Team Unify's Complete User Guide for this Website

HOW-TO’S - TIPS - TRICKS

BEST PRACTICES

and

guide

TeamUnify, OnDeck, TULessons, GetOutSwim.com

are trademarks of TeamUnify Inc., registered in the

U.S. and other countries.

Every effort has been made to ensure that the infor-

mation in this manual is accurate. TeamUnify is not

responsible for printing errors.

III

Table of Content

Account / Member Admin

Website Design & Editing

Event Creation

Job & Volunteer Sign-up Management

Team Profile

Online Registration

Swim Meet Entries

Swim Meet Results

Billing and Electronic Payment Processing

Time Reports

Managing the Business of Swimming

Selling Your Swim Team Program Benefits

Team Administrator Performance

Administrator Responsibilities & Succession Planning

Going Social

Table of Contents

106

107

115

121

131

135

139

144

149

156

Set-up and Basics

Accounts and Members

Swim Meet Management

Time Standards

E-mail & SMS Communication

News Management

Volunteer Job Sign-up

Attendance Tracking

More Cool Stuff

Best Practices

Managing the Business of Swimming

Your Swim Team is Big Business. The coaching and services you provide to the swimmers on your team

are important. The costs for these services rate high on any family’s budget. Two key areas that will greatly

enhance your member retention and satisfaction levels are communications and expectation setting. By set-

ting clear and documented guidelines and goals and then consistently communicating this information, your

team members will see how efficient a business you truly are.

Communication

Steady and relevant e-mail communication is critical to getting the attention and involvement of your

membership. Long gaps between communicating to your team should be avoided at all costs.

Expectation Setting

Create and communicate your team’s expectations often and don’t be afraid to repeat them. Create

your team’s “guidelines and goals” and publish them privately to the teams website. Parents and swim-

mers will appreciate knowing what is expected of them and what can be accomplished when they

meet these expectations.

Program Value & Benefits

You’re selling a service. Sell, resell and promote the benefits of swimming on your team to your fam-

ily’s and most importantly to your incoming swimmers. Make your program an exciting and important

program.

Critical. The moment that your team begins or improves its business thinking, your family’s will immediately

feel the positive changes.

Don’t forget you’re selling a service and you should be promoting the benefits and rewards of swimming to

your existing families and to potential new swimmers. Just a little selling will go a long way to making your

program the exciting and interesting service it truly is. Swimming has many sell-able positive qualities which

we describe below:

• Creates and develops life skills

• A fun and safe environment for all ages

• Learn to swim and develop confidence in and out of the pool

• Breeds healthy, individual competitiveness and encourages teamwork

• Gets you in shape and keeps you fit

• Establishes better eating habits

• Teaches the fine art of how hard work and dedication can deliver results

• Teaches positive goal setting skills

• It’s a great way to make new friends and lasting friendships.

Remember you will not make everyone happy. Don’t let the less than 1% of your membership dictate

how you run your team. Remove families/kids from the team that break the established and published rules.

You’ll be far happier and more importantly so will your families. Set your own “No Shirt, No Shoes, No Ser-

vice Rule”.

Selling Your Swim Team’s Program Benets

Best Practice

Team Administrator Performance

Administrator Responsibilities & Succession Planning

Administrator Performance

Your available time as a team administrator is a precious commodity. As most team administrators are vol-

unteers, time constraints are always tight. Run board meetings or similar with a strict agenda. Focus on the

critical items that need resolving.

Live by the 80/20 rule. Focus on the 20% that represent your core team needs and you’ll deliver 80% of what

your family’s requires. Here are some of the 20% items to put near the top of your priority list:

• Right pricing your dues

• Budgeting and cash-flow management

• Coaching expectations, responsibilities and improving productivity

• Make sure all administrators have job descriptions

• Family expectations and communicate the plan to the families

• Parents should not be allowed to be delinquent unless there is an exception.

The two most over-looked responsibilities of team administrators is the failure of creating accurate job de-

scriptions [with objectives and expectations] for each administrator position. Second is succession planning

for when an administrator leaves their respective post. Put in place an action plan for new administrator

training.

Administrator Responsibilities

Think of the administrator job description as no different than how a company would define each po-

sition within the company. Specifically, defining roles and responsibilities for each administrator. The

requirement to apply this level of detail is critical to establishing administrator deliverables and what

the team expects.

Most families avoid being part of team administration. Primary reason is that it’s a volunteer position

and is not a compensated position. Subsequently, a team gets a couple choices and in the end the

team takes what they get. Ultimately the need to create more demand for each position is by creating

the positions as offering “compensation”. Compensate a limited number of Administrators based on

each position and contribution. The great news is the team can write the loss of revenue as a cost of

doing business. The following is an example of how compensation could be structured.

Core Roles:

• President = No dues

• Billing, Treasurer, Vice President = 75% off of all dues

• Job Sign-up, Fundraising, Vice President = 50% off of all dues

• Support Roles: 25% off Dues [limited actual tasks]

Succession Planning

Your administrators will leave your team. It’s either mandated with-in bylaws established by your team

at predicated time-frames or an administrator deciding to leave for any number of personal reasons.

Failing to establish a new-administrator training plan for each role would be like a company hiring a

new employee and not training them, yet expecting productivity out of them. It’s simply impossible.

Create a new administrator training plan! Here are some key points to think about:

• Plan/schedule far enough in advance for administrator turn-over

• Develop an education plan with TeamUnify

• Require new administrators to participate in TU trainings

Best Practices

Going social is not just a fad. It’s become a powerful communication and connectivity tool for businesses.

There are many choices in the world in going social. Facebook, Twitter, Digg, Buzz to name a few. However,

the only one that really matters is Facebook. 500 million people cannot be wrong. There are 165M active

people and business registered with Facebook in the United States. Not only is the number staggering and

growing, it’s the usage statistics of these accounts. Suffice it to say, it is a very active and vibrant community.

Be social - don’t be afraid. Find a parent or an athlete on your team to get you going. It’s not difficult and

it’s a powerful communication tool.

• To keep your life simple, focus on Facebook. It’s hard to argue with 500 million users. They ARE the cur-

rent standard and the vast majority of your families and swimmers are connected to Facebook. If they are not,

then you’ll help them to get connected.

• You should be aware of privacy. However, don’t let it get in the way of using what Facebook can bring to

your team.

NEW!: Facebook Groups: [http://www.facebook.com/groups]

+ With Facebook you can now create an invite only group

+ You can have private discussions

+ Post & Share photos, documents and videos

o Facebook [help: http://www.facebook.com/help/?ref=drop]

o http://www.facebook.com/groups/

o http://www.facebook.com/help/?page=1193

o http://www.facebook.com/help/?page=414

Going Social

SwimOce

Account Member Admin

Account

Member

Admin

What you’ll learn in this Section:

How to add an account and member.

How to manually reset an account password.

How do you multi select accounts and change

their account status and access rights.

How to see which accounts are staying in touch

with the team.

How to view an accounts payment method and

membership dues schedule.

How to filter the members by a billing group

and multi edit them into another billing group.

How to generate a USA reg package for your

current/active swimmers.

Account Member Admin Overview

Communications Editor

How to view accounts and members with On-

Deck Mobile Coach

SwimOce

Tips and Tricks

Did you know you can e-mail

your suspended or canceled/

hidden members from this tab?

Search using your status filter,

put a check mark next to some

or all accounts you wish to e-

mail and hit your e-mail button to

send a free form e-mail. This is

a great way to ‘nudge’ your non

active membership.

The accounts tab generates the account view. Use the filters to locate the information needed.

Filter by status (active,suspended,cancel/hidden), admin (level of admin user; SuperUser, Webmas-

ter event admin, e-mail print calendar), Pay by: (check, CC, ACH), multi-members only (no = everyone/

yes=only accounts with multiple athletes). Billing Groups/Roster Groups/Locations/Member status will

filter by the athlete or member.

Add New – Used to create a new family account

Multi-Edit – Place a check mark in the box to the left of the name (s) and use multi-edit to update the

information. Options include status, membership, admin.

E-mail Login – Place a check mark in the box to the left of the name (s) and use this button to e-mail

the system generated unique password. Re-sending the password to an account does regenerate a new

password but re-sends the current password set in the account.

E-mail Auto Pay Intro – This button will ONLY show if you have credit card or ACH functionality in the

system. Use this option to send off instructions on how to enter in credit card or ACH information.

Excel - Use this button to generate an Excel report containing the account level information.

E-mail – Use the check mark functionality as stated above to send out an e-mail from this area. This can

be used to send e-mail to suspended or canceled/hidden accounts.

Delete button – Use the check mark function to delete accounts. Once an account has gone through

one billing cycle you will not be able to delete and you will need to cancel/hide the account.

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Account Member Admin

SwimOce

Account Member Admin

Last Name - Enter in the last name and select search. This is a “fuzzy” search field meaning you can

enter in the first few letters for the system to do a search.

E-Mail - This system can only accept one instance of an e-mail and will not allow duplicates. It can

search on any e-mail address including ‘non primary’.

Pay by - Allows the admin to search by accounts that pay by check or credit card.

Account Status - Search by All Non Cancelled, Active, Not Set, Waiting for Approval, Suspended, &

Waiting for Approval.

Admin - Search by the level of administrative privileges for example NonAdmin, Super User etc.

Multi-members Only - This will allow you to search for accounts with more than one athlete.

Billing Group/Roster Group/Location - Search for an account with at least one athlete meeting the filter

specifications.

Communication Status - This will show you what accounts have either verified or not verified their email

address or cell phone number. This allows communications from OnDeck.

Member Status - This filter will help the admins to search by member status for example; Active, Sus-

pended, etc. Chose status, “Only Non Active” to show accounts with no current, active swimmers.

Tips and Tricks

The best way to ensure every-

one has verified their e-mail

address or phone number is to

use the communication search

parameters;unverified filter, select

all and e-mail. Let them know it

helps for quick messaging regard-

ing critical team information.

Tips and Tricks

Use the LastIn column to e-mail

those accounts that have not

logged into the system.

E-mail Preview - Select Login instructions to view what the e-mail says that goes out to your members

when you “E-mail Login”. If you have credit cards/ACH turned on for your site, select the Electronic

payment intro to view this e-mail. You can send this email by selecting accounts that have not signed

up to be automatically deducted and then selecting the ‘Email Auto Pay’ Intro button.

Filter Options - Based on the filters that you select in the above instruction, your results will be viewable

in this screen. Remember, if you select the account name, it will bring you into the edit function.

SwimOce

Account Member Admin

Tips and Tricks

Did you know you can reset an

accounts password if needed?

Use the Reset Password but-

ton to enter in a new password

generated by you. This is also

a great way to make an admin

account for admin type: Not an

admin for testing purposes.

Did you know you can communi-

cate quickly with your accounts

if they go through the verification

process. Once they have verified

either e-mail address or text, you

can quickly communicate using

your OnDeck application.

asked to verify this e-mail. Once verified, you can use this functionality in OnDeck for communication.

Verified will show a check mark in the box “verified”

E-mail – This will be CC’d on all e-mail except the password e-mail and invoice e-mail (these only go to

the primary). This is not required and can also be verified as above.

SMS (short message service) - Users can have their cell phone number verified to be used as above.

Account Status – Use this to set the account status. Active for current accounts, Suspended for accounts

that may return and canceled/hidden for accounts that have left the team.

Admin Type – Use the dropdown to give admin access to administrators of the site. Leave all swimmer

accounts as not an admin. Select the green ? for admin privileges.

Lesson Admin – This will only be viewable on sites which are using the lesson module. It allows for status

levels to be set for admin rights to the lesson module.

Members Search – This will either include or exclude this account and members in the member directory.

The Member Directory feature is for logged in accounts only.

Billing information – All account billing information

E-mail Password – Send the password e-mail to the primary e-mail address on this account.

Reset Password – Allows the SuperUser to manually reset the password. This is a good option if the ac-

count tells you they have not received their password e-mail.

Members under this account: This option appears once you have saved the account information. Use the

Add New button to add each member (child) under this account. Click on the child’s name to edit or

make adjustments in this area.

9 10

Account Member Admin

SwimOce

Tips and Tricks

Did you know that if you have

CC/ACH you can have the option

to ‘Manually MAIL payment to

Team’ removed? Admin will al-

ways have the option to override

on an account by account basis.

E-mail support@teamunify.com

to request this.

Current Payment Method - Accounts will set their payment type of either check, credit card or ACH.

SuperUsers can manually update the account information as well but will not have access to viewing a

users CC or ACH information at any time. This is HTTPS secured and 128 bit encrypted.

To read more about this function click on the green question mark located in the bottom right.

The Membership Dues Schedule is a snapshot of the yearly billing of each account. Your members view

this when they click “My account” located on the left/right side of the site. This function is managed

from Billing Setup < Membership Dues Schedule.

Account Additional Recurring Charges Discounts – Use this function to add recurring charges against an

individual account. For instance a monthly scholarship discount.

Tips and Tricks

Did you know that you can see

the same invoice view as your

accounts by selecting: Show in-

voices for this account. You can

also create a new invoice while

in this view.

Account Member Admin

SwimOce

Account Member Admin

Tips and Tricks

Did you know if you upload the

athlete’s photo into their profile

you can view it in your OnDeck

application?

At the bottom of the page, click

the “Edit Billing Account” link

to be brought back the family’s

main account page.

Add all pertinent information into each field. First, Last, Middle and birthday will be the fields that create

the USA ID card #. Use the Inactive date to help you remember to set them as Inactive.

ID Card# Build – Select the Build button to create the USA ID number automatically. Each USA ID# is

critical for attaching Results/Entries to each athlete.

Billing Group – The billing group tells the billing system how much to charge. These dollars are setup in

the Billing Setup < Membership Dues Schedule.

Sub Billing Group – The sub billing group is the frequency of the charge

Roster Group – use this designator to show what level of swim group the athlete is in.

Location – This is used when a team swims out of more than one facility. You can use this designator

for many other options as well. For example you could add each coach name to the location and attach

athletes accordingly.

Member Status – Active (currently swimming), Suspended (taking some time off), Canceled/Hidden (they

have left the team).

MEMBER E-mail and Text Messaging Setup - Accounts can select the Add E-mail or Add SMS to their indi-

vidual child’s profile to be included in communications from OnDeck.

The tabs; Medical Information and USA Registration can be updated by the family upon login.

Account Member Admin

Coaches using OnDeck with Super User Access Privilege can change the Billing Group, Sub

Billing group, roster group, location, member status and gather USA Swimming’s Racing Start

Certification while standing on deck.

SwimOce

Account Member Admin

Tips and Tricks

Did you know that the Excel

Spreadsheet is a great way to

have a quick look at all of the

swimmers USA reg data? This

simple spreadsheet can also

work for a roster sheet without

all of the personal data.

USA Swimming Registration function can be used to register or re-register your athletes with USA Swimming

through your LSC.

Multi-Edit – Use the check mark function to multi select athletes and change one or many of the USA

fields.

Rebuild ID# - Use the check mark function to rebuild the ID#.

Gen Reg Package – Use the check mark function to select your athletes and then select this button to

generate the electronic version to be sent to your LSC. This system will calculate the necessary fees.

USA Swimming Form – Use the check mark function to select your athletes and then select this button to

generate the PDF version of each athlete’s form.

Excel – use the check mark function to select your athletes and print out an Excel form to view all USA

information for each athlete.

Page 1 of x - Use the arrows right or left to show you the next ‘x’ number of records or select the down

arrows to the right of the number field to select all records.

1 2 3 4 5

SwimOce

Account Member Admin

Frequently Asked Questions

How do I change what I see in the Membership Dues Schedule?

The dollar amounts come from the Billing setup < Membership Dues Schedule Tab < Find < Member/

athlete Profile. If you notice an athlete in the wrong Billing group or even the wrong Sub billing group

(monthly/annual) you can change this in account member admin, members tab.

When would I use the recurring charges/discounts feature?

This option is available for any accounts that have charges or discounts that occur outside of the normal

billing setup. For instance, the coach’s children may receive a 50% discount off of dues. You could

place them in the correct billing/sub billing group but make adjustments in this area. Once you have

applied it, the system will automatically add this to the bill to offset charges.

SwimOce

Account Member Admin

Best Practices

Retention & Performance Strategies

Review the ‘last in’ column to see who has never signed in.

Resend the password e-mail to these accounts to softly en-

courage them to sign in. Have one team administrator for this

task and call them the “Team Ambassador”.

Review e-mail open rates in Message Track. It’s not exact sci-

ence, but give you an picture of who is not paying attention.

Look for e-mails that are: invalid_xxxxx@teamunify.com and

update these with real e-mail addresses..

Speed

Use Multi-edit for bulk changing accounts and member views

to change multiple parameters within each record

Fuzzy search. You need only type partial last names and click

the search button. Gets you what you want faster.

Combine the fuzzy search with other filters for fast, custom-

ized queries.

Communication

Track attendance with OnDeck. Publish/announce attendance

results. Create rewards/incentives. Get your team involved.

Polish

Add swimmer photos to the member page view with OnDeck.

A great way to quickly add a picture to your news items.

SwimOce

Notes

Account Member Admin

SwimOce

Website Design & Editing

Website

Design &

Editing

What you’ll learn in this Section:

How to change the layout on the home page.

How to change the background.

How to add a new tab and sub menu.

How to use the text editor to link a document

and add a graphic.

How to use the text editor to add a linked URL

to an image.

How to add a Facebook button to your site.

Editing your home page

Home Page How To’s

Adding a Document

Creating a Google Analytics Account

SwimOce

Website Design & Editing

Tips and Tricks

Select the Website layout con-

figuration to adjust how your site

looks with the touch of a button.

A great way to test your edit-

ing skills and apply new editing

functionality is to create yourself

a test page that is SuperUser

accessibility only. Go to your

tabs and select Add New. Call

your Tab “Test” for example ,and

ensure only a SuperUser has ac-

cess upon login.

Introduction: Begin by logging into your site and selecting website design on the left side. Your view will

reflect the screenshot above.

Website Layout conguration

This will access your Chameleon Design Template. This will control your home page and site look and

feel. Don’t be afraid to change things around on your site to find the best view for your team.

Tabs Area – Add New

• This option will build a new tab on your site. Fill in the required fields and save changes.

• Once you have saved changes you now have the option to build a sub-menu (dropdown). Select Add

New and fill in the appropriate fields.

Partners

Select your Partners tab to add logos and links for such things as team sponsorship programs. You can

then control the layout of this using the Layout Configuration Button above.

Tabs Area – Edit Tab (select the tab name)

Use this option to edit your tab name and properties and/or your sub-menus name and properties.

Delete - Place a check mark to the left of the tab you would like to delete and select this option. Please

note this is not reversible nor can you delete TU defined tabs (in Bold)

2 3

Website Design & Editing

SwimOce

Website Design & Editing

Introduction: Begin by logging into your site and selecting website design on the left side. Your view will

reflect the screenshot above.

Template - Select Chameleon to access your Chameleon Design Template. This will control your home

page and site look and feel. You will also see two other templates; modern & classic. These are legacy

templates but available for use.

Template Color - Use the drop down to immediately change the color/look of your site.

Website Title part 1 & 2 - Place your Swim Team name in these two fields. The first field will appear larger

than the second field. These fonts are fixed. Use the custom color picker to add color to your font.

Team Logo - Select the radio button (show team logo) to upload your logo. This will appear only when

you are not signed in and will appear below the sign in button.

Custom Background - Chose the stock background to select TU stocked skin for your background or use

the custom background option to upload your own high resolution photo (1024 x 768).

USA Team Status/Team Level - Use the drop downs to apply the correct status and level to your banner

area.

America’s Swim Team/ Shop.USAswimming.org - Turn these two toggles to Yes to have these available to

your accounts/public. America’s Swim team has a wealth of information for athletes, coaches and par-

ents.

TYR, Facebook, Twitter URL - Place the URL of one or all of these options and you will automatically have

a corresponding badge and link appear on the left or right of your site (depending on where your login

is placed).

2 3

Website Design & Editing

Tips and Tricks

Did you know if you use a

custom skin you can control the

color of your tabs using the Tem-

plate Color drop down function.

If you are using a custom back-

ground ensure you use a high

resolution photo or the result will

be distorted.

The color pickers are a great way

to add branding colors to your

headers.

SwimOce

Website Design & Editing

Tips and Tricks

Your partners function is a great

way to get sponsorship for your

team. Let them know they get

not only get viewed by your

membership but any visiting

team as well as the general pub-

lic. This equals great exposure.

Website Design & Editing

Show Partners - Use the drop down to select where you would like to place your partners that were cre-

ated after selecting Website Design < Partners Tab. Place the name you would like to use to designate

“partners” for instance: Sponsors.

Narrow Column (sign-in section) Select where you would like to place your sign in.

Show Main Photo/Text/Commands: Select where you would like to place these features on your home

page. Instructions for setup are in the next section. You can also select the placement of your photo

uploaded in the next section.

Show Events: Select where you would like your events to be listed (based on your events tab). You can

also rename the header, place max # to show on the home page and rename the tabs within. Although

Swim Lessons is an option it is not usable if you do not have this module.

Show News: Select to show or hide on your home page. You can also rename the header and show

max# or select 0 to show all.

SwimOce

Website Design & Editing

Tips and Tricks

Your command buttons are a

great way to direct traffic on

your site. Update them often so

your team knows the important

areas of the site they need to

navigate to.

Use your command buttons for

such things as “Swimmer of the

Month”. Your team members

will always be interested in this

update which ensures they are

also seeing the other important

information.

Website Design & Editing

Photo to Upload - You have the option of two image sizes. If you select Normal Size your command buttons

will adjust to fit to the left or right of this photo. If you select Wider Size, your command buttons can move

independently of the picture and is controlled using the Position selection located in the command button area.

When you have your photo(s) selection use the Browse to select either .gif, .jpg. or .png file.

Display Order: More than one photo turns this piece into a slide show function. Display order tells the slideshow

what order to show the pictures.

URL to launch when clicked: Place a URL in this field and when a user clicks on the picture, it will launch the user

into the URL site. Ensure it’s the entire URL including http://www.URL.com.

URL opened In - When a user selects the picture and is directed to the URL, you can use the dropdown options

to have the URL open in the Current Window/Tab or Popup Window.

Click to Delete: Place a check mark in the box to the left and Save changes to delete the corresponding

picture(s).

Main Text - Use this area for a short, professional statement about your team.

Team Site Meta keywords - Meta keywords are used to help search engines find your site. The more traffic you

have to the site the higher your rankings will appear. Remember to keep these words KEY. You should have

identifiers like swimming, swim lessons, city, state, season (year round, summer( etc). More words does not

equal higher search engine rankings but it could equal more search engine confusion.

SwimOce

Website Design & Editing

Tips and Tricks

Your command buttons are a great

way to direct traffic on your site.

Update them often so your team

knows the important areas of the

site they need to navigate to.

Use your command buttons for

such things as “Swimmer of the

Month”. Keeping your member-

ship returning to your site is the

key to good communication.

Website Design & Editing

Position- You have the option of two image sizes from the tab previous. If you select Wider size, your command

buttons can move independently of the picture and is controlled using the Position selection. Use the drop-

down to position your command buttons.

Command Button Dropdowns: Select either *User Define (meaning tabs that the team admin has created) or

TeamUnify defined tabs (these will automatically pull in the corresponding URL). If they are User Defined, you

will need to copy the URL of that tab and paste it into this section. Label your button appropriately. You also

have the option to have this button open in a New Window/Tab, Current Window/Tab, or a popup .These will all

appear on the home page.

Icon Edit - Select this link to give you TeamUnify loaded icons or upload your own. Icons are a great way to add

professionalism to your site and branding opportunities.

URL - Enter in your URL that you previously copied for the tab/page that you would like this command button to

“jump” to when selected.

Main Text - Use this area for a short, professional statement about your team.

Team Site Meta keywords - Meta keywords are used to help search engines find your site. The more traffic

you have to the site the higher your rankings will appear. Remember to keep these words KEY.

Google Analytics - Place your code in this box to begin tracking your site traffic.

SwimOce

Website Design & Editing

Tips and Tricks

Did you know you can override

the default hyper link color? Type

your text that you will be linking

to, highlight and format first and

then attach your link.

Editor Map:

Source Code – use this to prepare your editor for HTML (for instance embedding a Google Map)

Cut, Copy, Paste

Copy from Word – use this when you are copying from Word to eliminate some of the HTML confusion.

ABC – Spellcheck

B(bold), I(italic), U (underline), abc (strikethrough)

Numbering, bullets

Left, Center, Right, Justify alignment of your text or images

Link (to add a document or a URL to anything including images and text)

Anchors (see the corresponding FAQ on how to apply anchors)

Add an image

Add a Table

Add a horizontal bar

Add an emoticon (smiley face etc)

Add a special character (for instance a copyright symbol)

Insert a break

Styles (highlight for instance), Format, Font, size

Font color

Highlight Color

Full Screen (click this again to return to normal view and to be able to save your work).

Shows you your paragraph blocks

7 8

Website Design & Editing

10 11 12 13 14 15

17 18 19 20

To Edit a page/Add content

1. Create your Tab or Submenu

2. Navigate to above

3. Select edit on the right of the page

4. Delete any necessary text/images

5. Begin typing your information. REMEMBER if you will be typing more than 10min. of text, please use

a word processing program and cut and paste into the editor. Please use the correct paste clipboard to

ensure good results. Also pay attention to any formatting styles that you use on your word processing

program. The TU editor only accepts a small amount of font and formatting styles.

6. Save Changes

SwimOce

Website Design & Editing

To add a Document

1. From within the editor type the name of the document you will be attaching. Make any formatting

changes before you attach the document.

2. Highlight your words to link to

3. Select the link button (#8)

4. Select Browse Server

5. The left side acts like your PC file interface. Click on Files or Images. Right click to add sub folders or

delete

6. Select Upload and then browse to find you document

7. Select your document

8. Select ‘Upload Selected File’

9. Double click on your file to bring yourself back to the link box

10. Select Ok

11. Continue editing your page or select Save Changes.

Frequently Asked Questions

How do I attach a link to a picture?

Place your picture into the editor as described above. Once you have it placed appropriately, right click

on it, select Edit Image and go to the Link tab. Place your URL in the URL field and select Ok and then

OK again. Save your changes and click on your image to test your link.

I copy and pasted my information and when I select Save Changes it doesn’t look like my original. What hap-

pened?

Remember that the editor is taking a best guess of your information and transforming it into HTML.

TeamUnify suggest writing it up without the fancy formatting and copying your plain text into the editor.

Once you have it within the editor, use the formatting tools available.

Other FAQ’s that relate to this subject (go to FAQ on your site and type in these solution #’s).

1. How do I add a Forum to My website? - #371

2. Adding a slide show or picture collage/photo Gallery - #131

3. Scrolling Text or Marquee - #165

4. How do I add a Facebook or Twitter button- #552

5. How do I add a Facebook Widget or Badge? - #547

6. How do I add an RSS Feed (dynamic news feed) - #129

SwimOce

Website Design & Editing

Best Practices

Retention & Performance Strategies

Place core menu’s and information in upper left quadrant of site [red]

Your audience is generally a distracted group. Place the most important messaging and im-

agery in the upper-left for maximum visibility. Here is our suggestion for tab ordering:

# Events > News > Calendar > About Us

Make site changes slowly - communicate them to your team

Fewer menu’s with use of sub menu’s

Don’t make everything public. Allow certain information to be accessible to only signed in ac-

counts. Password protected information creates a feeling of professionalism and privacy and

drives your membership to sign-in.

Speed

Use Chrome, Firefox or Safari - Do not use Internet Explorer when signed in

Communication

Have a Facebook account and update it once every week minimum.

Use OnDeck to post news to the team website and Facebook at the same time.

Polish

Do not let pages fall wider than the TeamUnify site framework allows. This will make the team

have the appearance of being unprofessional.

Uniform font size and limit colors of font on the same page.

Verdana or Arial font are the 2 best choices.

Use Google maps for your locations. Type in FAQ #150 when signed in. Google Maps are not only

interactive, they offer a finished look to your site.

If you really want to get a unique look, leverage TeamUnify’s custom site skin services, it’s inex-

pensive and will help your team look even more professional.

SwimOce

Website Design & Editing

Notes

Website Design & Editing

SwimOce

Event Creation

What you’ll learn in this Section:

How to create an event

How to designate whether this is an event or a

function.

How to turn your event into an online event

signup function.

How to enter in the job signup function.

How to e-mail event notifications.

Meet Event Creation Overview

Event Creation

SwimOce

Event Creation

Tips and Tricks

Use the Report tab to generate

job signup reports and meet en-

try information by account and

by event. A great tool for admin-

istrators and your members.

1 2 3 4

Current & Upcoming– All Current and upcoming events or functions.

Past & Archived - Once the close date occurs for your event it will automatically get pushed into this tab.

Reports - This tab is used for both public and admin to generate reports by job signup and by meet.

New Event – Select this button to begin your event creation wizard.

Delete– Place a check mark to the left of the event(s) that you wish to delete. Please remember any

information within your event will be deleted as well.

Event Category- Use the drop down filter to only show events within that category. These categories are

created and selected within the event creation.

Edit - Select the edit button to edit this event.

Attend this event/job signup/register online buttons - Your accounts will select these button to signup to an

event, jobs or use the online registration system. Admins will use these buttons to enter into the admin-

istration portal. Once an account has registered or signed up for a job, the button wording will change

to Edit Commitment and Edit Job Signup.

SwimOce

Step 1: Event Title – Enter in the title of your event.

Start Date/Time:End Date/Time:Registration Deadline - Enter in all dates and times that are relevant to the

event. If you are entering in a time ensure you use a leading zero for instance 07:00.

Event Category - Use the select to place this event in the appropriate event category for filter functionality.

Select Add New from within the select to create the categories.

Home Page Tab – Use the drop down to chose your event categories used on your home page event tabs.

Do you want the above Event on the Calendar Yes/No? - This toggle will either place this event on the general

calendar or not depending on your selection.

Step 2: Team Member Only Private Event? – Use the dropdown to designate public or private event. This is

not related to signing up for an event as that is always sign in only. This relates to viewing the informa-

tion and whether you would like the public to be able to view the information (not signup) or only logged

in members.

Step 3: Event Signup/Register Enabled? - Select the radio button that corresponds to the event needs. Your

options include the following:

1. Do Not Allow Team Member to Signup/Register for this event. This is an informational only event.

2. Allow On-line Reg: Response with Yes/No. The Attend this Event button appears for yes/no.

3. Allow On-Line Reg; Connect to eReg System. Connects event to the online registration module.

4. Allow On-line Reg; Meet Manager/Meet Events file to allow Online meet entry. Allows you

to browse for your MeetManager event file. Once it’s imported, TU becomes an online event

entry system.

Step 4: Team Hosted Event (Job signup required)? - Enter the job signup deadline date to create the job

signup button for the event. This job signup button, when selected, allows the job administrator access

to create the jobs. Use the per account signup limit to limit the number of jobs per account.

Choose which Groups of Members will receive e-mail notication for this event - Select the radio button that

corresponds to the group that should receive the event notification.

Tips and Tricks

Use the per Account signup limit

to ensure your accounts don’t

signup for all of their jobs within

one meet.

Use the eReg system function to

collect money and registrations

for things like an officials training

clinic or a team party.

Did you know you can drop in

your MeetManager file after

everyone has committed and the

system will hold that committed

designator?

Event Creation

SwimOce

Step 6: Enter detail Event description below: – Enter in any event information needed.

Step 7: Important Notes - Enter in specific information critical to the event entry. This will appear when an

account selects their child to commit to an event.

Step 8/9/10 - Use these steps to upload any pictures and documents related to the event.

Home Page Tab – Use the drop down to chose your event categories used on your home page event tabs.

Step 11: E-Mail Notications for this Event – Enter in the name and e-mail address of the event coordinator

that the event notification will come from. When you are ready to e-mail this notification select yes for

e-mailing right now and yes for the reminder e-mail. The reminder e-mail will go to all active accounts.

