2025 ASA Season Swimtopia Webinar 1 Recap and Recording Links and Season Swimmer Registration Setup Steps

February 3, 2025

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 2025 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 2025 season. Please click on Registration Setup Steps for the 2025 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 2025 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:

All junior team/guppy/mini Marlins, etc...swimmers must now register with the league and are subject to an ASA fee of $21 per swimmer plus Swimtopia and transactional costs (about $26.30 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 2025.

Teams will no longer have to set up separate registration forms for your junior programs and regular team. We put in place a new process for this in 2024 and will do so again this year. Steps to complete this setup are included in the links above. Essentially this means when parents sign their kids up they just need to go to one registration link to complete their sign up. making things a little easier for families who have swimmers in the competitive and non-competitive programs.

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 12, 6:30pm - 7:30pm EDT

Zoom link: https://us02web.zoom.us/j/89606124368?pwd=zmHWIvSbcAvieuundW72Qz3mlABcG5.1

Meet Entry/Roster Management and Reporting

Wednesday, April 16, 6:30pm - 7:30pm EDT

Zoom link: https://us02web.zoom.us/j/89524454660?pwd=J7EPtWQzH67j2yfKau314Y7Qt5ozsE.1

Meet Maestro Training

Saturday, May 3, 10:00am - 12:00pm EDT

Zoom link: https://us02web.zoom.us/j/85413509721?pwd=KqBqE00SbKsPSf8n5wYh4j8inO4VCc.1

ASA Organizational Preseason Meetings for Coordinators and Coaches

As was the case for most of our meetings last year, we will go the Zoom route to allow for convenience for everyone. We will forward the details of those meetings once we set the dates. Our first organizational meeting dates are set a list of dates, locations and times are as follows:

Opening Organizational Meeting – Late February/Early March TBD

April Rules Meetings - Late April TBD

May Ribbon Distribution and Meet Procedure Review - Weds. May 7 at 7 pm at Marist

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 upcoming season we need to get a few bits of info from each team, namely your team status for 2025, any meet date/opponent requests, preferred date to swim in the ASA Championship, and your current ribbon inventory. Please visit 2025 ASA Team Status Survey to provide that information for us as soon as you can. If your team will not be swimming with us in 2025, please let us know, so we don't put you on the schedule.

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.

Thank you again,

Franke Marsden

ASA

404-664-3975