobs section (Schedule > Meet > Jobs)
- Click the green “Actions” button and choose “Copy from Template”
- Then, use the dropdown menu to select the name of the template you wish to apply and Save.
- The jobs and shifts will automatically populate into the new event, saving you time and ensuring you don’t forget critical volunteer roles.
4. Update Meet Jobs After Editing Job Templates
If you update a job template, those changes won’t automatically affect the meets where the template was previously applied. However, you can manually update a meet’s jobs by reapplying the updated template.
If you’ve made changes before opening your job signup, then there’s no harm in checking the box to “Replace existing jobs with template.” However, if people have started signing up for jobs that will be replaced, you may want to make a note or open a second browser on the Meet > Jobs screen so you can manually assign them to the new jobs or let them know to sign up again.
Additional Tips:
- You may want to create separate templates for home and away meets, as job requirements vary.
- If your league has specific meets like Championships, Divisional, or All-Star events, you can create tailored job templates for these meets to reflect different volunteer needs.
How-To Video
For more detailed instructions on job templates, please visit our Help Center, or watch the How-To video:
Using Job Templates in SwimTopia can significantly reduce the time and effort needed to manage volunteers. Templates help you ensure consistency, minimize errors, and allow you to focus on what’s most important—running a smooth and successful meet!
More Resources
You may also be interested in:
- Meet Templates Made Easy: How to Maximize Their Use in SwimTopia
- Take Control of Your Team Calendar: A Guide to Adding Swim Meets
- Team Activities Made Easy: Managing Non-Meet Events with SwimTopia
- Cut Down the Chaos: How SwimTopia Simplifies Managing Volunteers for Swim Meets!
- Mastering Volunteer Management: Essential Reports for a Smooth Summer Swim Season
- Role Call: Ensure Only the Pros Handle Key Volunteer Jobs!
Published 03/12/2025. SwimTopia regularly releases new features, enhancements, and updates. Please visit our Help Center for the latest information on Meets, Events, and Templates.