Save Changes to New Event Clone - Use this function to clone the event. It will not bring the event file

import if this event has one. This function only brings over dates, titles, descriptions and filter options.

Tips and Tricks

Use the per Account signup

limit to ensure your accounts

don’t signup for all of their jobs

within one meet.

Use the eReg system function

to collect money and registra-

tions for things like an officials

training clinic or a team party.

Did you know you can drop in

your MeetManager file after

everyone has committed and

the system will hold that com-

mitted designator?

Event Creation

SwimOce

Best Practices

Retention & Performance Strategies

Keep you events updated and current to drive your member-

ship to your site. If this is out of date your members will not

think this is the place for current information.

Speed

Copy and Append from a prior event if you have events that

are closely related. For instance, A meets an B meets.

Communication

Use the e-mail event notifications and the reminders to ensure

you reach your membership. This invitation also includes de-

tailed instructions on how the accounts can sign up.

Polish

Use the editor in step 6 to add things such as a Google map.

Use step 7 to remind them of important athlete information.

Event Creation

SwimOce

Notes

Event Creation

SwimOce

Job & Service Hours Sign-Up Management

Job & Volunteer

Sign-Up

Management

What you’ll learn in this Section:

How to set the date in an event to allow admin-

istration of the job system.

How to copy/append a previously created job

template.

How to add a job. How to add a time slot and

number of positions for a time slot.

How to turn on your jobs for sign up.

How to e-mail all of your signed-up members.

How to know where you would generate a job

How to apply the time worked against the ac-

counts obligations.

Creating a Job Signup Overview

Signing Up Other Accounts

Job Signup Reports

SwimOce

Job & Volunteer Sign-Up Management

Job & Service Hours Sign-Up Management

Tips and Tricks

Create “buzz” around your job

sign ups by designing awards for

volunteers or build anticipation

by creating “teaser” e-mail to

countdown to their opening.

In order to begin a job sign up, within the event edit, step #4 you will need to populate it with a date

(see screen shot below from the Event Creation Setup). Upon saving this event a job sign up button will

appear allowing admin access into the job system.

Always begin with the second Tab labeled Setup Event Jobs as below.

Copy & Append from other Event – click on this button and start by selecting Display All. The pre loaded

meet will be your first selection to copy and append. Once you have created a meet with a job sign-up

function, that meet will appear in the Copy and Append area in the future.

E-mail Job Sign up invitation to All Active Accounts – select this button to send a pre templated invitation to

Add New – Select to add a new job. Begin by entering the job name and notes. Save event job changes.

Once you have saved the job name it will bring you back out to the admin screen. Click on the job to add

the time periods. These are critical to turning the system on.

3 4

SwimOce

Job & Service Hours Sign-Up Management

Job & Volunteer Sign-Up Management

Tips and Tricks

Did you know that you can offer

concessions to bring as a job.

For instance, you could have a

job called “water” and there are

three position open for that job.

Each position would be respon-

sible to bring 24 bottles of water.

1. You can either edit the times already listed or add times like above. Ensure your Time From: and Time To:

follow the exact format as above. Use leading zeros for times such as 01:30.

2. Save Changes

3. When you are ready to turn the jobs on to the public for sign up put a check mark to the left of all available

jobs and select the button, ‘Allow Sign up’.

Tips and Tricks

Use the Change Account func-

tion to become any team mem-

ber to sign them up to a job.

This function is helpful to pre

To see a list of jobs for accounts

by date range for both accounts

and admin go to your Events Tab

< Reports Tab and use the admin

reports. Accounts can use the

account reports to view personal

information.

Accounts will login and sign up by putting a check mark to the left of their desired job and selecting the

button Sign up.

Use the Print outs for administrative help and the reports located under the Events tab for more admin

information.

If you need to sign up an account use the Change Account function located to the right of your name in

the Sign up Job for Account field.

TUMoney

Chapter Title

Tips and Tricks

Event Basics - Enter in the necessary details to begin your setup. It’s critical to select whether this is

a USA Swimming Swim-A-Thon or team sponsored. If USA Swim-A-Thon is selected, the fundraising

module will have additional functions which include a different waiver/agreement and different USA

specific reporting tools and incentive programs.

Turn Campaign/Lap Tracker - Ensure you have turned on your current campaign when you are ready

to release it to your accounts and potential donors and off when it’s complete. The lap tracker is turned

on/off depending on how you are running your fundraising event.

Event Information - This information will appear on the fundraising home page.

Event Message - This information will appear on the fundraising home page. You have the option of

selecting a TeamUnify pretemplated message that the admin can edit or simply click into the edit box

to create your own.

Event Image - Chose your own 300x300 sized image or from the TeamUnify library. This picture will

appear on the fundraising home page when you select the “Click for more information on the Event

Title” option.

Event Promotion - Make your checkbox selections to place your First/Second/Third line information in

the designated areas.

Goal Information - Place your Goal Amount and Goal date into these fields. This information will prop-

agate throughout the system from the lane progression bar to promotional e-mails. Enter in carefully.

Event Additional Information - Decide what additional information will be publicly viewable. You

have the option to show/hide the total participants, sponsors center, top location and roster groups as

set in your membership database.

Chapter Title

ICON

SwimOce

Job & Volunteer Sign-Up Management

Job & Service Hours Sign-Up Management

Tips and Tricks

To send an e-mail reminder to

your volunteers use this tab to

select everyone and use the e-

mail button.

Event Job Done Conrmation Tab

Set Job Done – When the event is done put a check mark to the left of each name or use the Select/De-

select All button. Select the Set Job Done button to place the smiley face to the left of those that have

completed their job. Once this piece has been completed the Volunteer Admin module will be updated

with the corresponding information.

Remove Job Done – Select this button if you need to remove an account from a job you previously set as

done.

1 2

Tips and Tricks

Did you know you can set and

reset this module several times

within the year? Just move Step

1: to the month you wish to bill

and reset. Once the system has

performed this action, move it

to the next month for reset and

invoicing. Ensure you complete

Step 2 and Step 3 as needed.

Do you need to see a printout

of the jobs worked? Generate

the Excel export spreadsheet

from the Obligation and Hours

Worked Tab.

SwimOce

Job & Service Hour Sign-Up Management

Job & Service Hours Sign-Up Management

Volunteer Administrative

The first month of the fiscal year for Volunteer Hours: When you are first starting this system set the date

to begin. Once the system begins you can change this month as deemed necessary. You can move this

date as many times in a fiscal year as needed.

Determine Volunteer Hours Obligation for every Account (family): Set these hours to apply automatically

based on Step 1.

Insufficient Volunteer Hours Charge: At the end of step 1 (upon the date selected), the system will cre-

ate invoices based on the amount in step 2 and number of un-worked hours.

The chart of accounts: Use the select button to the right to ensure the dollars charged are put into a

correct bucket of dollars for financial tracking.

You can choose a ‘not an admin’ person to track this system. They will only have access to this module.

Otherwise, the user will need to be a SuperUser.

Tips and Tricks

Did you know you can use the

Multi-Reset Yearly obligation to

select multi accounts and set

their obligation instead of wait-

ing for the system to set. It’s

also useful if you need to apply

different hours based on active

members.

Multi-Reset Yearly Obligation – Use this to set the obligation. Remember this does not need to be for the

year it can be seasonal. Use the System Setup to toggle the months to run multi times during a fiscal

year.

E-mail – Select your accounts you need to communicate with and use the e-mail button to send a free

from e-mail.

Multi-Reset Balance – If you need to reset the balance select your account[s], and then select the “Multi-

Reset Balance”.

New – the new link sits to the left of hours worked. Use this to manually adjust the hours worked by ac-

count. This is used for jobs not completed through the job setup system or adjusting job hours already

sitting against an account.

History – the History link can be used to view previous jobs completed.

4 5

SwimOce

Job & Service Hours Sign-Up Management

Frequently Asked Questions

How many jobs can an account sign up for?

Four. They may exit out and select the job button again and select four more jobs.

Can an admin sign up for another person’s job?

Yes, use the change account feature. This is also the same process for signing someone out of a job.

Can an account put someone else’s name on the job instead of theirs?

No.

How do I send out an e-mail reminder to those accounts signed up to work?

Go to the event job done tab and select all accounts. Use the e-mail button to send a free form e-mail.

Can I set my volunteer system for session or by meet?

Yes and No. The system is set exclusively for hours but if you are willing to manually place jobs done into

the volunteer admin piece you can do this. Set everyone with the number of sessions they are required

to work and manually apply those sessions against their account after the job is done.

I have set up my volunteer system now what?

You will need to set up your job module. See the FAQ, Video Tutorial or PDF on job setup.

I don’t use my billing system can I still use the volunteer modules?

Yes the volunteer module/job sign up module is fully functioning but it will NOT produce invoices for

any un-worked hours and it will not roll over. You will need to manually reset volunteer hours using the

Manual reset obligation in the Obligation and hours worked to

How do my accounts view their volunteer information?

When an account logs in with their login and password they can view their volunteer information in the

volunteer tab located in the My Invoices/Payments area.

How do I use the Volunteer System to track sessions instead of hours?

You will need to either convert your sessions to hours or use the job system, do not use the set job done

function and manually enter your amounts using the new button function in the above module. You will

need to manually set everyone’s obligation to the session amount.

Other FAQ’s that relate to this subject (visit to FAQ on your site and type in these solution #’s).

1. Job Sign up Reports - # 348

2. Job sign up – How many jobs can parents sign up for? - #480

3. Can Admin sign in members to jobs? - #195

Job & Service Hours Sign-Up Management

SwimOce

Job & Volunteer Sign-Up Management

Best Practices

Retention & Performance Strategies

Require your families to work a certain number of job hours

per year. Charge for un-worked hours, even if it is $1 for each

un-worked hour.

Speed

Copy and Append from a prior event to add jobs into a new

event. Then edit the list. The TeamUnify system remembers

each event as a unique set of jobs that you can recall and use

for future events.

To expedite the filling of your jobs, add a “lousy” job like

cleaning the bathrooms at the end of the meet. No one will

want this job.

Communication

E-mail often to your accounts asking for their help. 1-2 times

per month.

E-mail to your signed up members reminding them of their

participation in the up coming event and thanking them for

helping your team to be successful.

Polish

Create a sub-menu under ‘About Us’ to explain the “Job Sign

up” button and the expectations of your team.

SwimOce

Job & Volunteer Sign-Up Management

Job & Service Hours Sign-Up Management

Notes

SwimOce

Team Profile

Team

Prole

What you’ll learn in this Section:

How to confirm your team’s information. For example

what your team alias is for logging into OnDeck.

How to setup a new Billing Groups/Roster Groups.

How to set-up Locations (Super User function only).

How to change who gets the contact e-mail E,g,. the

member feedback e-mail recipients.

How to remember what a sub-billing group is used for.

Team Profile Overview

SwimOce

Team Prole

Team Profile

Tips and Tricks

Did you know your team alias in

red is also used in the sign in for

OnDeck? Whenever you see ref-

erence to your alias this is what

TU is talking about.

Did you know that if you use the

lesson program you can manual-

ly set your button name in here?

Team Alias – This alias denotes your team not only in your URL but also for OnDeck login functionality.

Team Name: Ensure you have this correct because it appears on your tab name on a Browser. If you

change it, so does the tab viewable to the public.

Address/City/State/Zip/Phone: Ensure this is also correct as it will update on the TeamUnify side for con-

tact purposes.

Organization – This needs to reflect who you are attached to for instance USA Swimming, AUS Swim-

ming, CAN Swimming, REC Swimming etc.

LSC/Region/League – This reflects what umbrella organization you swim under.

Team Club Code: This is your team code that designates you within Meet Manager and USA Swimming,

AUS Swimming, CAN Swimming etc.

Unattached Team Club Code – set this appropriately

Use Relay lead-o in Meet Entry – this option will globally set this selection.

Display Member Ages – If your team swims based on an age up date, set that date here and in account

member admin < members tab you will now see a new column, ‘age up date’.

A B

SwimOce

Team Prole

Team Profile

Other Administrative Tasks

Setup Billing Groups/Roster Groups/Location – Select this to add/edit/delete your billing groups (amount

to pay), Sub billing groups (how often to pay), Roster Group (what level they swim at), & Location (where

they swim at).

Setup Member Feedback E-mail Recipients – Ensure you select here to populate the feedback with the

appropriate names to receive those e-mail sent through the Contact Us feature located both from the

button on the top of your site and within the More Information button.

Tips and Tricks

Billing Groups define ‘how

much’ each member should be

billed.

Be descriptive! Make the Bill-

ing Group name as detailed as

needed. This will help facilitate

communication amongst team

administrators and parents.

Add New – Use the Add New Button to add new billing groups. When you do this selection you will

have the option of a normal or free billing group. This only applies to year round swim teams using the

billing module. It’s used to ensure BoD/Coaches do not get billing during the billing cycles. This does

NOT mean their children will not be billed.

Delete – The system will not allow you to delete a billing group if any athletes are attached. Go to Ac-

count member Admin < Member tab and search by both all non – cancelled and Canceled/Hidden and

ensure no members are attached if you receive an error. Once you have moved your members accord-

ingly, you may try the delete selection again.

1 2

Swim Lessons Button – If you are using the Swim Lesson Module you can set the name of the button in

this field.

Domain - Place your full domain name in this field if it is directly connecting to your TeamUnify site. Do

no use your domain name if it brings up another site and you link to your TU site or if you do not have

one registered with a domain name company.

Account/Member Custom Field Label - Place a custom field name that will be available in each Account.

or Member profile. In addition you will be able to enforce or optionally ask for this field to be filled in

during registration. You can use this for membership numbers for example. Once set, do not change

unless you want to override.

SwimOce

Team Prole

Team Profile

Tips and Tricks

Sub Billing Groups define ‘when’

a member should be billed.

Description is good! Name

the groups after number of

installments, Season (LC, SC),

or calendar unit. This will make

things easy when setting up your

Membership Dues Schedule.

Add New - Use the Add New Button to add sub billing groups. These groups are the frequency a mem-

ber will pay for their dues. Select the months to bill and leave those months out that you do not bill for

dues.

Delete – Put a check mark to the left of those groups you will not be using. The system will not allow

you to delete a sub billing group in use.

Add New – Use the add new button to add a new roster group. It will give you three selections:

a. Membership & Calendar (Most commonly Used). This means they are a member and also you

would like to add them as a calendar drop down.

b. Calendar Only – This is a calendar drop down only (for instance Workout Calendar)

c. Membership Only – This roster group only exists in membership admin but will not be available

as a calendar drop down item.

Delete – Select and delete. The system will not let you delete a roster group in use.

Add New – Use this button to add a new location

Delete – Use this button to delete a location. The system will not allow you to delete a location in use.

Tips and Tricks

Roster Groups will help your

coaching staff organize your

membership. Use as many

groups as needed. Members are

easy to move between groups,

so feel free to experiment.

Tips and Tricks

Locations are great way to

separate membership among

multiple pools... Only one pool?

You can divide roster groups

among multiple coaches using

Locations. Simply setup a loca-

tion per coach.

SwimOce

Team Prole

Team Profile

Frequently Asked Questions

How do I apply the billing group/sub billing group/Roster Group/Location?

Go to Account member Admin < Members tab and select all of those accounts that you will be applying

the same groups to Select the Multi –Edit button, put a check mark into the corresponding group and

select your options to apply to all names. Save Changes.

Can the Billing Group and Roster Group be dierent?

Yes.

The billing group denotes an amount of money an athletes will be paying for dues and the roster group

denotes what level of swim group they are in. The billing group often times is the same.

Does the Location have to be a location? Can it be used for any lter option that makes sense?

Yes. Some teams will use it to attach swimmers to a coach or to a time of year/season.

Other FAQ’s that relate to this subject (go to FAQ on your site and type in these solution #’s).

1. Delete Home page graphic - #302

2. Turn on/off Lead Off Splits - #187

3. What is my team alias? - #120

4. How do I make changes to my banner? #177

5. Setting Member Feedback E-mail addresses - # 67

SwimOce

Team Prole

Team Profile

Best Practices

Retention & Performance Strategies

Offer an ‘Up Front’ payment plan, in which families can pay

for an entire season in one lump sum. This will improve cash

flow, and encourage commitment to the entire season.

Speed

Use your Roster/Location and Billing/Sub Billing Groups in

your search queries. These are great ways to drill in on spe-

cific parts of your membership. This also helps fight ‘Informa-

tion Overload’

SwimOce

Team Prole

Team Profile

Notes

SwimOce

Online Registration

Online

Registration

What you’ll learn in this Section:

How to access the registration system.

How to create a new registration.

How you enforce an age group for a registration Group.

How you edit a registration group. How you add a new

group.

How to add an additional per member charge.

Can you make it optional.

How to opt out of a registration group from the multi-

discount function.

How to perform a registration test run.

How to approve and assign pending registrations.

How to read your Registration financial reports.

Year Round Registration Overview

Seasonal Team Registration Overview

Creating a User Defined Field

Managing your Registration System

SwimOce

Online Registration

Tips and Tricks

Did you know that you can run

multiple registration systems by

using the event reg piece. Try

having families register for a

BBQ or Christmas party.

Try using the event registration

piece to handle a stroke clinic.

Registrants do not need to be on

the TeamUnify platform to sign

up.

Title of Registration - This will be public facing

Short Title of Registration – This will be admin facing

Turn on for Registration - Turns the registration system on and off

Date use to calculate athlete’s age - This date is optional. You can use this to age up athletes for registra-

tion. For instance if today is April 1st and you set your age up for April 25th, everyone’s birthday who

falls on the 25th of April or before will be one year older for age group registrations. If you are 11 and

you register today, and your birthday is April 11th, you will be put into the 12 and older age group.

Open for returning members - What is the date that this registration system will open for members cur-

rently in your database (active, suspended or canceled/hidden)

Open for New members - What is the date that this registration system will open for new members includ-

ing new members of an account already on the team.

Enforce Age Group Dened by Registration Group - If you say yes, you can enforce the age range allowed

for registration groups. For instance if you say 10-12 then the athlete must be that age to register for

that group or the system will error the registrant.

Maximum registrants

• Global Limit – How many total team members will you allow before the registration closes.

• Per Registration Group – how many members will be able to sign up for each registration group. The

system will error the user if the maximum is met.

E-mail address and Name used to send receipt e-mail – this will be the e-mail and name of e-mail owner

shown on the receipt that is sent to the registrant.

SwimOce

Online Registration

User Dened Field – Set the User Defined field name in TeamProfile. Use the drop downs to either en-

force,

show but optional or hide.

Insurance/Emergency entry eld – optional/required. This will either enforce or not enforce the registrant

to enter their insurance and emergency information.

Jackets, T-shirts, warm ups – optional/required/do not show

Fill in the bottom tabs with your Title page, Waivers, & Success. Fill in your Title page as the first page your

registrants will see before they begin. Keep it relevant and to the point. You can copy and paste into

each tab your official waivers and you can make these optional or enforced at checkout using the drop-

down. The final page after checkout will be the success tab information.

Save Changes. Once you save changes select the second Tab < Fees Setup

Tips and Tricks

Do you want to collect how often

an account would like to pay?

For instance annual, monthly

etc? Create a Registration group

for each option. For example;

Blue Monthly, Blue Annual.

Do you just need to collect the

same fee for everyone? Make

one group called Swim Team.

Members Must Select [Location] to Register – Use this option to allow your accounts to sign-up not only by

group but any User Defined category as well. For example Blue Group @ defined name A would be $80

and defined name B would be $100. This does not have to be different amounts but allows for member

to select different user defined options. The label name shows for the public side.

Registration Groups for Member to Select – Use the select to the right to enable as many groups as needed.

This can be as simple as having one group titled “Swim Team,” or as complex as “Blue Group Annual

Payment” or “Blue Group Monthly Payment.” This allows the administrator to assign a members pre-

ferred Group Assignment and Payment Method.

Accepted Payment Method(s) – You can select Checks only, Credit Cards only or both.

Allow Credit Card to be saved for Auto Pay - If you select yes, during the checkout the account will be able

to designate that they would like the card used to update their AutoPay feature for the recurring billing

system.

Connect Account Outstanding Balance from Billing System - Select Yes to enforce the account to pay their

outstanding balance owed from the billing system at registration checkout.

Next - Select Next to move to the final fee setup screen and to save changes to current.

SwimOce

Online Registration

Tips and Tricks

Did you know you can collect

additional fees by quantity? Try

using the per family charge with

a quantity in the amount. For ex-

ample: 1 adult T-Shirt = $10.00

2 adult T-Shirts=$17.00 Have

each selection as an optional

charge.

Did you know you can opt out

registration groups from the per

member charge? When you

create a charge nominate who it

applies to. This works great for

option out masters swimmers

from paying the USA Reg fee.

Fees Setup

Per Member Charge – This is the calculated fee added to each member at checkout based on their selec-

tion during the registration process. Ensure you select a chart of accounts and enter in a dollar amount

(this can be zero)

Other Per Member Charge – This is an additional charge applied to each member (athlete) at checkout. A

more common charge is USA fee. This can be applied to one registration group, many or all.

Per Account (Family) Charge – this charge can be a required fee (annual registration fee), an optional fee

(volunteer opt out charge) or a quantity amount (banquet tickets) applied at checkout regardless of how

many athletes you have registered.

Multi-Athlete Discount – Yes/No. If yes this can be applied to one, many or all member registration

groups. This discount needs to be calculated based on the registration groups. For instance if you give

$20 discount on multi athletes then the 2nd child would be $20, 3rd would be $40, 4th would be $60

etc. The system will add up the actual amount based on the registration groups and deduct the amount

it sees in the multi-Athlete Discount.

Save Changes

SwimOce

Online Registration

Testing Your Registration System

1. Ensure all of your dates in the setup are set to open up today.

2. Turn the System off in the Registration Setup Tab

3. Ensure you Set it as current from the first screen (Registration Admin<Set as registered)

4. Begin your registration by clicking on the Start Registration/Off button located under the sign in but-

ton. Only Super Users can test this functionality.

Tips and Tricks

You can quickly see how many

remaining slots are open by

clicking on Show Registration

Groups from this screen (must

have enforce numbers on)?

Use the Not Registered Tab to e-

mail all of your accounts, includ-

ing suspended and canceled/

hidden. This is a great way to

reach out to members that have

not registered during an active

registration.

Managing Your Registration System

Export All Registered & Financial – Use this Excel report to view all information including account informa-

tion, CoA details and also the IP address for the signed waivers.

Export Chart of Accounts [for all registered] – Use this report for a summary of all monies collected.

Filter Set – Use the filters to find specific Accounts/Members

[R]: Returning Members – This denotes whether the members is already in your database or is a new

member.

Show Registration Groups – This not only shows what registration groups are available but will also show

you how many slots are left if you have enforced this option in the setup.

Managing your payments - Select Pay to pay and update a check paying account or to apply a partial pay-

ment. Once you select Pay, you will be asked to enter in the check #, amount and a memo if applicable.

Once they have paid by check or credit card, a refund button will also be available. Credit Card refunds

will be automatically refunded to the card without any further intervention from the administrator.

1 2

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Online Registration

Tips and Tricks

You can multi select your ath-

letes and approve & assign in

one push. You can also do

new members if they belong in

the same billing groups/roster

groups, etc.

Approve & Assign Roster Groups – Once you make your selection the view below shows.

For [Returning Members] – either leave the switches as “keep existing” to keep the same settings as what

is currently set in your account/member admin area. TeamUnify suggests getting your account member

admin < members area ready for the next season so you can leave this as all default.

For [New Members] – Toggle the switches accordingly to push your new members into the correct groups.

Send Username/password Login instruction E-mail After Approval – Only use this function for new families.

SwimOce

Online Registration

Frequently Asked Questions

Can I run multiple registration systems?

You can only run one registration system from registration admin < Current system but you can run

multiple others out of the event registration system. If you go to your events tab and select Add New

Event, Step # 3: select the radio button ‘Allow On-Line Reg; Connect to eReg System. Once you save

changes to this event you will have the option to connect to an eReg system.

Can people not on the team use the registration system?

Yes. You will need to ensure you set the Allow New Members date to be available. This is a great op-

portunity to run things like stroke clinics, fundraiser events etc. and offer them to the public. Ensure

you do not approve and assign these new persons into your normal account member admin database.

What happens if someone is on the team and they register with new credentials? If I approve them it will create

duplicate accounts.

Unfortunately this is a manual fix. You will want to manually update the account already in the system

and not approve the new account unless you are a new team and no data has been attached to the

account in the system. IF this is the case. You can go to account member admin and delete the old ac-

count and approve the new one into the database. We do not have a merge function.

Other FAQ’s that relate to this subject (go to FAQ on your site and type in these solution #’s).

1. How do I refund an Online Registration - #424

2. Can I limit/cap the number of registrations for a group? - #427

3. How do I approve members in the online registration system? – #250

4. Can I manually register a member? #329

5. Can I make a partial payment? #744

SwimOce

Best Practices

Retention & Performance Strategies

Online registration is easy to administer and will save massive

amounts of time. Online registration eliminates the need for

administrators to print, deliver and gather paper.

Allow returning accounts/swimmers to register first and new

families follow. This creates a feel that your current members

are a priority and gets those that are thinking of joining that

your team takes care of it’s families.

Speed

Leverage credit card processing to further reduce administra-

tor time and dramatically improve cash-flow.

Communication

Use E-mail Center for announcing the new registration.

Send a series of scheduled e-mails as a “countdown” to cre-

ate excitement.

-10 days until registration is open

-5 days until registration is open

-Only 1 day until registration is open

-Registration is now open. Come on and join the fun!

Polish

Add a picture/image to the registration Title Page for branding

and professionalism.

Make the registration name descriptive and fun.

Add the same visual polish to the “Success Page” thanking

them for their registration.

Online Registration

SwimOce

Notes

Online Registration

SwimOce

Swim Meet Entries

Swim

Meet

Entries

What you’ll learn in this Section:

How to load an event file into an event from

Meet Manager™.

How to update the event file to only allow

parents to sign up their kids by day and session

instead of event.

How to enforce maximum entries for individual

events.

How to enter your committed athletes into the

events using the Quick Entries System.

How to enter a relay team using the Auto Find

option.

How to run an eligibility report.

How to generate your Meet Manager entry files.

Meet Entries Overview

Viewing and Editing your Event File

Using the Quick Entries Functionality

Entering Relays

How to use OnDeck Mobile Coach to edit and

build meet entries remotely. [Coming soon]

SwimOce

Swim Meet Entries

Tips and Tricks

Did you know that parents can

view the events their children

have been approved to swim

by selecting this button once

coaches have finalized their deci-

sions.

Attend this Event – Once the user clicks Attend this Event the fol-

lowing steps will be followed.

Step one will be your parents or your admin to click on the

Attend this Event Button. This is the portal into both parent

sign-up and event administration.

Parents View After they Hit Attend this Event they see the

following screen shot below.

Admin View after they Select the button ‘Attend this Event’.

A parent will see all necessary information regarding this event on this page. Only events and sessions that

an athlete qualifies for will appear for selection purposes.

SwimOce

Swim Meet Entries

Update Best Times – This button is used ONLY if a results have been loaded after athletes have entered a

meet. As long as no athletes have been attached to events this button is not needed. Remember this is

an integrated database that won’t auto update times once an athlete is attached to them in event entry.

Eligibility – Use this button and the corresponding filters to generate your eligibility report.

Split Sheets – The split sheet button gives you options for split sheet generation. TeamUnify suggest us-

ing OnDeck instead for a paperless coaching experience.

Entry Report – This selection generates the entry report in PDF format.

Generate Entry Files – This button generates your MeetManager file to be e-mailed to the host, your fees

reports and your excel file for meet fees to be brought back into the invoicing system for billing purposes.

QuickEntries (see quickentries below) – This button is used to quickly place athletes into their events.

E-mail – Select your athletes putting a check mark in the box to the left of the name or selecting all and

using the e-mail button for a free form e-mail.

(Un)Attach - Place a check mark to the left of the athlete and select this button to set as unattached (UN).

Export All Committed – This button can be misleading. It exports your athletes in an Excel file only and

is not to be sent to the Host for use with MeetManager. It’s most useful feature is that it contains any

notes that a parent may have written during the sign up process. It’s also useful if you do not have an

event file loaded into this meet and you are using the event sign up for a Yes/No feature only.

Approve/Reject/Clear – These three buttons all rely on the selection of athletes. Use the Select-All button

or individually select by putting a check mark to the left each event and selecting one of these buttons.

The Reject button will ensure the file sent to the host is correct. If an event says reject then that event

will not be loaded into the file.

Tips and Tricks

Use the E-mail Event Invitation

button to e-mail specific groups

of athletes only. This is good

for your reminder e-mail if you

don’t want it to go to all active

accounts.

Use the Update Best Times but-

ton ONLY if your athletes have

entered an event before final

times have been loaded.

4 5

8 9

31 2

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Swim Meet Entries

Tips and Tricks

Almost all instances where TU

does not seem to be entering

athletes as normal, points to a

problem with the event file and

not the software. Confirm the

file is set correctly by carefully

checking the file parameters.

For ex: Age up Date, Course,

Use Date Since etc.

Event File Edit – This Screen is accessed in many places. Most common is selecting the button View/Edit

Event File from the Athlete Sign up Tab when you first select the button ‘Attend this Event’.

Multi-Edit Events – Either multi select your events by placing a check mark to the left of each event or

select all by placing a check mark to the left of the column header, ‘Day’. Select this button and update

any necessary fields as deemed necessary by the host. Remember, if you change these fields and the

host does not, MeetManager WILL reject your file.

The Edit to the right of each event allows optional changes such as event stroke, distance, gender. The

edit to the right is for parameters that cannot be set in a multi edit function and that are event # specific.

Edit (upper left) – This edit places the admin user the edit area for the functions below:

Tips and Tricks

Select all athletes and use the E-

mail invitation button to remind

them it’s time to commit.

Tips and Tricks

Select the Export all Declined

button to see the athlete’s notes

why they will not be attending.

Undeclared Athletes Tab - All athletes will appear here who have not committed or declined to this event

meaning no action has been taken.

Undeclared Athletes Tab - All athletes that have replied that they will not be able to commit to this event

will appear in this tab.

SwimOce

Swim Meet Entries

Meet Name/Location – This information should auto populate from the event entry file but can be updated

here. Please note if you make a change here, MM may reject your event entry file.

Course Order – MM sets the parameters but they can be changed using the course order toggle. For

more information on what each order means, please see the FAQ: Multi Cut.

Type – You can set meet types in Results by Meets to ensure you do not use times that are not sanc-

tioned for this meet. Use the select to the right to implement.

Start/End Date – The start and end date for this event.

Age Up Date – MM sets this date but if it’s wrong, it can age all athletes incorrectly. Ensure it’s the first

date of the meet for year round and the correct age up date for seasonal teams.

Use Date Since – For year round teams ensure this date goes back to the beginning of historical times to

grab all best times. For seasonal, ensure it’s set as the start of your season if applicable.

Enforce (qualify times) – Select this box if you need to ensure only athletes with qualifying times can com-

plete. Qualifying times must be stated in the event file to work.

Allow athletes for non conforming course, default [Entry Time] to the minimum [Qualify Time] – Place a check

mark in this box if this meet conforms to the above.

Athlete must be older than or equal to this minimum age to attend open events – Place an age in this box if a

minimum age exists for this meet otherwise leave blank.

Allow Athletes to commit by Event? No, Athletes can ONLY commit by Day/Session or Yes,Commit by

Event. Please select the option that applies to your team. Enforces during the “attend this event” selec-

tion on the public facing side.

Event Entry Fees - These are set by MM and do not have any bearing on your TU invoicing.

Max Entries for this Meet per Athlete/Per Session per Athlete - Set these parameters and it will be en-

forced on the public side and also alert the coach on the admin side.

Tips and Tricks

Set all of these parameters

carefully as they apply to the

entire meet file. Generally, if

the sign up does not appear

to be attaching times to ath-

letes correctly, the error can

be found and fixed within

this screen.

2 3

5 6

SwimOce

Swim Meet Entries

Put a check mark to the left of each event under the column header, ‘Enter’, to select that event for the

athlete to swim.

Commit All Changes & Go Back – Select this button to commit and approve all event entries.

Discard Changes for Current Athlete & Go Back – This will discard any updates and go back.

Save Standard SD3 File – Select this button to generate your event entry file to be e-mailed to the host of

the meet for import into MeetManager.

Meet Entry Fees Report – Click on this to save the entry fees report.

Meet Entry Fees Report (Details) – Click on this to save a detailed report of the fees.

Member Meet Entry Fees Invoice – Right click on the word ‘Link’ to save the excel spreadsheet to be im-

ported into your invoicing system for billing of meet fees.

Tips and Tricks

Did you know that you can select

the down arrow to the right of

most columns to change the

sort? In addition you can select

which columns you would like to

view.

Tips and Tricks

Did you know an extended SD3

file button will appear if you are

swimming in a meet that con-

tains number/letter event combi-

nations.

SwimOce

Swim Meet Entries

Tips and Tricks

To send an e-mail invitation to

only those athletes that have not

committed either as a yes/no,

use the filter ‘Replied Online’ =

NO and select Search.

Undeclared Athlete -All athletes contained within this tab have not declared or declined to this event. No

action has been taken.

Export all Not Committed – Export All Not Committed in Excel Format.

Multi-Commit to Attend – Select one or many athletes and this button to place the athlete(s) into the com-

mitted tab to place into the meet.

E-mail Invitation – Select your athletes that you need to send an e-mail reminder to. Use the Replied

Online Search to send to those athletes that have not yet declared their intention. See tips and tricks.

Tips and Tricks

To send an e-mail invitation to

only those athletes that have not

committed either as a yes/no,

use the filter ‘Replied Online’ =

NO and select Search.

SwimOce

Swim Meet Entries

Frequently Asked Questions

I am using the auto nd in the relay section and athletes that I know have committed and should be swimming

the legs are not appearing

Check the max entries for this event. Confirm that the athlete has not already met their max entries or

the combined max entries per athlete. You will have to adjust this number to bring in those athletes that

have surpassed this number.

Why do some of the athletes appear to have the wrong age?

Check the age up field to ensure it’s set to the current month and year.

Why is the system allowing athletes to sign up for events they are not qualied for?

Ensure you have check marked the ‘Enforce Qualifying Times’ box.

We have open events but I don’t want any age to be able to swim. How can I enforce this?

Place an age in the field for enforcing of a minimum age to qualify to open events.

I selected an athlete and no times are showing.

Occasionally an admin sets the event file setup as sign up by day/session or by event after the sign ups

have started. When this happens the times do not appear for those athletes that did not have that op-

tion to select. To the right of the ‘Toggle All Enter Fields’ another button will appear, ‘Show All events’.

Select the down arrow and choose all to show those events and times.

Why am I missing some athletes?

The quick entries only shows those athletes that have committed to swim.

Why am I not seeing the latest results?

If an athlete signs up before the latest results have been posted or you haven’t posted those results you

need to post results and select the button, ‘Update Best Times’ from the committed athletes tab.

Other FAQ’s that relate to this subject (go to FAQ on your site and type in these solution #’s).

1. Generating a Meet Entries Report. - #106

2. Configuring/Editing the Meet File - #97

3. Using the Quickentries system - #158

4. Creating a Relay - # 105

SwimOce

Swim Meet Entries

Best Practices

Retention & Performance Strategies

Leverage the meet declaration system and require your swim-

mers to commit to each event using TU. Make rules that if a

swimmer does not commit, they will not be able to deck enter

late at the meet. Enforce your rules and stay consistent.

Speed

Use “Quick Entries” to experience fast entry creation.

Use OnDeck for swim meet entry management.

Leverage TeamUnify’s online power by requiring your coach-

es to enter their own swimmers into each meet. This engages

your coaches and ensures they are aware of each swimmer

committed to each event.

Communication

E-mail to your families, once entries are completed, to sign

into their account and view their approved entries.

Post the Event Entry Report PDF on your site, under a logged

in tab, so your families can see who is swimming what event.

Add events to Facebook via OnDeck to drive awareness of

your team’s accomplishments. [Coming soon]

Polish

E-mail to your families once entries are completed to sign into

their account and view the approved entries

Add events to Facebook via OnDeck to drive awareness

SwimOce

Swim Meet Entries

Notes

SwimOce

Swim

Meet

Results

What you’ll learn in this Section:

How to change your account identity to see a

parent’s view of their child’s times?

How to compare standards in My Results/Meet

Results/Results by Athlete

How to manually edit/add/delete times?

How manually add a meet? Add a time?

How to Import a Result?

How to look up the top ten times for your 10-12

Male athletes for LCM/ 50 free?

Swim Meet Results Overview

Creating your Records

Adding and Editing Meet Results

How to look-up meet results using OnDeck

Mobile Coach

Swim Meet Results

SwimOce

Swim Meet Results

Tips and Tricks

Use the change account function

to become any account on the

team and view their children’s

times. This is helpful if a parent

is questioning times or if you

need to walk them through this

function.

My Results Tab is for all non admin users to see their children’s times

My Account: change account function to search and select any parent in the database and see their view

of their athlete’s times.

Search: Ensure you select Search after each selection especially as you select a new athlete.

Standard: Use the drop down to apply a standard and search. The system will show the athlete’s times

and how close they are or if they have surpassed a standard.

Use the lters to search for specific information. Use the Printer Friendly button to print out the screen

view.

Parents can select the meet on the right using the clickable link. This link will show them the results for

that meet. This is the same view an admin sees in the tab, ‘Meet Results’.

SwimOce

Swim Meet Results

Import Meet Results for my Team – Select this button to bring in your results file in either .Zip, SD3 or CL2

format.

Add Meet for Meet Results – Select this button to manually enter a meet and meet results into the system.

Search – After you set your filters below ensure you select search to apply.

Set Meet Type – Use this selection to set a meet as a non official meet. This ensures that those times do

not integrate with your official times. Put a check mark to the left of the meet and select set meet type

to apply. You can do multi meets at one time.

Select the Meet (it’s a clickable link) to view the results of the meet. You can edit, add, and delete times

in this view.

Show/Hide Lead-O Records – You can select all meets or individual meets to set this option.

Up/Down Arrows on column headers – Use the up/down arrows to sort by that particular column in as-

cending or descending order.

Tips and Tricks

Did you know you can set meet

types (for ex: high- school) to

separate official USA times from

non official times. Put a check

mark to the left of the meet and

select, ‘Set Meet Type’. Fill in

the appropriate information.

When you enter meets this will

ensure those times do not apply.

31 2

SwimOce

Swim Meet Results

Tips and Tricks

Did you know that all of your

current, active athletes show in

Bold? If they aren’t in bold, but

they are part of your team, their

USA# is not attaching correctly

and needs to be fixed.

Did you know you can use the

up/down arrows on the column

headers to sort by ascending/

descending.

Meet Results

Standard - To see how these times compared to the current standards, set the standard and any addi-

tional filter and select Search in the upper right to apply.

Edit/Add/Delete – Use this options carefully. They will edit/add or delete a current time in the system.

Ensure you are 100% sure this is the correct function. If you note that when entering a meet a rogue

time keeps appearing, this is where you could adjust that time to stop attaching.

Printer Friendly – Use the filters to show you a page that has the pertinent data and select the printer

friendly button to print or put into a PDF.

Relay Event Tab – This tab contains the relays. You can also edit times and athletes attached to relays

within this tab. This is helpful if a lead off leg is incorrect. Lead off legs are noted with a blue L in the

individual event tab.

SwimOce

Swim Meet Results

Filters – Set your filters accordingly to retrieve the pertinent data. You will only see current athletes on

the team.

Printer Friendly – Use the filters to view the information needed and select the printer friendly button to

either print the view or send to PDF.

Up/Down arrows – use the arrows on the column header to sort your data by that selection.

Match ID# Only - Use this selection to bring up an athlete’s times regardless of which team they swam

on or if they were unattached at the time.

Tips and Tricks

The filter ‘Athlete Name:’ works

using a “fuzzy logic”. This means

if you put the fist two letters of

the last name and select search

it will find all related matches.

Frequently Asked Questions

How can a parent view their child’s standards?

Use the Standard pull time and select search. The system will show the parents how close their child is

to achieving a standard or how many seconds better than a standard they are.

Why does the area below the lters tell me there are no times associated with that USA #?

There are two reasons you will see this. 1) that athlete has no times and 2) the athlete’s USA# is not

matching the USA# that is in the database. To confirm this is the case go Results by Athletes Tab and

search for this athlete. Take note of the USA# that is in this database and compare to the member pro-

file. If the error is in the profile fix the USA # and the times will automatically attach. If the error is in

the times database you will need to tell support@teamunify what the old USA # is and what the new #

is and they will merge. Why do I see other team’s results?

Why do I see other team’s results?

The TeamUnify times database is an integrated online database that allows team’s to see other team’s

results that exist in the same league or LSC. Times are not considered private and may be viewed by

other teams. When an athlete transfers to your team, as long as their times exist in the TU database,

once you enter them into your database their times will auto attach.

SwimOce

Swim Meet Results

Frequently Asked Questions

If I delete a meet will it delete o all other TU team sites?

This will only happen if you were the only team to upload those results. If another team or an LSC/

League site uploaded those results as well, that meet will remain.

I uploaded a meet and it attached itself to another meet so all times are within the same meet. Why did this hap-

pen?

The TU database looks at the name of the meet and date of the meet. If this criteria is the same, the

system believes this to be the same meet. Change the name of the meet in MeetManager to have it

upload separately.

I see the time, it’s my athlete, they are on my team but I can’t edit/add or delete. Why not?

This will occur if the meet results were not loaded in by your team. It could be a load from your league/

LSC. Please contact support@teamunify.com to change or you can contact your League/LSC if they are

on the TU platform.

Why are some of my athletes missing? I know they swam.

Generally there is something wrong with the results file. Let support@teamunify.com know what ath-

letes are missing and attach the results file to the e-mail.

Other FAQ’s that relate to this subject (go to FAQ on your site and type in these solution #’s).

1. What order are my Meet Results Sorting in? - #183

2. Why do I see other team’s results? - # 292

3. What is the Blue L after my swimmer’s time? - #186

4. Can I get Live Results from Meet Manger ™ onto my TeamUnify site? – #136

5. How do I create a record for an athlete not in my member database? – #283

6. If the USA # is wrong, how do I merge athlete’s times? - # 30

7. Delete Meet Results and Re-import - # 525

SwimOce

Swim Meet Results

Best Practices

Retention & Performance Strategies

Create buzz around uploading results to the site. This will drive

your Families to login. Upload results soon after the meet and

create updated records using that fresh data.

Keep your results current. Make meet entries easier and will

keep you parents more engaged with their child’s progress.

Speed

Search filters are key. Use the filters under Results by Athletes

to create a lightning fast Top Times Report and use a one but-

ton push to update your site.

Communication

Drive your families to the My Results section and encourage

them to view their swimmers’ results against Time Standards.

This is a great way to let them know their competitive stand-

ing on the team.

Make your parents aware that the results have been updated

and where they are available.

Polish

Hosting a Meet? Contact TeamUnify to help you setup Live

Results upload from Hy-Tek Meet Manager software. This will

allow anyone involved with the meet to instantly view the lat-

est heat’s results, via a web browser.

Verify the accuracy of the results and easily make the needed

edits. This will serve as a critical need when you enter the

swimmer in the next meet. Improved best times accuracy im-

prove how you interact and report/review time while using

OnDeck Mobile Coach.

SwimOce

Swim Meet Results

Notes

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Billing & Electronic Payment Processing

Billing & Electronic

Payment

Processing

What you’ll learn in this Section:

How to Add/Edit a billing group.

How to add/edit a Sub-Billing group.

How to edit your membership dues schedule.

How to multi-move a selection of swimmers into

a new Sub Billing Group.

How to add a new invoice and new payment.

Billing & Electronic Payment Processing Over-

view

Communication Best Practices

Understanding your Billing Summary Tab

Billing your Meet Fees

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Billing & Electronic Payment Processing

Tips and Tricks

Try and keep this piece simple.

We suggest not offering lots of

different options for payments.

If you can, offer three or less

options.

Use the Free Membership option

for Coaches and BoD. Because

they are in your member direc-

tory, it ensures they do not get

billed dues or other recurring

Creating Billing and Sub Billing Groups:

Billing Groups – Add New or Delete any billing groups that are unnecessary (if a member is in a group

you will not be able to delete it). Billing groups define how much an athlete pays per billing period and

is not necessarily the same as the group they swim in (roster group). For instance, if everyone pays the

same amount, make one billing group called swim team. If Gold/Silver pay the same amount, make one

billing group called Gold/Silver.

Sub billing groups - defines the frequency a Member will be charged via the recurring dues schedule.

BILLING SETUP (to be used with the video tutorials).

Welcome to the set up documentation for the TeamUnify billing system. If you have not already taken part

in a live billing webinar or a recorded Video Tutorial located on your website, please do so prior to moving

forward.

Please use the following checklist to ensure you are ready to have your billing system turned on:

• Watched the webinars located in Video Tutorials < Billing

• Followed the steps listed below.

• RUN THE BILLING SIMULATION REPORT!!

• Understand Accrual based accounting vs. Cash based accounting. TeamUnify is accrual based accounting

• (see FAQ #101).

• Notified TeamUnify that you are ready to “Go Live” for the next billing Cycle (they happen monthly).

To Begin -

1. Click on Team Profile on the Menu Bars on the left hand side once you are logged into the system (You

must be a Super User).

2. Other Administrative Tasks – Bottom Left

3. Click on Set Up Billing Groups/Roster Groups/Locations: From the database upload; your existing billing

groups may already be in the system. Please click on the name of each group to create the full billing group

name.

Billing & Electronic Payment Processing

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Billing & Electronic Payment Processing

Creating your Dues Structure:

General Setup – Please fill in your remittance information. (Please ignore set 2 you have already assigned

the billing months when you set up the sub billing groups)

Membership Dues Schedule – takes you to the Recurring Billing system setup including the Membership

Dues Schedule, Additional Per Account, and Additional Per Member charges. Go to Setup Below.

Notes On Invoices – Use this area to add notes to all accounts statements that are generated on the bill-

ing cycle date.

CoA Setup – Add all of your CoA using the add new function. Please pay special attention to the infor-

mation on adding QuickBooks CoA (also see corresponding Video Tutorials). You can also merge CoAs

using the merge button. Please note this CANNOT be undone and you should proceed with caution.

Not Billing Months - Please do not use these are part of a legacy system.

Due Date - This is the date that full payment needs to be made and will be noted on the invoice.

Late Fee - Select the amount and the date this fee will be applied if not paid by the date above.

Tips and Tricks

Did you know that you can con-

solidate chart of accounts? Go

to your CoA tab and select the

merge button. Designate which

CoA will remain and which will

merge. Please use this function

carefully as it cannot be undone.

Use the Notes on the Invoice

area to make parents aware of

upcoming changes to billing or

to re-enforce team policy.

31 2

Click “Add New” to add both Billing groups or Sub Billing groups (select the name to edit)

Note - Name your Sub Billing Group I.E. monthly, annual, quarterly....The Sub Billing group is how often

your members pay their account. For instance you could have summer / Long Course/monthly etc. It’s

easier to move your members in and out of sub groups as costs change instead of billing groups or ros-

ter groups if this doesn’t change. For instance, perhaps Gold pays less in summer then winter so make

two sub billing groups to accommodate this.

Choose the appropriate selection in the drop down menu for the frequency and then select the appropri-

ate months you will bill in.

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Billing & Electronic Payment Processing

Tips and Tricks

Use the tab key to quickly move

between cells in the same row.

Shift < Tab will move you back-

wards.

Membership Dues Schedule

Standard Dues Structure - Here you will see all of your billing groups and sub billing groups in a chart to

put in your different billing rates. If you do not see this, please complete the steps above on creating

Billing and Sub billing groups.

Edit Standard Dues Schedule – Select this button to begin adding/editing your Dues Schedule.

