Workshop Webinars

Workshop Webinars: Free, Focused SwimTopia Training

Get the most out of your SwimTopia subscription! Attend our Workshop Webinars to dive deeper into specific topics like website style & content, online registration, volunteer coordination, or meet entries. Get an in-depth tutorial and have your questions answered in real-time. We’ll be offering more topics and dates in the future, so check back frequently!

Click on the “Register” button for the Workshop Webinar you’re interested in below.  Each Workshop lasts about an hour (times listed are Central Time).

Online Registration

What we’ll cover: Your season is opening soon, and it’s time to set up your registration form. We’re here to tell you the best way to collect fees, obtain waivers, and manage volunteering through registration.

Preparation: Have your text from past registrations nearby. Have your fee structure handy.  If you’ll be collecting volunteer job signups, set up one or two meets this season if possible.

Can’t make these dates? See the Registration section in our Help Center

Tuesday, April 24, 7:30pm CDT

Your Volunteering Schedule

What we’ll cover: If you’re ready to set up your schedule for jobs and shifts, we’ll help you begin to set up meets and events.  This workshop will cover how to set up Job Templates, including jobs, shifts, and items to donate.  We’ll also show you how to set up a meet or non-meet event and apply your Job Template to the event.  (We will not cover meet entries and relays at this time — see the Meets and Entries Workshop below.)

Preparation: Have your meet schedule handy. Know the jobs and shifts required at home and away meets.  Also, check out the Roles Workshop below.

Can’t make these dates? See the Help Center articles about Volunteering

Thursday, April 26, 7:30pm CDT
Tuesday, May 8, 11:00am CDT


What we’ll cover: We’ll walk through how to set up roles, which allow you to identify and manage member subgroups.  With roles you can assign partial admin rights to key volunteers, communicate to an entire group, or assign season-long volunteer points to certain positions. (Note: Roles are not the same as volunteer jobs and shifts at specific meets.  See the above Workshop about Your Volunteering Schedule).

Preparation: Think about which groups you’d like to identify and categorize on your team.  This can include board members, key volunteers who need partial admin rights, coaches, committee members, etc.

Can’t make these dates? See the Help Center section about Roles

Thursday, April 26, 11:00am CDT


What we’ll cover: We’ll teach you about the robust communications features we offer in SwimTopia. We’ll demonstrate how to send email to groups such as athlete groups or parents in role assignments, to meet volunteers and participants, and to email lists generated from reports.  We’ll also cover news posts and setting up news feeds on your site.

Preparation: Think about any groups you’d like to send emails to on a regular basis.

Can’t make these dates? See the Communication section in our Help Center

Monday, April 30, 12:00pm CDT

Meets and Entries

What we’ll cover: We’ll show you how to set up a new meet and create your meet participation rules and settings. We’ll demonstrate the different meet sign-up options for your families, and we’ll cover how coaches can manage meet entries and use our easy-to-use relay generator.

Preparation: Bring your coach!  Have your meet schedule handy, and know the rules for meet participation, such as how many individual and relay events an athlete can swim. Review our Help Center article about Creating and Managing Swim Meets, and try creating one meet that you can work with during our Workshop.

Can’t make these dates? See the section in our Help Center about Meets and Events

Monday, April 23, 12:00pm CDT
Thursday, May 3, 11:00am CDT
Thursday, May 10, 11:00am CDT
Thursday, May 17, 11:00am CDT
Tuesday, May 22, 11:00am CDT
Tuesday, May 29, 11:00am CDT
Thursday, June 7, 6:00pm DCT

How SwimTopia Can Help Your Team Earn More $$

What we’ll cover: We’ll teach you about some great ways you can use your SwimTopia site to earn and save more money for your team. We’ll show you how to sell merchandise and spirit gear during registration or throughout the season with an online store. We’ll demonstrate our customizable sponsorships feature, which will incent local businesses to donate to your team. And we’ll also discuss how to set up fundraising events for your team.

Preparation: See our blog post about How SwimTopia Pays for Itself and Helps You Raise More Than Ever Before.  Have info ready about your merchandise and spirit items.  Know your sponsorship levels.  Think about team-wide fundraising events you could hold.

Can’t make these dates? See the sections in our Help Center about Merchandise and the Online Store, Merchandise Section of the Registration Form, Sponsorships, and Non-Meet Events

Wednesday, April 25, 9:00am CDT
Monday, May 7, 12:00pm CDT

More Topics Coming Soon!

We’ll be updating this site as we add new Workshops, dates, and times.  Check back soon, or let us know what options you would like to see. And you can always find more information about all of the above topics and more by going to our Help Center: