2025 ASA Schedule Now Uploaded to Swimtopia

April 8, 2025

Teams,

Just a quick heads up. Your schedules are now uploaded to Swimtopia and should be visible on your team pages. A quick heads up, I fine tuned a couple of meets (these were mainly correcting meets that were either incorrectly highlighted as home meets, or were not highlighted for home meets. Those corrections are highlighted in blue at 2025 ASA Official Schedule. Those corrections have been loaded to your team pages. Below are some helpful tips from Swimtopia on how to manage that schedule info on your team pages.

Add/Edit Meet Details: Review each meet and edit/add more details if desired: name, location, description, etc.

Add a Job Template: More details found here ➞Job Templates

Edit the Meet Status: Learn how to open meet & volunteer signups ➞Meet or Event Status

League Linking: Under Meet Setup > Linking, never unlink a meet from ASA -- this is necessary to keep home and visiting teams linked to each other and and back to the league site.

Existing Meets: If you had already created meets on your Schedule, the imported meet will have merged with the existing meet as long as the meet dates match. If the dates don’t match, you’ll have duplicate meets. Remove the meet that was manually created and leave the imported meet intact, as it has all the proper linking to the opposing team and the league.

Mobile App: Let your parents know they can follow the meet action with the SwimTopia mobile app ➞Tools to Inform Parents about SwimTopia’s Mobile App

Also below is a recap of my earlier e mail announcing the 2024 Schedule in case you missed it.

2025 Schedule Now Complete

The ASA Schedule is now complete and official. This can be viewed at 2025 ASA Official Schedule. PLEASE NOTE: THIS IS A DIFFERENT SCHEDULE THAN WHAT WAS SENT EARLIER THIS WEEK. SOME TEAMS HAVE CHANGES TO WHAT WAS ORIGINALLY PUBLISHED. Changes to what was published last week are highlighted in BLUE . Meets highlighted in yellow are home meets. At that point we will pass it along to Swimtopia and they will upload it into each team's site to allow you to complete volunteer signups and your weekly meets. This should be completed by the middle of this week.

Now is the time to reach out to your opposing teams to open the lines of communication to coordinate your meet and work out the details. If you change the date or location of your meet, please e mail me ASAP with the details so I can update it on my end and make sure your officials are in the loop.

Update Your Team Info and Age Up Date

Along those same lines, many of you have not yet updated your team information page. Please do so ASAP. Be sure your e mail and phone number is correct. This is how we stay in touch with each other and if your team's info is missing, you are doing a disservice to everyone.

Helpful Links and Upcoming Meeting Reminders

League Webpage:asa.swimtopia.com

Teams Page on League Webpage: asa.swimtopia.com/asa-teams

Instructions on setting up team page:Team Info Page Editing Instructions

Designating Reps, Coaches and Computer People - Designating People to Roles

(This ensures your team reps, coaches and computer people are in the communication loop with ASA)

Background Check Instructions:Background Check Instructions

Upcoming ASA Meetings and Training

Remaining ASA Meeting Dates and Links

2025 ASA Rules Clinic – Thursday, April 17, at 6:30 pm. This meeting will cover a thorough review of league rules and some meet processes.

https://us06web.zoom.us/j/93804786502

Meeting ID: 938 0478 6502

One tap mobile

+19292056099,,93804786502# US (New York)

+13017158592,,93804786502# US (Washington DC)

2025 May Ribbon Distribution and Meet Procedure Review - Weds. May 7 at 7 pm at Marist Teams can pick up their ribbons for the season on this date. This meeting will be in person and is specifically designed to walk teams through the process of running a swim meet. We will cover an in depth review of all of the jobs involved in running a swim meet and the process flow of how all of these jobs interact amongst each other.

https://us06web.zoom.us/j/93804786502

Meeting ID: 938 0478 6502

One tap mobile

+19292056099,,93804786502# US (New York)

+13017158592,,93804786502# US (Washington DC)

Required Coaches Meeting - A mandatory coaches meeting for rules review that at least one member from each team’s staff must attend one of the offered sessions. (Dates: Sunday, May 18 at 3:00 p.m. at Marist Pool or Sunday May 25 at 3:00 p.m. at Marist Pool).

https://us06web.zoom.us/j/93804786502

Meeting ID: 938 0478 6502

One tap mobile

+19292056099,,93804786502# US (New York)

+13017158592,,93804786502# US (Washington DC)

More Swimtopia Training Webinars for the Upcoming Season

We have already had one Webinar covering team page setup and registration. 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.

Registration and Team Page Setup

Thank you for taking part in our Swimtopia webinar recently. 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]

Volunteer Management - Helpful links, including a recording of the webinar are below

Here's a link to the recording from the webinar: SwimTopia -- Volunteer Management

Here's a link to the volunteering section in our Help Center: Volunteering

And a couple of helpful blog posts -- here are the links:

Volunteer Signups: How Does Your Team Manage Them?

5 Tips and Tools for Better Volunteer Management

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

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. Additional Swimtopia training resources can be found at ASA Swimtopia Training Links and Tutorials

2025 ASA Championship Session Assignments

I have also updated the ASA Championship session assignments. We were able to get most teams into their requested day. Although we just did not have enough room to allow everyone that wanted to swim on Wednesday, especially Wednesday morning to make everyone's request happen. Please refer to 2025 ASA Championship Session Assignments . I have a little wiggle room on these, but not much. We have tried to balance the numbers as best we can to allow as many teams to have their team area on the deck, as well as stay within the limits of what Georgia Tech will permit us to have per session. If you have a situation that requires a session change please contact me ASAP and I will do what I can to help.We are really excited about a return to swimming and the fun that your teams offer your families and the community. Please stay tuned, as we will do our best to provide you as much info and guidance as possible. If you have any questions in the meantime, please don't hesitate to call or e mail as we are always happy to help.

Thank you again,

Franke Marsden

ASA