Billing Group – This was setup in your steps above.

Sub Billing Group – This was setup in your steps above and represents how often the account will be

billed. You can hover over the Sub Billing Group name to see the months it will be billed in.

Chart of Accounts – You will see a drop down arrow to the right of each sub billing group. You MUST

select a CoA even if you will not be using this particular sub billing group. It’s required. Repeat this for

each sub billing group

1st Active Member : 5th Active Member - In the 5 fields next to each appropriate sub billing group fill in the

correct dollar amount. These relate to each active member in a family.

a. If your team has a multi swimmer discount you will fill in the amount appropriately in each field.

The logic for the discount is 1st highest amount of each sub billing group and cascade down

the ladder of cost.

i. Note: If you leave a member column blank or $0 that swimmer will be free. Bronze Monthly

4th and 5th Member “No Charge”/$0 then if a family has 4 or 5 swimmers the 4th and 5th swimmer will

not be charged. If your team does not have a discount after a certain number of swimmers or does not

have a discount at all then you will keep the member columns the same price point. I.E. no discount for

the 4th and 5th swimmer:1st :$90 - 2nd :$80 - 3rd :$70 - 4th :$70 - 5th :$70

Click “Save Changes” and review the Dues Structure to make sure everything was input correctly.

5 6

Billing & Electronic Payment Processing

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Billing & Electronic Payment Processing

Additional Per Account Charge

Additional per Account Charge - This is used for example: Annual Family Registration Fee. Remember

it is an account driven system where the Families are the accounts and the swimmers are the members

underneath the accounts. This is all opt in function. Select Add New To add a new charge.

Additional Per Member Charge

Additional per Members Charge - This is used for a charge like the USA swimming registration fee. Se-

lect Add New to add a per member (per swimmer) charge.

*Again please review the dues structure to make sure all of the fees are assigned appropriately. Run the

Billing Simulation Report to ensure they have been applied to the accounts & members correctly.

Tips and Tricks

Use the per account charge to

charge your families for fees

such as additional pool fees

during the winter or an admin

charge that applies to all ac-

counts.

Tips and Tricks

Additional Per Member Charges

can be used to create Monthly

dues for a Masters Group that

you do not want applied to a

Multi-Member discount calcula-

tion.

SwimOce

Billing & Electronic Payment Processing

Placing swimmers in the appropriate Billing and Sub Billing Groups

Use the filters to efficiently sort your athletes. Set your filters (Groups, Location, Status) and select

“Search”. Note* If you click “Display All” this will show all non-canceled members regardless of the

search filters applied. To search a defined filter, always remember to click the “Search” button.

You should now see all your swimmers. From here choose a particular Billing and Sub Billing Group you

want to work with. I.E. Bronze Monthly in the filters and select Search to Apply.

Check the box next to all the swimmers names that fall into that group

Select the “Multi-Edit” button

Check the box next to Billing and Sub Billing Group

Choose the appropriate groups and click save changes

Repeat this until you have all your “Active” swimmers in the appropriate billing and sub billing groups.

To review search on each billing group to make sure the appropriate swimmers are “Active” and in the

correct group. This is the key on how the swimmers will be billed. If they are in the wrong group they

will be charged the wrong rate.

a. Go to Invoices and Payments and Run the Billing Simulation Report to confirm your billing struc-

ture and that accounts/members are being billed correctly. This is only a simulation of what will occur

on your next recurring billing date.

Tips and Tricks

Multi select all of your active ath-

letes that will be in the same bill-

ing/subbilling group and choose

multi-edit to apply your selection

in one action.

Use your roster group to denote

what level they will swim in and

use your location to denote what

pool they swim in. This is also

helpful for your OnDeck atten-

dance functionality.

Using your subbilling group is a

TU best practice suggestion for

moving your athletes in between

seasons. Set your Fall subbilling

group to bill for the fall season

and your Summer to bill for sum-

mer etc.

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Billing & Electronic Payment Processing

Additional Per Account Charge

Expiring Credit Cards – If you have CC functionality please use this selection to view upcoming expired

CC.

Import Meet Entry Fees – Select this to bring in your meet entry fees. This can be billed using:

1. Excel spreadsheet created in the event (see FAQ #135)

2. Use Meet Results (Select the results file that you uploaded into the meet results system (see

FAQ #409)

3. Add your charge using option 1 (select to find the event for the event file) or;

4. Add charges using option 2 (manually enter charges).

Search – After you choose your filters use the search button to apply them.

Un-invoiced Report – This excel report will show you all charges that you applied manually including

meet fees or one off non-recurring charges for instance apparel.

Aging Report (Un-invoiced included) – This Excel report will show you accounts that are 30/60/90+ days

overdue.

Billing Simulation Report – This report is critical and will show you a ‘Snapshot’ of all recurring (mem-

bership dues/per account charges/per member charges) and non recurring invoices that will be applied

when the billing runs.

Additional Account Charges Report – This Excel report will show you any additional recurring charges or

discounts you have manually applied against individual accounts (see FAQ #92). These can be scholar-

ship discounts, Coaches’ discounts etc.

New Inv Item – Place a check mark next to one or many accounts and select this button to create an

individual invoice. This would be the function you would use to add balance forwards when starting

your billing system. A balance forward would be the current outstanding amount owed or credit that an

account currently holds in your billing system today (see FAQ 484).

Tips and Tricks

Use the viewed column to en-

sure your accounts are looking

at their invoices/payments. If

not, e-mail those accounts their

invoice again. Communication is

key to leveraging the system.

Use the Pay by filter to see who

is paying by check vs. CC and

ACH. Select your check payers

and e-mail the auto pay intro

again.

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8 9 10 11 12 13

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Billing & Electronic Payment Processing

New Credit - Place a check mark next to one or many accounts and select this button create an account

credit. This is a negative amount placed against a CoA when you need to issue an account credit.

E-mail Inv - Place a check mark next to one or many accounts and select this button to e-mail an in-

voice. The e-mail will only contain the current amount owed and link them back to their account on the

website. The system does not send an actual invoice. TeamUnify will never send an invoice out of the

system.

E-mail Billing Simulation - Place a check mark next to one or many accounts and select this button to

send your accounts a simulation of their billing that will run on the 1st of the month. This will ask the

accounts to login and view their current account information. Their account will continually update with

any new charges until the billing runs on the 1st.

Print Invs - Place a check mark next to one or many accounts and select this button to create a PDF

invoice for printing.

Excel – Generate this Excel spreadsheet to see a snapshot of the account and what they owe.

E-mail Auto Pay Intro – This will only show for teams that have CC functionality. Place a check mark next

to one or many accounts and select this button to e-mail information on how to sign up for auto pay

(credit card and/or ACH).

E-mail - Place a check mark next to one or many accounts and select this button to e-mail a free form

e-mail.

RUN THE BILLING SIMULATION REPORT! Please review this report several times before the billing runs.

Once the invoices run they **cannot be reversed.

**Under special circumstance, TeamUnify may be able to reverse the billing system. If this option is pos-

Before your billing has run, please do the following:

1. Login to your site and go to summary reports to confirm the billing was successful and accurate.

2. Click on Invoices & Payments and search by Active and Accounts w/Balance. Confirm that the billing

looks accurate

3. When you are ready to notify your Accounts that their “snapshot” invoice is ready to be viewed filter

by Account Status Active and select ‘Search’.

4. Place a check mark in the box next to the Account Name Column header to select all Accounts.

5. Select the E-mail Billing Simulation Button (TeamUnify Does Not e-mail your invoice notification for

you)

6. Send the “E-mail Billing Simulation” notification to yourself to see what data is contained in the e-mail.

After your billing has run, please do the following:

1. Login to your site and go to summary reports to confirm the billing was successful and accurate.

2. Click on Invoices & Payments and search by Active and Accounts w/Balance. Confirm that the billing

looks accurate

3. When you are ready to notify your Accounts that their “snapshot” invoice is ready to be viewed filter

by Account Status Active and select ‘Search’.

4. Place a check mark in the box next to the Account Name Column header to select all Accounts.

5. Select the E-mail Inv” out to all accounts on the 1st once the billing has run.

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Billing & Electronic Payment Processing

Admin View Screen

Invoices - Current/Past/*account status - select either current or past to view those account statements.

This field also shows the account status.

Prev Acct Bal – This will show the account balance from the previous month invoicing.

Current Inv - This shows the current months invoice as generated on the 1st.

Pmts - All payments up to today’s date for the month. Select New to create a new payment or all to

view all previous payments. You can also edit the check information for any payments posted with the

current month.

Cr Memo - All credit memos posted in the current month.

Refnd Cr - All refund credits posted in the current month. These can be created in the view function

located under the Acct Balance column.

Non-Recur Chrg - All non recurring charges that have been posted in the current month. These can

include meet fees, apparel items and any additional fees.

Acct Balance - Total due today based on the columns to the left (prev. acct balance + current inv - pay-

ments - credit memos - refund credits + non recurring charges). Select the View to see individual ac-

count information in a cascading summary and/or to apply any invoices/payments/credit memos/credit

refunds and payments. This is also the same view (less the admin functionality) that an account sees

under “My Account < My Invoices/Payment”.

Total Income this month -

Recur Chrgs - This is a snapshot of the recurring charges that will happen in the following month.

Tot Next Inv - This is a snapshot of the charges for the following month.

CC/ACH Status - This will show the admin whether the CC/ACh was successfully processed or failed.

Tips and Tricks

Did you know you can apply a

Refund Credit Balance when you

have to pay an account back

actual dollars? Access this func-

tion from the View button to the

right of the account.

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5 6

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Billing & Electronic Payment Processing

Income & Payment summary report will show you all invoices including credit notes and refunds and all payments by

account.

Month/Year - Select the month and the year you would like to run this report for.

Month/Year Range - This will allow to do designate a range of month for report generation.

Generate Income & Payment Summary Report /Export to Excel- Select these buttons after you have set

your date/range filters to either show onscreen or export to Excel.

Account Name - The name of the account tied to the invoices/payments to the right.

Total Income - The sum of all invoices to the right (invoices - credit notes)

Chart of Accounts -Every column is an invoice that has been applied to that Chart of Accounts.

Notes - Income Item Credit Note - Any credit notes that have been applied to the account. You can hover

over the amount to see any notes that have been entered by the admin.

Payment Items - The amount and type of payment (check, cash, credit card). Hover over the information

to to see both notes and the admin that applied this payment.

Payments Posted - The total amount of all applied payments.

Refund CreditBal Items - Any refunds that have been posted to the account.

Refund Credit Balance - The total of all refund credit balances.

6 7 8 9

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Billing & Electronic Payment Processing

Date Range - Select your start and end date range to generate the information.

Select one of the following radio buttons: Both Recurring and Non-Recurring Charges, Recurring Charg-

es or Non-Recurring Charges.

Generate Income Transaction Report/Export to Excel - Once you have made your filter selections, use

the first selection for on-screen view and Export to Excel for Excel report generation.

Account Name - All accounts that have payments and income generated against them.

Payment Detail - Listing of all payments related to the filter selection. Hover over the payment detail to

view the notes.

Payment Sub Total - A total of all payments to the left of this column.

Chart of Accounts -Every column is an invoice that has been applied to that Chart of Accounts. Each

item is listed separately

Transaction Total - The total of all income listed to the left.

Income and Transaction Report is used to view by account/date all recurring or non-recurring charges and payments.

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Billing & Electronic Payment Processing

7 8

Invoice report is used to show you all invoices and payment items created by account for teh date range speci-

Month/Year - Select the Month/Year you would like to see information for.

Date Information - This information will show you what dates pertain to the payments/non recurring and

recurring charges.

Account Name - Account name listing for date range specified.

Prior Invoice Balance - This column lets you know if any balance from the prior month is still outstanding.

Total Invoice Amount - This column is a total of all invoices shown to the right for the date range.

Chart of Accounts -Every column is an invoice that has been applied to that Chart of Accounts.

Payment Items - A listing of all payment items in the date range denoted in #2.

Refund Items - A listing of any refund payment amounts.

Generate Invoice Report/ Export to Excel/ Export Posting Data to Excel - The first button will generate your

information on-screen, Export to Excel will generate the onscreen information into Excel and the Export

Posting Data to Excel will generate all posting data to Excel.

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Billing & Electronic Payment Processing

Tips and Tricks

Use the payment

summary report as

a bank deposit slip.

Use the export to

Excel to generate and

print the details.

4 5

Payment Summary report will generate all payments, payment types and totals by account.

Beginning Date/End Date - Use the calendar function to enter in your date range.

Generate Payment Summary Report - After selecting your date range use this button to generate the infor-

mation onscreen.

Export to Excel - After selecting your date range use this button to generate the information in Excel.

Accounts - This column shows all associated accounts that had payment activity during the date range.

Credit Card/Check ACH/Cash/Credit/Others/Refund - The dollars will fall under the associated payment

type.

Line Total - The total of all dollars (credit/debits/refunds) for the specific account

Payments Made by Account - This row is the total of all amounts in the corresponding column with a final

total for all amounts/accounts under the Line Total column.

SwimOce

Billing & Electronic Payment Processing

Tips and Tricks

Did you know you can

merge your CoA? If you

see CoA anomalies in

this area (for instance

two CoA for the same

income) you can go

to Billing Setup < CoA

Setup and select the

merge button. The

system will move all in-

come into the one CoA

that is selected.

Chart of Account Summary Report is used to generate totals by CoA for either a specific month or date range.

From Month/Year - select either the current month or a range to generate the total income and pay-

ment information for your team.

From Date Range - select the specific date range you need to see transaction information for.

Generate CoA Summary Report/Export to Excel - Use the generation button for onscreen information

and Excel export to generate the information into Excel format.

CoA summary information - The total income generated by CoA in the date range selected.

Total Income - Each column and row shows the totals for that CoA by date range (row total) and by

CoA (column total).

Payment Detail - Total dollars paid by type and date range.

Total Receivables - This is the difference between your income and payments by date range.

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Billing & Electronic Payment Processing

Frequently Asked Questions

How do I create an Invoice Item

Click on invoices and payments. Select the Account or Accounts you would like to create the invoice

items for.

Click on the “New Invoice Item” button. Fill in the appropriate fields and click “save changes”

How do I create a credit

Click on invoices and payments. Select the account you want to create a credit for and select “New

Credit”. Fill in the appropriate fields but when you put in the dollar amount place a “-“ symbol prior to

the dollar amount.

How do I post a payment

Go to Invoices and Payments and Find the account or search on all with a balance Find the account and

click the “New” link in the payment column or click the“view”

Click “New Payment” button next to the account balance. Follow the steps to add the payment

How do I e-mail an invoices

Go to Invoices and Payments and search “All” “w/a balance”, select the upper most check box to select

all the accounts.

Click the “E-mail Invoices” button. All the invoices will be e-mailed, the physical invoices is not e-mailed

it is a notification of the accounts balance and a code secured link to click on to log back into their ac-

count and they will be brought directly back to their invoice.

How do I print an invoices

Go to Invoices and Payments and find the accounts you want to print the invoices out for and select

those, click the “Print Invoices” button or click the “Current Invoice” link next to an account name and

Adobe will open up and you can print the invoice.

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Billing & Electronic Payment Processing

Best Practices

Retention & Performance Strategies

Right pricing your team dues structure

If multi-swimmer discounts are offered, the discount should not be greater than 5%

off per additional child. No Free swimmers. Take pride in the value of the service you

are offering the athletes and their parents. Don’t discount yourself.

If there are billing frequency discounts, the difference between an annual payer and

monthly payer should be no greater than 15% off the monthly rate. TeamUnify sug-

gests 8-10% discount.

Compress dues payment frequencies to get more up-front and still call it monthly.

- For example if your team currently has a “true” monthly billing program. Com-

press the payments to a total of 9 and let the last 3 months be at no charge.

- You have all your money 3 months earlier and will help keep families on the team.

Don’t allow swimmers to swim if they are 60 days past due. Set a single repeating rule

that your team does not deviate from. Communicate this expectation frequently and

ensure you implement it.

Speed

Leverage electronic processing for speed of cash delivery to your bank.

