Volunteer Management

Job Sign-up and Tracking is What Sets Us Apart

Volunteer management features are available to customers on our Premium tier

Swim teams require a lot of work from a lot of volunteers. SwimTopia is easy for the volunteer coordinator to set up, and makes it easy for the parents to sign up. With simple ways to report on positions, attendance and more, you can communicate with the parents you need to straight from our reports via email or push notifications. Volunteer management has never been easier.

Sign up during registration or in season
Encourage participation with o ur points system
Track and report on volunteering
Manage exemptions, permissions and requirements
Charge opt-out and penalty fees if needed
Target communications by job position
Parents can easily manage their volunteer obligations

Sign Up During Registration or in Season

Whether your team assigns jobs based on preferences and seniority, or opens shift sign-up on a first-come, first-served basis—or anything in-between—SwimTopia has you covered. We can handle week to week job sign-ups, or full season sign-up during registration. You can do it your way! Parents can easily click through to sign up for jobs from the SwimTopia mobile app, and see all they’ve signed up for there as well. So no more excuses about forgetting what they signed up for!

Encourage Participation with Our Points System

Encourage and track volunteer participation with our flexible points system. You can set a minimum using a flat scale, 1 point for 1 shift, or a weighted scale to apply more points to difficult jobs. SwimTopia can remind parents to volunteer when they sign up for a meet and they can see their participation when they’re logged in on the web or logged into SwimTopia’s mobile app.

Track and Report on Volunteering

Our reports help you track your volunteer needs on a meet-by-meet or season-long basis. Easily see how many, and which, positions need to be filled for a meet and see who has, or hasn’t, been volunteering throughout the season. Many reports can be exported to a CSV file and/or printed.

Manage Exemptions, Permissions and Requirements

You’re able to define, manage and assign “roles.” Roles give you the flexibility to: create requirements for certain positions (like stroke and turn judges); make season-long roles exempt from volunteering for meet jobs; and allow read-only and/or manage privileges for different administrative tasks.

Charge Opt-Out and Penalty Fees if Needed

Some teams let their parents pay to opt-out of volunteering for the season or set a penalty that will be charged at the end of the season if the family doesn’t meet their minimum volunteer requirement. With SwimTopia you can include these options during online registration.

Target Communications by Job Position

Easily send emails or push notifications to ‘roles’ (e.g Board Members), ‘jobs’ (e.g. timers at a particular swim meet), or ‘shifts’ (e.g. everyone working the first half of a meet) and more. Run reports, such as meet attendance, and send targeted communications to parents with or without a job with a click. Volunteer communication is easy. (Note: SwimTopia Lite users can send communications to ‘roles’)

Parents Can Easily Manage Their Volunteer Obligations

Parents have all the information they need at their fingertips. Descriptions of available jobs, number of open positions, and names of the people who have already committed to a job are all available as parents sign up. Point totals showing what their family has already earned and summaries of what they have signed up for in the past and the future are viewable when parents are logged in.

The above volunteer management features are available to customers on our Premium tier.