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).

Getting Started: A Tour of Your New SwimTopia Site

What we’ll cover:  We’ll give you a tour of the many ways that SwimTopia can help make running a swim team a whole lot easier.  This webinar with give you a preview of everything “under the covers” so you can see how SwimTopia can be used for online registration, volunteer management, meet entries, and more. To “dig in” to specific topics see the other Workshop options below.

Preparation: Make sure you can log in to your SwimTopia site. Take a look at our Help Center section about Getting Started with SwimTopia.

Friday, February 8, 10:00am CST
Thursday, February 14, 12:00pm CST
Thursday, February 21, 11:00am CST
Thursday, March 7, 12:00pm CST

Previously recorded webinar:
Swim Team Web Site

Looking Good! Your Site's Content and Appearance

What we’ll cover:  We’ll teach you how to control the look and feel of your website, including your color scheme, menus, sidebars, pages, and content. Make the best use of your site to communicate with your families before and during your swim season.

Preparation: Check out our Examples page for ideas of how other teams present information to their families

For more information: See our Help Center section about Managing Your Website

Wednesday, February 13, 7:00pm CST
Tuesday, February 26, 7:00pm CST
Tuesday, March 12, 10:00am CDT

Previously recorded webinar:
Swim Team Web Site

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.

For more information: See the Registration section in our Help Center

Thursday, February 7, 9:00am CST
Tuesday, February 19, 12:00pm CST
Saturday, February 23, 12:00pm CST
Tuesday, March 5, 9:00am CST
Thursday, March 14, 7:00pm CDT
Thursday, March 28, 11:00am CDT

Previously recorded webinar:
Swim Team Online Registration

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.

For more information: See the Help Center articles about Volunteering

Monday, February 25, 12:00pm CST
Thursday, March 14, 12:00pm CDT
Tuesday, March 26, 12:00pm CDT
Monday, April 8, 12:00pm CDT
Thursday, April 18, 12:00pm CDT
Tuesday, April 30, 11:00am CDT

Previously recorded webinar:
Swim Team Volunteering

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.

For more information: See the section in our Help Center about Meets and Events

Thursday, March 21, 9:00am CDT
Tuesday, April 2, 9:00am CDT
Sunday, April 14, 4:00pm CDT
Tuesday, April 23, 10:00am CDT

Previously recorded webinar:
Swim Team Meet Entries

Meet Management with Meet Maestro™

What we’ll cover: We’ll teach you how to set up and run a meet with Meet Maestro. We’ll demonstrate setting up your seeding and scoring rules, linking meets with the other team(s), using meet templates, running pre-meet and post meet reports, using data entry shortcuts, entering scratches, integrating with CTS Dolphin, and utlilizing our mobile app features.

Preparation: Bring your meet day computer guru!   Review our Meet Maestro features by visiting our Meet Maestro summary page.

For more information: See the section in our Help Center about Meet Maestro

Sunday, April 7, 4:00pm CDT
Tuesday, April 16, 7:00pm CDT
Sunday, April 28, 3:00pm CDT

Previously recorded webinar:
Introduction to Meet Maestro

For the Record Books

What we’ll cover: We’ll show you just how easy it is to to manage your team’s records on SwimTopia.  We’ll cover how to set up various record books such as team records, pool records, etc.  Once you’ve created a record book, we’ll show you how to populate your record book with the fastest times from your team’s historical times database, make manual edits, and maintain the record book going forward.  We’ll also demonstrate how to display your records on your website using our Records Snippet.

Preparation: Check out our article about our new Records features and think about which records you’d like to track for your team.

For more information: See our Help Center section about Record Books

Wednesday, February 6, 7:00pm CST
Monday, March 18, 7:00pm CDT
Tuesday, April 2, 7:00pm CDT
Monday, April 29, 12:00pm 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.

For more information: See the Help Center section about Roles

Thursday, February 28, 9:00am CST
Tuesday, March 19, 11:00am CDT
Thursday, April 11, 11:00am CDT

Previously recorded webinar:
Swim Team Volunteer Roles


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.

For more information: See the Communication section in our Help Center

Wednesday, March 6, 7:00pm CST
Tuesday, March 26, 7:00pm CDT
Monday, April 8, 7:00pm CDT

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.

For more information: See the sections in our Help Center about Merchandise and the Online Store, Merchandise Section of the Registration Form, Sponsorships, and Non-Meet Events

Thursday, April 4, 10:00am CDT
Tuesday, April 16, 10:00am CDT

SwimTopia for Swim Leagues

What we’ll cover: We know running a swim league is hard, and we’re here to tell you about our revolutionary features that streamline league management. We’ll give a tour of our extensive league features, including custom website, registration acknowledgements and waivers, meet templates, meet schedule import, meet management, league standings, communications, and reporting.

Preparation: Take a look at our League Overview page

For more information: See our Help Center section about SwimTopia for Leagues (

Tuesday, February 12, 10:00am CST
Friday, March 1, 10:00am 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: