HOW-TO’S - TIPS - TRICKS BEST PRACTICES and guide

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HOW-TO’S - TIPS - TRICKS
and
BEST PRACTICES
guide
Powered by:
© 2010 TeamUnify Inc. All rights reserved.
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 information in this manual is accurate. TeamUnify is not
responsible for printing errors.
1
Swim Team Best Practices Overview
2
Account / Member Admin
4
Website Design & Editing
15
Job & Volunteer Sign-up Management
21
Team Profile Set-up
29
Online Registration
37
Swim Meet Entries
47
Swim Meet Results
57
Billing and Electronic Payment Processing
65
Time Reports
77
III
1
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 families budget. Two key areas that will greatly enhance your member
retention and satisfaction levels are communications and expectation setting. By setting clear guidelines and goals and
consistently communicating information, your team members will see how efficient a business you truly are.
Communication
•
•
Steady and relevant email communication is critical to getting your memberships attention and involvement.
Long gaps between communicating to your team should be avoided at all costs.
Expectation Setting
•
Create and communicate your teams’ expectations often and don’t be afraid to repeat them. Create your teams’
“guidelines and goals” and publish them privately to the teams website. Parents and swimmers will appreciate
knowing what is expected of them and what can be accomplished when they meet these expectations
Program Benefits
•
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 ways to making your program the
exciting and interesting place it truly is. Swimming has many sell-able positive qualities which we describe below:
-- Create and develop 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
-- Get in shape and stay fit
-- Establish better eating habits
-- Learn the fine art of how hard work and dedication deliver results
-- Teaches positive goal setting skills
-- Gain new friends
-- It’s a great way to make new friends and lasting friendships.
Remember you can’t make everyone happy. Don’t let the 1% dictate how you run your team and remove families/kids
from the team that break the rules. You’ll be far happier and more importantly so will your families. Set your own “No Shirt,
No Shoes, No Service Rule”.
Team Performance
•
•
•
•
Get the right group of administrators helping with the team and delegate responsibilities. Make sure everyone on the
board has a job that they are accountable for and make it mandatory that they report back on progress, issues, etc.
Parents should not be allowed to be delinquent. Unless there is an exception, kids should not be allowed to swim
until you are paid. It’s tough love but it’s important to be consistent with this critical rule
Lean on the coaches to help control messaging to their groups and to update their personal workout calendars on
the site.
For website changes, define who is responsible for each section and for the frequency of changes needed:
-- Swim Meet news and Calendar = Coaches [1 new item per week]
-- Swim Meet Event creation = Coaches
-- General Site Management = 1 Administrator
Social
•
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 current
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.
•
To-be-sure, you should be aware of privacy. However, don’t let it get in the way of using what Facebook can bring
to your team.
•
2
NEW!: Facebook Groups: [http://www.facebook.com/groups]
Overview
Retention strategies
•
•
•
•
•
•
Create a schedule of news/events/tasks to be communicated to your families. This is what brings them back to your
team website:
-- Create separation between the actions/events at scheduled intervals. Don’t gang them tightly together.
-- Job sign-ups for upcoming events/swim meets you are hosting
-- Declare for swim meets
-- Post swim meet news and encourage your families to view all their athletes results in the personal account.
Have your Senior swimmers help coach the younger kids once a quarter. Your senior swimmers will feel a great
sense of accomplishment and your younger swimmers will have fantastic role models.
Celebrate birthdays. Small gestures can make a big impact and will be appreciate by your families and members. You
can use OnDeck’s birthday tracking feature so you never miss a date..
Quarterly team meetings:
-- Teach your parents about swimming. Explain the rules and time standards both within you LSC/Zone and Nationally. Other ideas are Goal setting, Nutrition tips or offer Stroke clinics.
-- Go over how parents can see there swimmers times in their accounts and encourage them to compare these
results to national and regional time standards.
-- Set expectations. Set achievable goals for swimmers and encourage parents to motivate their kids to attain
these goals
-- If your coaches are using OnDeck, explain to parents what they are doing. They are not playing on their phone.
Point your parents to these videos: OnDeck Demo to see how the coaches are using this technology to improve
athlete performance, communicate more effectively and leverage advanced technology.
Add news to the team site a minimum of 2x per month. 1x per week is ideal
Don’t automatically de-activate accounts when families temporarily leave the team. By continuing to communicate
with these members, even when they are not actively swimming, they will still feel connected with the team and will
be much more likely to return.
Succession Planning
•
•
•
•
Plan far enough in advance for administrator turn-over
Develop an education plan with TeamUnify to help new administrators with leveraging the platform
Require new admins to participate in TU trainings
“Compensate” a limited number of Administrators based on “position” and contribution. The team can write this off
as a cost of doing business. The following are suggestions for how to incentivize your board:
-- Core Roles:
·· President = No dues
·· Billing: 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]
·· Member-at-Large
·· Others
Going Mobile with OnDeck Mobile Coach
•
TeamUnify has developed a purpose built mobile application called OnDeck that will help coaches understand more
about your membership, communicate more effectively, track attendance, track times, time standards attainment,
•
•
•
and much more.
Focus on keeping your coaches coaching more and administrating less.
Smart phones are not a fad, they are changing the way we connect and communicate with the world. Embrace this
by budgeting in the purchase of an iPhone, iPod Touch, iPad for all of your coaches.
Smart phones combined with OnDeck will generate a productivity revolution for your coaches and team.
Overview
3
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.
How to view accounts and members with OnDeck Mobile Coach
Account Member Admin
5
Tips and Tricks
1
2
3
4
5
6
7
Did you know you can email 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 email and
hit your email button to send a
free form email. This is a great
way to ‘nudge’ your non active
membership.
The accounts tab belongs to the family information.
Use the filters to locate the information needed
1
Filter by status (active,suspended,cancel/hidden), admin (level of admin user; SuperUser, Webmaster event admin, email print calendar), Pay by: (check, CC, ACH), multi-members only (no = everyone/
yes=only accounts with multiple athletes).
2
Add New – used to create a new family account
3
Multi-Edit – Place a check mark in the box to the left of the name (s) and use multi-edit to make a multiple change. Options include status, membership, admin.
4
Email Pswd – Place a check mark in the box to the left of the name (s) and use this button to email the
system generated unique password. Resending the password to an account does regenerate a new
password but resends the current password set in the account.
5
Email 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.
6
Email – use the check mark functionality as stated above to send out an e-mail from this area. This can
be used to send e-mails to suspended or canceled/hidden accounts.
7
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.
6
Account Member Admin
1
4
2
5
3
6
7
8
9
10
11
Tips and Tricks
Did you know you can reset an
accounts password if needed?
Use the Reset Password button 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. This
way you can use a “fake” email
address, create the password
and now you have instant access.
1
Email (for sign in) – this must be a unique address and will be the primary for all emails sent.
2
Additional Email 1 – this will be CC’d on all emails except the password email and invoice email (these
only go to the primary).
3
Additional Email 2 – same as above
4
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.
5
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.
6
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.
7
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.
8
Billing information – all account billing information
9
E-mail Password – send the password email to the primary email address on this account.
10
Reset Password – allows the SuperUser to manually reset the password. This is a good option if the
account tells you they have not received their password email.
11
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 editp
or make adjustments in this area.
Account Member Admin
7
Tips and Tricks
1
Did you know that if you have
CC/ACH you can have the option
to ‘Manually MAIL payment to
Team’ removed? Admin will always have the option to override
on an account by account basis.
Email [email protected] to
request this.
2
1
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.
2
To read more about this function click on the green question mark located in the bottom right.
Tips and Tricks
1
Did you know that you can see
the same invoice view as your
accounts by selecting: Show invoices for this account. You can
also create a new invoice while
in this view.
2
1
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 side of the site. This function is managed from
Billing Setup < Membership Dues Schedule.
2
Account Additional Recurring Charges Discounts – Use this function to add recurring charges against
an individual account. For instance a monthly scholarship discount.
8
Account Member Admin
Tips and Tricks
2
3
4
5
6
1
7
8
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 families
main account page.
1
Add all pertinent information into each field. First, Last, Middle and birthday will be the fields that create
the USA ID card #.
2
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.
3
Billing Group – The billing group tells the billing system how much to charge. These dollars are setup in
the Billing Setup < Membership Dues Schedule.
4
Sub Billing Group – The sub billing group is the frequency of the charge
5
Roster Group – use this designator to show what level of swim group the athlete is in.
6
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.
7
Member Status – Active (currently swimming), Suspended (taking some time off), Canceled/Hidden
(they have left the team).
8
The tabs; Medical Information and USA Registration can be updated by the family upon login.
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.
Account Member Admin
9
Tips and Tricks
1
2
3
4
5
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.
1
Multi-Edit – Use the check mark function to multi select athletes and change one or many of the USA
fields.
2
Rebuild ID# - Use the check mark function to rebuild the ID#.
3
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.
4
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.
5
Excel – use the check mark function to select your athletes and print out an Excel form to view all USA
information for each athlete.
10
Account Member Admin
Frequently Asked Questions
Q
How do I change what I see in the Membership Dues Schedule?
A
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.
Q
When would I use the recurring charges/discounts feature?
A
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.
Account Member Admin
11
Best Practices
Retention & Performance Strategies
Review the ‘last in’ column to see who has never signed in.
Resend the password email to these accounts to softly encourage them to sign in. Have one team administrator for this
task and call them the “Team Ambassador”.
Review e-mail open rates in Message Trak. It’s not exact science, but give you an pciture of who is not paying attention.
Look for e-mails that are: [email protected] 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, customizable 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
[running on iPhone and New Generation iPod Touch]
12
Account Member Admin
Notes
Account Member Admin
13
14
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.
Website Design & Editing
15
1
4
2
5
3
6
Tips and Tricks
Select the Website layout configuration to adjust how your site
looks with the touch of a button
7
8
Introduction: Begin by logging into your site and selecting website design on the left side. Your view will
reflect the screenshot above.
1
Website Layout configuration
Select this to change the way your site looks for both colors and home page layout. Don’t be afraid to
change things around on your site to find the best view for your team.
2
Upload Background pattern
Use this option to change the background of your site. If you have a logo try and upload this to change
the way your site looks. In addition, you can choose pre-templated background pictures.
3
Upload Home Page Graphic
You can use this to quickly upload a picture to you home page. The picture will be sized to correctly fit
into the dimensions of this function.
4
Upload Banner
Please BE CAREFUL of this function. If you use the piece, you will replace the current banner on your
site. Ensure you have a replacement banner that meets the parameters. If you accidentally replace, your
original banner can be found under documents/images on the left side of your site.
5
Delete Background Pattern
This option will delete the pattern you uploaded in step #2.
6
Delete Home Page Graphic
This option will delete the graphic you loaded in step #3.
7
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.
8
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.
16
Website Design & Editing
To Edit a page/Add content
1. Create you 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 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
Tips and Tricks
1
3
2
5
6
4
7
8
9
10 11 1213 1415
16
Editor Map:
1
2
3
4
5
6
7
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11
12
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15
16
17
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19
20
17 18 19 20
Did you know you can override
the default hyper link color? To
do this type your text that you
will be linking to, highlight and
format first and then attach your
link.
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 copywrite 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
Website Design & Editing
17
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 subfolders 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
Q
How do I attach a link to a picture?
A
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.
Q
I copy and pasted my information and when I select Save Changes it doesn’t look like my original.
What happened?
A
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
18
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 imagery 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 accounts. 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 sametime.
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 inexpensive and will help your team look even more professional.
Website Design & Editing
19
Notes
20
Job & Volunteer 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 administration 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 signup.
How to e-mail all of your signed-up members.
How to know where you would generate a job
signup report for a specific time frame.
How to apply the time worked against the accounts obligations.
Job & Volunteer Sign-Up Management
21
1
Tips and Tricks
2
3
4
5
Create “buzz” around your job
signups by designing awards for
volunteers or build anticipation
by creating “teaser” e-mails to
countdown to their opening.
1
In order to begin a job signup, 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 signup button will appear allowing admin access into the job system.
2
Always begin with the second Tab labeled Setup Event Jobs as below.
3
Copy & Append from other Event – click on this button and start by selecting Display All. The preloaded
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.
4
Email Job Signup invitation to All Active Accounts – select this button to send a pre templated invitation to signup for these jobs.
5
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.
22
Job & Volunteer Sign-Up Management
Tips and Tricks
1
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 responsible to bring 24 bottles of water.
3
2
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 Signup’.
3
Tips and Tricks
2
1
Use the Change Account function to become any team member to sign them up to a job.
This function is helpful to pre
register for specific jobs.
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.
1
Accounts will login and signup by putting a check mark to the left of their desired job and selecting the
button Signup.
2
Use the Print outs for administrative help and the reports located under the Events tab for more admin
information.
3
If you need to signup an account use the Change Account function located to the right of your name in
the Signup Job for Account field.
Job & Volunteer Sign-Up Management
23
Tips and Tricks
1
To send an email reminder to
your volunteers use this tab to
select everyone and use the
email button.
2
Event Job Done Confirmation Tab
1
Set Job Done – When the event is done put a check mark to the left of each name or use the Select/Deselect 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.
2
Remove Job Done – Select this button if you need to remove an account from a job you previously set
as done.
Tips and Tricks
1
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.
2
3
4
5
24
Job & Volunteer Sign-Up Management
Volunteer Administrative
1
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.
2
Determine Volunteer Hours Obligation for every Account (family): Set these hours to apply automatically
based on Step 1.
3
Insufficient Volunteer Hours Charge: At the end of step 1 (upon the date selected), the system will create
invoices based on the amount in step 2 and number of un-worked hours.
4
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.
5
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
1
2
3
4
5
Did you know you can use the
Multi-Reset Yearly obligation to
select multi accounts and set
their obligation instead of waiting for the system to set. It’s
also useful if you need to apply
different hours based on active
members.
1
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.
2
Email – Select your accounts you need to communicate with and use the email button to send a free
from email.
3
Multi-Reset Balance – If you need to reset the balance select your account[s], and then select the
“Multi-Reset Balance”.
4
New – the new link sits to the left of hours worked. Use this to manually adjust the hours worked by account. This is used for jobs not completed through the job setup system or adjusting job hours already
sitting against an account.
5
History – the History link can be used to view previous jobs completed.
Job & Volunteer Sign-Up Management
25
Frequently Asked Questions
Q
How many jobs can an account sign up for?
A
Four. They may exit out and select the job button again and select four more jobs.
Q
Can an admin signup for another person’s job?
A
Yes, use the change account feature. This is also the same process for signing someone out of a job.
Q
Can an account put someone else’s name on the job instead of theirs?
A
No.
Q
How do I send out an email reminder to those accounts signed up to work?
A
Go to the event job done tab and select all accounts. Use the email button to send a free form email.
Q
Can I set my volunteer system for session or by meet?
A
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.
Q
I have set up my volunteer system now what?
A
You will need to set up your job module. See the FAQ, Video Tutorial or PDF on job setup.
Q
I don’t use my billing system can I still use the volunteer modules?
A
Yes the volunteer module/job signup module is fully functioning but it will NOT produce invoices for
any unworked 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 ta
Q
How do my accounts view their volunteer information?
A
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.
Q
How do I use the Volunteer System to track sessions instead of hours?
A
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 Signup Reports - # 348
2. Job signup – How many jobs can parents sign up for? - #480
3. Can Admin sign in members to jobs? - #195
26
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
Email often to your accounts asking for their help. 1-2 times
per month.
Email 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 Signup” button and the expectations of your team.
Job & Volunteer Sign-Up Management
27
Notes
28
Job & Volunteer Sign-Up Management
Team
Profile
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
29
1
2
Tips and Tricks
3
Did you know your team alias in
red is also used in the signin for
OnDeck? Whenever you see reference to your alias this is what
TU is talking about.
4
5
6
7
8
Did you know that if you use the
lesson program you can manually set your button name in here?
9
10
A
C
B
D
1
Team Alias – This alias denotes your team not only in your URL but also for OnDeck login functionality.
2
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.
3
Address/City/State/Zip/Phone: Ensure this is also correct as it will update on the TeamUnify side for
contact purposes.
4
Organization – This needs to reflect who you are attached to for instance USA Swimming, AUS Swimming, CAN Swimming, REC Swimming etc.
5
LSC/Region/League – This reflects what umbrella organization you swim under.
6
Team Club Code: This is your team code that designates you within Meet Manager and USA Swimming,
AUS Swimming, CAN Swimming etc.
7
Unattached Team Club Code – set this appropriately
8
Use Relay lead-off in Meet Entry – this option will globally set this selection.
9
Swim Lessons Button – If you are using the Swim Lesson Module you can set the name of the button
in this field.
10
Team Storage – Please let TeamUnify know if you need more storage. Storage is free.
30
Team Profile
Other Administrative Tasks
A
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).
B
Upload Home Page Graphic – This button is available on your home page and website design as well.
Use it to upload JPG into a preformatted area on your home page.
C
Setup Member Feedback Email Recipients – Ensure you select here to populate the feedback with the
appropriate names to receive those emails sent through the Contact Us feature located both from the
button on the top of your site and within the More Information button.
D
Delete Home Page Graphic/Upload Banner – BE CAREFUL! If you delete your home page graphic that
picture will be gone but if you select the upload banner Button a new picture will appear in your banner
at the top of the page. If this does happen, TU places a copy in the Documents/Images button located
on the left hand side of your page.
1
2
Tips and Tricks
Billing Groups define ‘how much’
each member should be billed.
Be descriptive! Make the Billing Group name as detailed as
needed. This will help facilitate
communication amongst team
administrators and parents.
1
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.
2
Delete – The system will not allow you to delete a billing group if any athletes are attached. Go to Account 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 accordingly, you may try the delete selection again.
Team Profile
31
1
Tips and Tricks
2
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.
Sub Billing Groups cannot be deleted, if members exist
in those groups. Search Member Admin for Cancelled/
Hidden and ALL Non Cancelled, to Multi-Edit members
out of unneeded groups.
1
Add New - Use the Add New Button to add sub billing groups. These groups are the frequency a member will pay for their dues. Select the months to bill and leave those months out that you do not bill for
dues.
2
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.
1
Tips and Tricks
2
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.
Mass email messages can be sent to
multiple Roster Groups using the Email
Center. Look for Option 2 in the Email
Center.
1
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.
2
Delete – Select and delete. The system will not let you delete a roster group in use.
1
Tips and Tricks
2
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 location per
coach.
1
Add New – Use this button to add a new location
2
Delete – Use this button to delete a location. The system will not allow you to delete a location in use.
32
Team Profile
Frequently Asked Questions
Q
How do I apply the billing group/sub billing group/Roster Group/Location?
A
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.
Q
Can the Billing Group and Roster Group be different?
Yes.
A
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.
Q
Does the Location have to be a location? Can it be used for any filter option that makes sense?
A
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.
2.
3.
Delete Home page graphic - #302
Turn on/off Lead Off Splits - #187
What is my team alias? - #120
Team Profile
33
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 specific parts of your membership. This also helps fight ‘Information Overload’
34
Team Profile
Notes
Team Profile
35
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 multidiscount function.
How to perform a registration test run.
How to approve and assign pending registrations.
How to read your Registration financial reports.
Online Registration
37
Tips and Tricks
1
2
3
4
5
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.
6
7
8
Try using the event registration
piece to handle a stroke clinic.
Registrants do not need to be
on the TeamUnify platform to
signup.
9
10
11
12
13
1
Title of Registration - This will be public facing
2
Short Title of Registration – This will be admin facing
3
Turn on for Registration - Turns the registration system on and off
4
Date use to calculate athlete’s age - This date is optional. You can use this to age up athletes for registration. 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.
5
Open for returning members - What is the date that this registration system will open for members currently in your database (active, suspended or canceled/hidden)
6
Open for New members - What is the date that this registration system will open for new members
including new members of an account already on the team.
7
Enforce Age Group Defined 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.
8
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.
9
Email address used to send receipt emails – this will be the email shown on the receipt that is sent to
the registrant.
38
Online Registration
10
Name used to send receipt emails – This will be the name of the person shown on the receipt that is
sent to the registrant.
11
Insurance/Emergency entry field – optional/required. This will either enforce or not enforce the registrant to enter their insurance and emergency information.
12
Jackets, Tshirts, warmups – optional/required/do not show
13
Fill in the bottom tabs with your waivers. You can copy and paste into each tab your official waivers.
These will be electronically signed and you will NOT receive a copy of the entire form only the IP address
denoting an official signature (found in the Registration Manage Section < Export Financials)
Save Changes. Once you save changes select the second Tab < Fees Setup
Tips and Tricks
1
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.
2
3
Do you just need to collect the
same fee for everyone? Make
one group called Swim Team.
4
1
Members Must Select [Location] to Register – Use this option to allow your accounts to sign-up not
only by group but location as well. For example Blue Group @ Location A would be $80 and Location
B would be $100. This does not have to be different amounts but allows for member to select different
locations.
2
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
preferred Group Assignment and Payment Method.
3
Accepted Payment Method(s) – You can select Checks only, Credit Cards only or both. If you do not
see CC as an option then your team has not been approved. Please email [email protected] for
more information.
4
Select Next to move into the fee setup screen
Online Registration
39
1
2
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 example: 1 adult T-Shirt = $10.00 2
adult T-Shirts=$17.00 Have each
selection as an optional charge.
3
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.
4
Fees Setup
1
Per Member Charge – This is the calculated fee added to each member at checkout based on their
selection during the registration process. Ensure you select a chart of accounts and enter in a dollar
amount (this can be zero)
2
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.
3
Per Account (Family) Charge – this charge can be a required fee (annual registration fee) or an optional
fee (volunteer opt out charge) and one amount applied at checkout regardless of how many athletes you
have registered.
4
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
40
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 signin button.
Only Super Users can test this functionality.
1
Tips and Tricks
2
You can quickly see how many
remaining slots are open by
clicking on Show Registration
Groups from this screen (must
have enforce numbers on)?
3
4
5
Use the Not Registered Tab to
email all of your accounts, including 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
1
Export All Registered & Financial – Use this Excel report to view all information including account information, CoA details and also the IP address for the signed waivers.
2
Export Chart of Accounts [for all registered] – Use this report for a summary of all monies collected.
3
Filter Set – Use the filters to find specific Accounts/Members
4
[R]: Returning Members – This denotes whether the members is already in your database or is a new
member.
5
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.
Online Registration
41
1
2
Tips and Tricks
You can multi select your athletes and approve & assign in
one push. You can also do
new members if they belong in
the same billing groups/roster
groups, etc.
3
Approve & Assign Roster Groups – Once you make your selection the view below shows.
1
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.
2
For [New Members] – Toggle the switches accordingly to push your new members into the correct
groups.
3
Send Username/password Login instruction Emails After Approval – Only use this function for new
families.
42
Online Registration
Frequently Asked Questions
Q
Can I run multiple registration systems?
A
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 sytem.
Q
Can people not on the team use the registration system?
A
Yes. You will need to ensure you set the Allow New Members date to be available. This is a great opportunity 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.
Q
What happens if someone is on the team and they register with new credentials? If I approve them
it will create duplicate accounts.
A
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 account 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
Online Registration
43
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 administrator 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 create 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.
44
Online Registration
Notes
Online Registration
45
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 Quick Find
option.
How to run an eligibility report.
How to generate your Meet Manager entry files.
How to use OnDeck Mobile Coach to edit and
build meet entries remotely. [Coming soon]
Swim Meet Entries
47
1
Tips and Tricks
Attend this Event – Once the user clicks Attend this Event the
following steps will be followed.
1
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.
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 decisions.
Parents View After they Hit Attend this Event they see the
following screen shot below.
Tips and Tricks
Use the Email Event Invitation
button to email specific groups
of athletes only. This is good for
your reminder email if you don’t
want it to go to all active accounts.
Use the Update Best Times button ONLY if your athletes have
entered an event before final
times have been loaded.
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.
48
Swim Meet Entries
Tips and Tricks
2
1
3
4
6
7
8
9
5
Use the Email Event Invitation
button to email specific groups
of athletes only. This is good for
your reminder email if you don’t
want it to go to all active accounts.
Use the Update Best Times button ONLY if your athletes have
entered an event before final
times have been loaded.
1
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.
2
Eligibility – Use this button and the corresponding filters to generate your eligibility report for this meet
only.
3
Split Sheets – The split sheet button gives you options for split sheet generation. TeamUnify suggest
using OnDeck instead for a paperless coaching experience.
4
Entry Report – This selection generates the entry report in PDF format which in C
5
Generate Entry Files – This button generates your MeetManager file to be emailed to the host, your fees
reports and your excel file for meet fees to be brought back into the invoicing system for billing purposes.
6
QuickEntries (see quickentries below) – This button is used to quickly place athletes into their events.
7
Email – Select your athletes putting a check mark in the box to the left of the name or selecting all and
using the email button for a free form email.
8
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 signup process. It’s also useful if you do not have an
event file loaded into this meet and you are using the event signup for a Yes/No feature only.
9
Approve/Reject/Clear/Set Unattached – These four buttons all rely on the selection of athletes. Either
Select all by putting a check mark to the left of the Approve button or individually select by putting a
check mark to the left of the individual events and selecting one of these buttons. The Reject and Unattached button will both ensure the file sent to the host is correct. If an event says reject then that event
will not be loaded into the file. If an athlete is set as unattached then the file will have that feature set.
