Hello Everyone,

I have received a couple questions in regards to missed emails.  This occurs when Roles and Affiliations on your teams have not been properly assigned in Swimtopia.  When we moved to a league-wide management system with Swimtopia it allowed us many benefits, to include improved meet and league management, improved City Meet setup and registration and improved communication.  Communications are often tailored to specific roles and sent only to those roles in order to eliminate over crowding everyone's email inboxes.  To ensure the proper members of your teams receive the appropriate email correspondence for their roles each team needs to go into their Swimtopia pages and set Affiliations for each season.  

Affiliations you need to ensure are properly set:  Head Coach, Assistant Coach, Team Representative, Meet Director and Volunteer Coordinator.    

To set these affiliations, one of your team's site admins will need to go into Swimtopia, enter the 'Manage Team' portal, go to 'People' and open the individual you want to set an affiliation for and then go to the Details tab for that person:

Once there you will need to 'Add an Affiliation'' for that person.  In this context, 'Roles' are team specific, 'Affiliations' are league specific:

Once you click that button you will want to add a 'Seasonal' affiliation for that individual.  You will then select the season and the role in the subsequent menu.  Depending on what roles or affiliations your team may have setup for yourselves, you may see a long list.  The affiliations that need to be assigned each season for the league are denoted by the role name followed by '[GKAISA]'.

This is not something that can be done for you by the league and must be done by your site Admin.  Should you have any questions, please do not hesitate to ask.

Best regards,

Nick