Each season, we hear from teams trying to strike a balance between a simplified registration process and obtaining the required information. We understand there is no “one-size-fits-all” approach. The beauty of SwimTopia is that, although you have a wide array of options, you can decide which features to use.
- What Works Best For You?
- Controling Access to Registration
- Setting Registration Limits
- Pricing Options and Discounts
- Managing Lessons and Clinics
- Post Registration Instructions
- Managing a Waitlist
- Previewing Your Registration Form
- Simplifying with a Short Form
- More Information
Finding the Best Registration Setup for Your Team
Today’s tip will focus on some of our teams’ specific registration scenarios. Feel free to scan the headers and review any sections that apply to your team’s situation.
We recommend that ALL teams review our Registration Tips & Tricks and Registration Fees – Scenarios and Setup articles. These resources contain valuable information about simple enhancements you can add to your registration form to make managing your team easier. Learn about additional options for payment management, merchandise, volunteers, athlete groups, and team communication.
Controlling Access to Registration
Do you need to open registration for your community association or returning members first?
With SwimTopia, you can control who has access to your registration form by setting up restrictions. Learn more about controlling access to registration.
Limiting the Number of Swimmers
Need to set limits on your team size?
You can set registration limits (overall and/or by age group) and create waitlists to ensure your team doesn’t exceed capacity. Learn how to set swimmer limits and manage waitlists.
Options for Team Fees and Discounts
Many teams offer different pricing options based on athlete type, siblings, membership status, or early registration discounts. SwimTopia makes it easy to configure various pricing structures.
- Offer Early or Late Registration Fees
- Discounts for Specific Groups (Siblings, Older Athletes, Board, Coach…)
- Member/Non-Member Fees (Residence, HOA…)
Managing Lessons and Clinics
Many teams ask about managing swim lessons and clinics in addition to their seasonal teams. If this applies to your team, learn how to manage lessons or clinics in SwimTopia.
Post-Registration Instructions to Families
If your team requires extra paperwork or additional steps after registration, you can provide guidance by:
- Using the custom message option to direct members to important pages, advertise pre-season clinics, private lessons, or sign-ups for meets and volunteers.
- Adding specific instructions on the Confirmation Page.
Managing a Waitlist
Many swim teams have limits on the number of swimmers that can join the team for any given season due to league rules or logistical restrictions on the number of lane hours available for practice during the week.
A waitlist can be configured using a combination of a Private Registration Form and Registration Limits (Set on your regular registration forms).
Previewing Your Registration Forms Before Opening
A highly useful but often under-utilized feature for admins is the ability to preview the registration form before opening it to the public.
- Admins can preview registration forms as they build them using the “Preview” option in the Actions menu.
- The preview mode lets you experience the form exactly as your members will, including the required fields.
- You can even submit the form at the end, but it will not complete a transaction or add members to your roster.
Simplifying with a Short Form
Not every team needs a detailed registration process. If you only need basic contact information, you can create a short form. Even though registration forms come with several sections, most can be disabled if they’re not required, allowing you to simplify the process while still collecting necessary details. You can set this form to charge a $0.00 fee and bypass the payment process.
Follow the steps above, only enabling the specific sections you need to gather relevant team information.
More Information
By following these guidelines, you’ll be well-equipped to manage your registration forms and streamline your team’s sign-up process for the upcoming season.
Our Help Center contains a robust list of step-by-step articles organized by topic. The following articles may be beneficial as you set up your specific registration scenarios:
You may also be interested in:
- Master Your Team’s New Season Transition: Essential Tips for Smooth Team Management
- Effortlessly Create and Manage Team Merchandise in SwimTopia
- Maximize Your Team’s Spiritwear Sales with Seamless Registration Integration
- Registration Tips and Tricks
- Registration Fees – Scenarios and Setup
- Registration Limits
- Registration Waitlist – Create and Manage
- Registration Locking and Countdown Timer
Published 02/07/2024. SwimTopia regularly releases new features, enhancements, and updates. Please visit our Help Center for the latest information on Team Registration.
