2023 ASA Season Swimtopia Webinar 1 Recap and Recording Links and Season Swimmer Registration Setup Steps

January 30, 2023

Teams,

Thank you for taking part in our Swimtopia webinar last week. Special thanks to Tracy Nelson from Swimtopia for conducting a great introduction to their platform and providing a wealth of helpful information to get teams rolling on using Swimtopia for the 2023 season. As promised here are links to a recording of last nights Zoom call Swimtopia ASA Registration Webinar Recording Below are links to a number of other helpful resources to help teams new to Swimtopia become familiar with their platform and get your registration set up for the coming season.

Tracy has come up with a great set of instructions for teams to help get your registration set up for the 2023 season. Please click on Registration Setup Steps for the 2023 Season. These steps should help ensure you include the appropriate league fees and waivers for your swimmers when creating your registration. Please review these instructions carefully before opening your registration for the 2023 season, and feel free to reach out to Swimtopia for customer support if you have any questions via their help center Swimtopia Help Center or at [email protected]

Several things to note for registration for this year:

• The $4.50 service fee waiver you had to add to your registration last year is no more. We have streamlined with Swimtopia's collection of $2.75 per swimmer that goes directly to Swimtopia, instead of having to go through ASA. The remaining transactional costs are built into the general registration fees for ASA.
• All junior team/guppy/mini Marlins, etc...swimmers must now register with the league and are subject to an ASA fee of $20 per swimmer plus Swimtopia and transactional costs (about $23.50 per swimmer). We have been advised by our risk management advisors that these swimmers are part of your programs and therefore part of yours an ASA’s liability responsibility. Teams that chose to opt out of this responsibility were not covered by the league liability coverage for those swimmers, this change avoids that issue. Many teams already were having their swimmers pay the full ASA fee at the full cost, so this will reflect a savings for those swimmers. Additionally, these athletes receive many of the same benefits of league membership as your competitive team swimmers receive. Instructions on how to include this as part of your registration are included in the registration instructions for 2023.
• This may require an extra step this year in setting up your registration to account for families who have swimmers in the competitive and non-competitive programs, but once it is set up, it should be ease to replicate each year moving forward.
• You can continue to use Swimtopia for registration for other programs like Dive Team, Clinics and Lesson Programs. Specific instructions on how to do that are included in the link above that talks about setting up your registration.

More Swimtopia Training Webinars for the Upcoming Season

Last night's webinar was only the beginning of the training we will offer teams and coaches for the upcoming season. Below are some future topics we will cover in greater detail to let teams get the most out of their Swimtopia accounts and hopefully make your seasons easier from an organizational standpoint.

Volunteer Management

Wednesday, March 15, 7:00-8:00pm EDT

Webinar link: https://us02web.zoom.us/j/89418325954?pwd=eWVEV0RxM2xzRmZnQi9VTDAwN2M1Zz09

Meet Entries

Wednesday, April 12, 7:00-8:00pm EDT

Webinar link: https://us02web.zoom.us/j/89810055686?pwd=akNwY0FDeTg4U1hmdmVFSGkxU0xIZz09

Meet Maestro

Saturday, May 6, 10:00am-12:00pm EDT

Webinar Link: https://us02web.zoom.us/meeting/register/tZEtcOiqrzguHtxZe8xfdTei1QCA2YBc3mbe

We will send reminders of these meetings as they approach, but figured we'd get them on your radar now. As always we will record these meetings and make them available to teams via e mail and the league website.

In the meantime, existing support videos are already in place and will give you a great tour of many of the features of Swimtopia and Meet Maestro. These can be found at Webinar Video Guide - Topic-Focused Training. They cover important topics like customizing your team page, setting up your volunteer roles for the coming season, Swimtopia's communication tools to text and e mail your team members, setting up team registration for the upcoming season, completing your weekly lineups, and a host of other helpful topics.

One last reminder To get the ball rolling on the 2023 season we need to get a few bits of info from each team, namely your team status for 2023, any meet date/opponent requests, preferred date to swim in the ASA Championship, and your current ribbon inventory. Please visit https://forms.gle/3djCQ6EC6duUzkuDA to provide that information for us as soon as you can.

I hope you are all as excited as I am about the upcoming summer season. I can't wait for warmer weather and another great swim season.

Thanks,

Franke Marsden -ASA

[email protected]

404-664-3975