Let the team bear the cost of electronic processing the next time you can raise dues.

Here’s how to do it:

- Raise the current fees by an amount that will cover the processing fees and offer

this as “Pay Electronically Rate”

- Create a new Charge category for check payers and raise the fee by $5 per group,

per month to cover administration and processing fees. [e.g., manual collection

of checks, posting and depositing checks to the bank]

Establish a late fee and let the TeamUnify billing system manage the assessment of

the charge. This will drive check-payers to get the payment in before the late date and

CC payers will make sure that their CC information is current.

You can see exactly what each individual account will be charged on the next invoice

generation. To manage this, go to Invoices and Payments and select the Billing Simu-

lation Report.

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Billing & Electronic Payment Processing

Best Practices

Communication

Send reminders for accounts to review their accounts for charge/credit accuracy at the

following intervals:

- 10 days out from the end of the month

- 5 days out

- 24 Hours out

Leverage your attendance gathered with OnDeck to accurately see which swimmers

have been in the water during each calendar billing month. Look for the grey or red

“workout” link in the member tab and under each members’ name. If red, they’ve been

in the water during the calendar month and you can bill them, if it’s grey, they have not

been in the water and perhaps forgot to mention they are expecting to quit the team.

It’s critical for your coaches to track attendance consistently with OnDeck. OnDeck is

extremely easy and incredibly powerful.

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Notes

Billing & Electronic Payment Processing

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Time Reports

Time

Reports

What you’ll learn in this Section:

How to generate your team’s records.

How to easily publish your team records to a

records tab.

How to generate your team’s top ten times for

your current active roster.

How to generate your team records to a

UserDefined records tab.

How to generate your current, active athletes

top times for each event.

How to generate your improvement labels.

Time Reports and Creating Records

Creating Top Times Reports

SwimOce

Time reports have many valuable functions, from maintaining historical records, to creating improvement

labels for ribbons. These instructions will start by showing how to create your own logic for these reports,

and then how to create a tab for your top times.

1. Creating Historical Records

1. Go to Website Design

2. Find the Type of Tab called Tab_Records_Swim and click on the Tab label to edit.

3. Rename it for your needs and ensure it’s not hidden and ordered for your view.

4. In addition, create tabs for other records for example: Top 10 times.

2. Go to the Tab that you just un-hid or renamed and click on it. This is your view:

3. Select the Edit/New/Delete button –TU suggest creating these records for ease of use: SCM, SCY, LCM

and that is it. Do not create a record for each group as the system has a good filtering availability to your

accounts to find what they need.

4. Once you have created your records go the My Meet Results < Time Reports

Time Reports

Tips and Tricks

Did you know TeamUnify has

a powerful records reporting

feature? Ensure your tab type

TAB_Records_Swim is open

for viewing and you have cre-

ated a record type using the new

button within the tab. You can

now push your team records to

this tab using the top times by

events selection.

Create team motivational stan-

dards to create inspiration. Use

team awards for standards met

by your swimmers.

Setup Age Group (used by the reports Below) – The system will use the age groups defined in the meet

results unless you define how your team sees records. Select this link and use the Add Button.

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Time Reports

Top Times by Events

Use the filters to find what you are looking for as far as reports. The status, when set to –ALL- will show

all accounts in your database regardless of current status (active, suspended, cancelled). A good option

for historical records.

In the Fourth Filter set, ‘Display Options’ use the Show top ___ Entries (0 for blank or all) put in the

number for the places. For example 1 for top 1 time, 10 for top 10 times.

Select your Standard Drop down if needed and the matches or exceeds. Select Report Now to generate

your report.

Tips and Tricks

If you set your unattached code

under TeamProfile, you will be

able to bring these results into

your reports.

Use the option, “Match ID#

Only” to bring all records in

regardless of whether the record

was set on another team or

while unattached.

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Time Reports

Save As HTML / Save as XLS – Use these button to save the document to your computer. The HTML is the

format needed to place back into your site if needed.

Snapshot & Overwrite a [User_Dened] Tab – Use the drop down to select a Tab that was created in web-

site design. For instance ‘Top Current Times’. Once you select your Tab, Select the button to push the

information into that tab.

Snapshot and Overwrite a Record – From the dropdown select the record you created at the beginning of

these instructions. For instance: SCY. Select the button and the records will update.

Tips and Tricks

Did you know that your browser

has its own powerful search

function? Use Ctrl-F to begin

this search function allowing you

to find specific athletes within a

large report.

Top Times by Athletes

Meet Name – This dropdown is used to show best time at this meet and is generally set to –all-.

Filters – use the rest of the filters to report the necessary information by athlete. Use the Match ID# only

to bring in all records regardless of what team that record was set on.

OUTPUT Format – please note this times report has three different output formats: HTML: On-Screen,

PDF:Listing, PDF:One Athlete per page. Select the correct Output and press Report Now.

Tips and Tricks

Did you know that you can print

one page off per athlete? If you

include the Standard filter, you

now have a great way to show

your athlete what their times

are and what standard they are

achieving.

101

SwimOce

Time Reports

Top Times by Events

Save As HTML / Save as XLS – Use these button to save the document to your computer. The HTML is the

format needed to place back into your site if needed.

Snapshot & Overwrite a [User_Dened] Tab – Use the drop down to select a Tab that was created in website

design. For instance ‘Top Athlete’s Times’. Once you select your Tab, Select the button to push the

information into that tab for viewing.

Use the filters to find what you are looking for as far as reports. The status, when set to –ALL- will show

all accounts in your database regardless of current status (active, suspended, cancelled).

Display Options Filter – This is the option that tells the system how many places to show points for.

Select Report now – The report will be a PDF: 3x10 report for label generation.

Tips and Tricks

Did you know that you can print

this out in an Excel spreadsheet

to allow you to manipulate the

data or to show only certain

aspects of this report? Use the

Excel button in the upper right.

Tips and Tricks

Use your top points report to

continually show your swim-

mers how well their season is

progressing. You can use the

display options and set it to zero

to ensure you are rewarding all

of your athletes.

102

SwimOce

Time Reports

Improvement Report

Meet Name: Use this dropdown if you want to show improvements using a specific meet as a baseline

(this can be common for seasonal teams).

Since Date: This date is when you want the system to begin it’s improvement comparison and is re-

quired.

Until Date: This date is when you want the comparison to stop and is not required.

Improvement Options:

a. Seasonal Best vs Baseline – This means it will find your best time and compare it to your baseline.

Your baseline can be:

i. Use [Earliest Time] on or After [Since Date]. This means that the system will find the first

time you swam an event on or after the since date and compare it to your seasonal best to see

if you have improved.

ii. Selected Meet – This means the system will find the first time you swam an event based

on the since date and compare it to the meet you selected in the dropdown to see if you have

improved. This is a nice comparison for improvement labels. You can show improvements

every meet.

iii. Use [Best Time] before [Since Date] – the means the system will start with the since date

and look backwards for the best time for an event. Once it finds this time it will compare it to

all meets swam since then to see if and when they improved.

b. Every Meet vs Baseline – The system uses the same logic above except it will show every meet

and if there was an improvement (or not an improvement) for each meet.

c. Meet vs Meet – The system will show every meet and compare it to the meet before it for im-

provements.

Output Format – Use the dropdown to create the needed output. Use the PDF 3x10 output for labels.

For instance: SCY. Select the button and the records will update.

Tips and Tricks

Did you know that you can view

improvements for a specific

meet? Use the meet name drop

down selection to choose your

meet and the until date as your

meet date. Set your baseline to

“selected” meet and run your

report.

103

SwimOce

Time Reports

Frequently Asked Questions

I generated my top times records report and I did not see all of our athletes that historically hold records. Why

is that?

Did you set your status to –all-? If you are still not seeing these records there is a chance these athletes

do not exist in your system or your results do not go far enough back. First go to account member ad-

min < members and search for these athletes using all statuses. If you see them and not their records

go to My Meet Results < Results by Meets to ensure you have old enough records. If they aren’t in the

account database they will need to be added to attach. IF the results aren’t there you will need to add

them manually or send TeamUnify an updated database with all historical results.

How can I generate my improvement labels to place on ribbons?

Within the improvement label function, there is the option to output by PDF 3x10. This will organize a

document in label format. Place your label sheet in your printer (3x10) and print.

104

SwimOce

Time Reports

Notes

105

SwimOce

Best Practices

Retention & Performance Strategies

Update records often. The Top Times reports make it easy to

post an updated record after each meet. Make an announce-

ment after posting an updated record, to drive traffic to your

site.

Speed

Use the powerful TeamUnify functionality to easily push your

records to your site. Use the logic built record tab to push

your team records and create user defined tabs to quickly

push your current team records.

Communication

To err is human. Results can be mis-entered. Your parents are

great watchdogs. Enlist their help, and keep open communi-

cation lines to help catch result inaccuracies.

Polish

Maintain a consistent convention on upper/lowercase letters

in your Member data (Member/Athlete Profile). Discourage

mixing ALL CAPS names with First Letter Capitalized names.

This will make your Time Reports and Records look clean.

Time Reports

107

OnDeck

Set-up

Basics

What you’ll learn in this Section:

Setting the General device preferences

Creating customized views

How to access support

OnDeck preferences management

Set-up and Basics

108

OnDeck

Signing into OnDeck

This will be the email address you use to sign into your

SwimOffice account

This will be the password you use to sign into you

SwimOffice account

This is your team alias; you can find this by going to the

Team Admin menu in SwimOffice and clicking on Team

Profile. Your team alias is at the top in red.

109

OnDeck

Set-up and Basics

Set-up Basics

Tips and Tricks

Did you know you can choose to have only

your roster groups shown when taking at-

tendance? This cuts down on scrolling and

makes for more efficient attendance taking.

If you select remember password be sure to

set the password functionality on the device

to on. This way you have to put a password in

to access the device.

Tap Prefs to access the preferences menu

Attendance in H20- by turning this feature to ON, all your athletes will default to be at the practice.

When it is OFF, all athletes will default to being out of the water

Show Empty Rosters- this will show roster groups that are empty when taking attendance

Shake to Start- this will allow you to simply shake the device to start timing a race

Sensitivity to shaking- when you select “Shake to Start” this sets the amount of force you need to start

the stopwatch.

Vibrate- this will set device to vibrate on each time the lap key is tapped.

Heat/Lane Wheel- This will change back to a wheel selection process instead of buttons when select-

ing heat and lane for athletes.

Configure Split Distances- This will allow you change the Distance at which you record a lap for both

SCY or LCM. (See Figure A on following page)

Hide Nav on Select- When turned on this will hide the Nav bar at the bottom after you have selected a

function. When OFF the Nav bar will always be visible

110

OnDeck

Set-up and Basics

Set-up Basics

Remember Password- When selected this will remember your login and password information. (Beware

if you lose your device your teams information might be compromised).

Customize Toolbar- this allows you to turn on or off different functionality that appears in the Nav bar.

(See Figure B on page following page)

Default Screen- This allows you to choose which screen you see by default at Login

Time Standards- This allows you to choose what time standards you would like to have available to com-

pare against. (See Figure C on following pages )

Visible Rosters- this allows you to choose what roster groups are visible when throughout OnDeck (See

Figure D on following pages)

Allow Relay Lead Legs- this allows lead off legs of relays to count as individual times.

E-mail support will allow you to get help from TeamUnify if you are encountering problems

111

OnDeck

Set-up Basics

Set-up and Basics

Fig. A. Congure Split Distances- from this screen you will be able to set the lap distances for both Short course

and Long Course

Fig B. Customize Tool Bar- You can turn on/o certain menus here, and adjust the display order by simply drag-

ging using the triple bar on the right.

Figure B

Figure A

112

OnDeck

Set-up Basics

Set-up and Basics

Fig. C. Time Standards- from this screen you will be able to select form available time standards (up to 50). If you

see missing regional or outdated national standards e-mail support@teamunify.com to get them added.

Fig. D .Select Rosters- from this screen you can simply select the rosters you would like to have show in OnDeck

by checking or un-checking the associated box

Figure D

Figure C

113

OnDeck

Set-up and Basics

Notes

Set-up Basics

114

OnDeck

Set-up Basics

Frequesntly asked questions.

Why can’t I download OnDeck?

If you are having problems downloading OnDeck please try upgrading your iphone or itouch to the latest

version. You can do this by connecting to the itunes store. It should ask you to update to the latest ver-

sion; once this done try downloading Ondeck again. If you continue to encounter problems email support@

teamunify.com.

Will OnDeck work on the new Ipad?

Yes, it will. Some image distortion may occur due to screen size.

Set-up and Basics

115

OnDeck

Accounts &

Members

What you’ll learn in this Section:

How to view your active/inactive accounts using

OnDeck

How to view swimmers under those accounts

How to move up and adjust swimmer’s groups

How to add a photo to a swimmer’s profile

How to view a swimmers Attendance

How to view a swimmers times history

How to view upcoming meets for an athlete

Account & Member management

Accounts & Members

116

OnDeck

Accounts & Members

Tips and Tricks

Did you know you can quickly move through your ac-

count database by clicking the letter on the right of the

screen associated with the first letter of the last name

you are searching for.

Tap Account Home to access Accounts & Members

The control bar will allow you to select between views on

accounts. All/Active/Inactive.

The accounts will be sorted based on first letter of last

name.

You can jump to a specific letter by clicking on the letter in

this menu.

Once you have located the desired account, tap on the

name to drill into account details. See below

Account Name

Using the arrows will allow you to scroll between accounts

Contact details associated with an account are located

here as well as the account status

All swimmers associated with this accounts will be listed

here. You can drill into a swimmers profile by tapping on

the name. This will take you the swimmers profile menu

(see Swimmers Home for more details on this)

117

OnDeck

Accounts & Members

SWIMMER HOME

This will allow you to switch between all swimmers sorted alphabetically by last name or by roster

group.

You can jump to a specific letter by clicking on the letter in this menu.

You can drill into a swimmers profile by clicking on the picture/profile

Swimmers name, athlete ID #, and you can tap the key symbol to go back to the account.

Take Photo- Take or add an existing photo to an athlete profile

Move Up- Change an athletes Group, Location, Diving cert date, SMS # (See Fig. A on following page

for more details)

Attendance- Show the practices attended for the past 10 days, you can drill into the actual workout

by clicking on a specific date (see the Attendance Section for more details)

Meets- This tab will show you all results swum by meet for a given athlete; if you tap on a result you

can compare it to all like results from all meets

Best Times- This tab will allow you to pull the best times for a given athlete. If you tap on an event

you can drill into this event to see details on the meet it was swum at. You can compare this result

to time standards by clicking on the time standards button on the bottom right. (See Fig. B on fol-

lowing page for more details.)

Future Meets- This will show any future meets that are scheduled for a selected athlete. If you tap on

5 6

7 8 9 10

118

OnDeck

Accounts & Members

Fig. A. Move Up- By tapping on any of the buttons you will be able to adjust this parameter. These are

Athlete status, Roster Group, Pool Location, Billing Group, Sub-Billing Group, Diving Certification Date,

SMS Number. (This is a Super-User only function)

Fig. B Best times- this screen allows you to see and compare the athletes best time with any standards

you have selected. (See Setup Basics for more details on this). Those standards in green have been

made by the athlete those in red have not (Flick left or right to scroll).You will see by how much devia-

tion between an athlete’s time and the standard at the bottom of the standard bar.

Figure A Figure B

119

OnDeck

Accounts & Members

Notes

Accounts & Members

120

OnDeck

Accounts & Members

Frequesntly asked questions.

How do athletes view OnDeck voice notes and information on the website?

The family needs to sign in and select “Attend this Event” for the event in question. There will be an

OnDeck button next to athlete. The family can click on this for all information including deltas and voice

notes.

Can you move a swimmer to a new group in OnDeck?

Yes, by using the Move Up function you can change a swimmers group, this is a Super Users only function

Accounts & Members

121

OnDeck

Swim Meet Man-

agement

What you’ll learn in this Section:

How to select a meet to view and time

How to select an event and set heat and lane

assignments

How to time a race

How to add a voice note so families can review

it later

How to deck enter an athlete or relay

Swim meet management

Swim Meet Management

122

OnDeck

Swim Meet Management

Tap Swim Meets to access Swim Meet Manage-

ment

This will show all upcoming meets that you have

and events file uploaded for in SwimOffice

You can tap on a meet name to begin management .

123

OnDeck

Meet Title and date of meet

You can tap on a specific day to look at from this menu. If the day is bold there are events scheduled for

that day. If day is in red it is currently selected

You can tap on enter athletes to see all athletes entered into this meet. You can also tap on Male or Fe-

male to see only gender specific entries. (See Fig A)

You can see event information from this screen. If you tap on a specific event you will see all athletes

entered in that event.

You can see heat and lane assignments from this menu. If you tap on the red --/-- you can assign heat

and lane. (See Fig. A on following page for more details)

This will show your entered athletes for the selected event. If you would like to time an athlete(s) simply

put a check mark next to their name and tap “Time Race” on the bottom right, you can time up to 3

athletes per race. (See Fig B on following page for more details)

This will allow you to deck enter an athlete to an event or relay. (See Deck Entries below for more details.)

If you tap on the “Time” it will select all the athletes in view for timing

Swim Meet Management

Tips

and Tricks

Did you know

that you can

set up all your

heat and lane

assignments

in the En-

tered Ath-

lete screen.

Once created

OnDeck will

automatically

move to the

next race!

Figure A

124

OnDeck

Figure A

Figure B

Fig. A Heat and Lane assignment allows you to set heat and lane for each of your swimmers simply

by clicking on appropriate buttons. You can scratch a swimmer from the event by clicking the “SCR”

button. To combine a swimmer with another event you would click on the Blue triangle and select the

event

Fig. B Allows users the ability to select and time up to three athletes in a single instance (see Fig A on

following pages for more details)

Swim Meet Management

125

OnDeck

Tips and Tricks

Did you know that you can use

the shake functionality to start a

race. This is great if you hear the

starting horn when you are talk-

ing to your other swimmers.

Shows Heat, Lane, Distance, Stroke as well as swimmers

in the event

Tap to start timing the race. (See following page for timing

screen)

Mode: tap allows you to change lap distance to 25, 50,

100, Free Form

Swim Meet Management

126

OnDeck

Swim Meet Management

Swimmer(s), Entered Time; Time expired for current lap

Tap to record lap/split time

Tap to stop timing

Shows recorded lap time, as well as running laps. If the entry time has splits they will be displayed

along with the deltas

Will allow coaches to record voice notes as the race runs. You can pause a recording and start record-

ing again during the race. This is only available when timing a single swimmer. (See Figure A above)

Race Review- allows a review of already timed races, upcoming races and the ability to delete results.

This as well as review/record voice notes on a race

Undo Tap removes the last tap done and continues the timing.

Figure A

127

OnDeck

Deck Entry

Available events to select from, the event that is high-

lighted in yellow is currently selected

Once the desired event is selected tap on the deck entry

button

This will bring up the event with the existing entered ath-

letes appearing. If you wish to remove an athlete from

the event you can click on the red bar and click the delete

button.

If you wish to add a new athlete to the event click on the

Blue plus button.

You can choose from your roster of athletes that are eli-

gible (based on age and gender). Tap on the athlete name

to enter them in event

Once entered be sure to save

Swim Meet Management

128

OnDeck

Deck Entry Relay

Select relay event, the event that is highlighted in yellow is cur-

rently selected

Select relay and tap Deck Entry

Tap on the blue plus symbol to add a completely new relay team

for this event

Existing relay teams with entry times based on times for each leg.

You can remove an athlete by tapping on the red bar button then

the delete button. Alternatively if you just want to replace an ath-

lete you can tap on the name you wish to replace and be taken to

the athlete picker screen. You can see all relays entered for this

event and even move athletes between relay teams

To move an athlete within or between relays simply tap on the

triple bar and drag to the desired location.

You can select an athlete from the picker screen. Only eligible

athletes (based on age and gender) will be available for selection.

You can choose to view athletes in the picker screen in either

alphabetical order or in their existing roster groups.

Remember to save changes

Swim Meet Management

129

OnDeck

Notes

Swim Meet Management

130

OnDeck

Frequesntly asked questions.

Can more than one person upload and Download information using OnDeck?

Yes, if you have more than one admin or coach using OnDeck you will both be able to upload Information

to SwimOffice. Beware that if you are both timing the same swimmer both results will appear under that

swimmer.

Swim Meet Management

131

OnDeck

Time

Standards

What you’ll learn in this Section:

How to select your desired time standards for

comparison

How to select the gender, course, stroke, and

distance to compare against

How to see who has made the cut and at what

meet that cut was made

Time Standards management

Time Standards

132

OnDeck

Time Standards

Tap Time Standards to access the Time standards screen

You can select up to 50 time standards. To get to the selec-

tion go preferences>time standards. (For more details on

this see Set-up Basics)

Select from national or region standards by putting a check

mark next to desired standard

You can jump to LSC regional standards by tapping on the

LSC code in this bar

Once you have the desired standards selected you can go

to the Time Standards Screen. From here you can select

gender, course, stroke, and distance by clicking on the ap-

propriate buttons.

Find the standard you wish to compare against and click

on compare (sorted by age group)

This will pull all active swimmers who have made the cut

and not made the cut.

You will also be able to see the deviation above or below

the cut time here, if you tap on the name you will be able

to see in which meet this result was swum.

133

OnDeck

Time Standards

Notes

Time Standards

134

OnDeck

Time Standards

Frequesntly asked questions.

Can I get a new LSC or National Standard added to the time standard list?

Yes, please e-mail the regional or national standard in pdf or excel format to support@teamunify.com.

You can also manually enter standards using the Times Standard tab in SwimOffice located in My

Account>>My Meet Results

Time Standards

135

OnDeck

What you’ll learn in this Section:

How to create a message for e-mail or SMS

How to select who you want to receive the mes-

sage

How OnDeck integrates with the Communica-

tion editor in SwimOffice

Communication management

E-mail & SMS Communication

E-mail & SMS Com-

munication

136

OnDeck

Tap Text Messaging to access the message center

You can create a custom message here (up to 160 characters).

Simply tap on the white area and the keyboard will appear

You can also use the canned message section to select quick

messages using the roller. (see Fig. A)

You can also select who you would like to receive this mes-

sage from these lists: Team, Accounts, Rosters, Swimmers.

(see Fig. B)

You can choose to either Text or E-mail as the format. Once

selected, depending on the verifications status of either the

e-mail or cell number, the accounts or member names will be

color coded. Red means that this person will definitely not be

getting the communication, black means a person may or may

not get communication, and green means that this person has

a verified e-mail or cell number. (See Comm editor in SwimOf-

fice for more details)(see Figure C)

Click send once you have written your message

E-mail & SMS Communications

E-mail & SMS Communication

Tips and Tricks

Make sure when you have text or e-mail selected and

that these are not coded red. Red addresses will not

get any of the communications.

Figure A

Figure B

Figure C

137

OnDeck

E-mail & SMS Communication

Frequently asked questions.

What are the limits on E-mail addresses and SMS numbers for the new Comm editor?

-The Communications Editor will allow each Account can have up to 4 e-mails and 2 SMS/Text capable

phone Numbers. Each Member can have 1 e-mail and 1 sms number.

How do I update a login E-mail address in the New Comm editor?

-If you would like to update a login e-mail address for an account please follow the steps below.

-Sign in to the site and go to Account/Member admin located under the Team Admin Menu

-Find the account you would like to update and click on the underlined account name

-You will see the login e-mail as the top e-mail in the comm editor, double click on the address and you will

be able to update

Click save changes and send out the password e-mail

138

OnDeck

E-mail & SMS Communications

E-mail & SMS Communication

Notes

139

OnDeck

What you’ll learn in this Section:

How to create a News item

How to review/edit an existing news item

How to post the news item to your team’s Face-

book Page

News management

News Management

News

Management

140

OnDeck

New Management

News Management

Tips and Tricks

Did you know that you can e-mail your whole team a

big news item by using the e-mail on synch function.

This is a great way to keep your members involved and

excited about team news

Tap News to access the News functionality.

Add a new News item by tapping here (See below for

more details on creating a new item)

To edit an existing item tap on the picture, then tap on

the edit on the bottom right (see Fig A. on follow page)

Post this item to your target page on Facebook (see Fig.

B on the following page). OnDeck will give you an option

of what page to post to. Once you have posted, OnDeck

will change the button “Post to Facebook” with the fb

icon.

Creating a News Item

Tap here to either take a photo if your device has the

functionality or choose a photo from your library to be

added as the title picture

Tap here to add a title

Tap here to add the body/copy of the news item

Tap to add an attached picture to this news item

Turn to Yes if you want to send a blast e-mail to your

whole team with this news item

Tap to record a voice note that will be attached to this

news item.

Remember to save changes when you have all param-

eters correct

1 2

141

OnDeck

News Management

Figure A

Figure B

Fig. A Review/Edit a news item tap on any of the areas to edit. You can also delete a news item by

tapping delete

Fig. B Enter in the e-mail account and password to your Facebook page then select allow. Once al-

lowed news items will be posted to your team’s Facebook page

News Management

142

OnDeck

News Management

Frequesntly asked questions.

How can I activating the Facebook Icon on my Site?

-Sign in

-Click on the Website Design located on the left under the Team Admin menu.

-Click on Website Layout Configuration (Or the Migrate to Chameleon if you have not fully changed over)

button

-Scroll down to the Facebook URL:

-Enter in the URL address(example http://www.facebook.com) of your Facebook page here and the icon

will light up under the sign in area of the site.

-Always remember to Save Changes

News Management

143

OnDeck

News Management

Notes

144

OnDeck

What you’ll learn in this Section:

How to select a meet to manage jobs

How to Add a job

How to add a job slot

How to add a volunteer into a job slot

How to confirm a job done

How to communicate updates to volunteers

Volunteer management

Volunteer Job Sign-up

Volunteer

Job Sign-up

145

OnDeck

Volunteer Job Sign-up

Tips and Tricks

Did you know that you quickly add another time slot

to a job simply by hitting the plus button. This is very

helpful if you have volunteers who are willing to help

on meet day.

Tap Job Manager to access the job functionality

After tapping on the job manger icon a list of events will

populate this screen.

You can see these items: Name of the event, date of the

event, available slots, job slots filled, accounts signed up,

and percent of jobs taken. Tap on the event for more detail

or to edit.

Event Name

Tap the blue plus button to add an entirely new job to this

event. (see Fig A on following page)

Tap blue plus button to add a new time slot for this job

Tap empty title to add an existing account to this slot

Tap this field to record if the job was done. Green check

mark=done Out=not done

Tap the communicate button to e-mail/SMS your volun-

teers that you have selected with check mark(see Fig B on

following page)

Tap to a time slot, or a job

Remember to save

6 7

146

OnDeck

Figure A

Volunteer Job Sign-up

Figure B

Fig. A

Title of job

Click the blue plus button to add a new time slot for this job.

Time date and # of slots will appear here

Fig. B

Shows the selected accounts in the message center. You can select either e-mail or text to communi-

cate with the these accounts.

147

OnDeck

Frequently asked questions.

When I synch will my confirmed jobs done in OnDeck update in SwimOffice?

Yes, once you synch any jobs that have been confirmed in OnDeck it will update the events in SwimOffice.

This Synch will also update your Service Hours module if you are using this functionality.

Volunteer Job Sign-up

148

OnDeck

Volunteer Job Sign-up

Notes

149

OnDeck

What you’ll learn in this Section:

How to find the roster you are taking attendance

for

How to take and adjust attendance levels

How to review and modify past attendance

How to add workout distance to attendance

Attendance management

Attendance Tracking

Attendance

Tracking

150

OnDeck

Attendance Tracking

Tips and Tricks

Did you know that can set distances for each workout

and then track exactly how far specific groups have

swum for any date range.

Tap on Take Attendance to begin

You will see the location here with all roster groups under

that location. If you have multiple locations you can scroll

down.

You will see the roster group name with number of mem-

bers listed to the right. Tap on the name to take attendance

for this group (see below)

Shows your roster group, location, date, time, workout

distance and total athletes attached to this roster

List swimmers in this group. You can select from sever-

al states of attendance: full attendance is a green check

mark, ¾, ½, ¼, and Out.

You will be able to change date, time, and set distance by

tapping on the requisite titles

You can add an athlete who is either visiting or making up

a workout they will get the red visit tag

Remember to save

151

OnDeck

Attendance Tracking

Click Roster Tracking to see an overview of workouts for specific roster group(s)

Tap on a location to see attendance for all groups attached to that location

You can adjust the date range to report on desired parameters. This piece defaults to previous

day

Each date row will indicate overall attendance (actual and expected) for that roster on that day.

The summary rows will show overall attendance and distance planned for the selected roster

group and date range

You can go back and change locations by tapping here

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Tap on the Edit Attendance

You can tap on 10, 30, 60, or a year to set how far back you

want see recorded workouts

Tap on the desired date under the correct roster name to

modify an existing workout

Click on Swimmer Tracking

You can view your members by all or by roster group

Tap on the swimmer you would like to review information

for (See following page)

You can jump to the last names by clicking on the letter in

this column

Attendance Tracking

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You will see a selected swimmer name and the date range (Defaults to 30 days, tap on date to

modify the range)

Shows day, distance, attendance, and expected. Tap on any date to modify that workout

This will show total distance swam for the given period and percentage of expected workouts com-

pleted. (If expected is equal to 0 it means that you either moved the athlete to a new roster group,

or they were counted as a visiting athlete in a different roster group)

You can go back to the member list by tapping here

Attendance Tracking

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Frequently Asked Questions

Can I add distance to my workouts?

Yes, simply tap on the workout distance title in the roster attendance screen then adjust the dis-

tance accordingly

Attendance Tracking

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Attendance Tracking

Notes

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What you’ll learn in this Section:

How to never miss a swimmer’s birthday again

How to use the free form stop watch

How to use the splits math calculator

How to view your entire results database

Splits math management

More Cool Stuff

More Cool

Stu

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More Cool Stuff

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Tips and Tricks

Use the Birthday tracker before each practice to

never miss a swimmer’s birthday. Fun for the team

and makes swimmers feel very appreciated.

Click on the Birthday tracker to see which swimmer’s birthdays are coming up.

You can choose between all swimmers or view by roster

You will see the swimmer names and they will be arranged by how many days until the swimmer’s birth-

day (those in red are today) and tell you how old the swimmer is going to be

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More Cool Stu

Click on the stopwatch

You will be able to time one swimmer; the laps will be free form and will not be recorded as official

results for any athletes

Your lap time and change between laps will be shown

More Cool Stuff

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More Cool Stu

Click on Splits Math to calculate average needed to make a certain time

You can select from 25,50,100,200, 400, 500, 800, 1000, 1500, 1650 for distance

You will be able to set your desired target time here using the wheels

This will show the average split a swimmer will need to make the desired time selected. It will show

split time at 25, 50, and 100 as applicable.

More Cool Stuff

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Click on Meet Results

Select the desired meet from list

You can jump to a different year by clicking on the date

here

You can see the result by either event or swimmer

Tap on desired event you would like to review

All swimmers that swam in this meet for this event will

appear

Tap on the desired swimmer and all of details for this

event will appear

You can compare this swim to select standards (see

time standards for more detail)

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Frequently Asked Questions

Who can access the OnDeck application?

Only accounts that have email/print/calendar admin level or higher can access the OnDeck application.

More Cool Stu

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Notes

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OnDeck Best Practices

Retention & Performance Strategies

Using the Birthday Tracker functionality to highlight

swimmers big day. This will make swimmers feel appre-

ciated and improve team morale overall.

Speed

Setup your Preferences to only include the interface and ros-

ter groups that pertain to your needs. This will increase the

speed in moving through OnDeck’s different functionality.

Communication

Use the News and facebook functionality often when you are

at meets and swim club events. Highlight personal achieve-

ments and team functions. This will keep families and swim-

mers excited about your team.

Polish

Take photos of your swimmers and add them to their profiles.

This will not only help you when scrolling through their ros-

ters they will also be able to see this on there swimmer profile

in their SwimOffice accounts.