Swim Meet Entries
49
3
Tips and Tricks
1
2
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 Signup Tab when you first select the button ‘Attend this Event’.
1
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.
2
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.
3
Edit (upper left) – This edit places the admin user the edit area for the functions below:
Event File Edit
Set all of these parameters carefully as
they apply to the entire meet file. Generally, if the signup does not appear to be
attaching times to athletes correctly, the
error can be found and fixed within this
screen.
50
Swim Meet Entries
3
2
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.
1
1
Put a check mark to the left of each event under the column header, ‘Enter’, to select that event for the
athlete to swim.
2
Commit All Changes & Go Back – Select this button to commit and approve all event entries.
3
Discard Changes for Current Athlete & Go Back – This will discard any updates and go back.
3
1
2
3
4
2
Tips and Tricks
Did you know an extended SD3
file button will appear if you are
swimming in a meet that contains number/letter event combinations.
1
Save Standard SD3 File – Select this button to generate your event entry file to be emailed to the host
of the meet for import into MeetManager.
2
Meet Entry Fees Report – Click on this to save the entry fees report.
3
Meet Entry Fees Report (Details) – Click on this to save a detailed report of the fees.
4
Member Meet Entry Fees Invoice – Right click on the word ‘Link’ to save the excel spreadsheet to be
imported into your invoicing system for billing of meet fees.
Swim Meet Entries
51
Tips and Tricks
1
2
3
To send an email invitation to
only those athletes that have not
committed either as a yes/no,
use the filter ‘Replied Online’ =
NO and select Search.
1
Export all Not Committed – Export this list in Excel Format
2
Multi-Commit to Attend – Select one or many athletes and this button to place the athlete(s) into the
committed tab to place into the meet.
3
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.
52
Swim Meet Entries
Frequently Asked Questions
Q
I am using the auto find in the relay section and athletes that I know have committed and should
be swimming the legs are not appearing
A
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.
Q
Why do some of the athletes appear to have the wrong age?
A
Check the age up field to ensure it’s set to the current month and year.
Q
Why is the system allowing athletes to signup for events they are not qualified for?
A
Ensure you have check marked the ‘Enforce Qualifying Times’ box.
Q
We have open events but I don’t want any age to be able to swim. How can I enforce this?
A
Place an age in the field for enforcing of a minimum age to qualify to open events.
Q
I selected an athlete and no times are showing.
A
Occasionally an admin sets the event file setup as signup by day/session or by event after the signups
have started. When this happens the times do not appear for those athletes that did not have that option
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.
Q
Why am I missing some athletes?
A
The quick entries only shows those athletes that have committed to swim.
Q
Why am I not seeing the latest results?
A
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
Swim Meet Entries
53
Best Practices
Retention & Performance Strategies
Leverage the meet declaration system and require your swimmers 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 coaches
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
Email 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
Email to your families once entries are completed to sign into
their account and view the approved entries
54
Swim Meet Entries
Notes
Swim Meet Entries
55
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?
How to look-up meet results using OnDeck
Mobile Coach
Swim Meet Results
57
Tips and Tricks
2
1
3
4
5
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
1
My Account: change account function to search and select any parent in the database and see their
view of their athlete’s times.
2
Search: Ensure you select Search after each selection especially as you select a new athlete.
3
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.
4
Use the filters to search for specific information. Use the Printer Friendly button to print out the screen
view.
5
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’.
58
Swim Meet Results
2
1
4
3
5
6
7
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.
1
Import Meet Results for my Team – Select this button to bring in your results file in either .Zip, SD3 or
CL2 format.
2
Add Meet for Meet Results – Select this button to manually enter a meet and meet results into the
system.
3
Search – After you set your filters below ensure you select search to apply.
4
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.
5
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.
6
Show/Hide Lead-Off Records – You can select all meets or individual meets to set this option.
7
Up/Down Arrows on column headers – Use the up/down arrows to sort by that particular column in
ascending or descending order.
Swim Meet Results
59
4
Tips and Tricks
1
3
2
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
1
Standard - To see how these times compared to the current standards, set the standard and any additional filter and select Search in the upper right to apply.
2
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.
3
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.
4
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.
60
Swim Meet Results
Tips and Tricks
1
2
3
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.
1
Filters – Set your filters accordingly to retrieve the pertinent data. You will only see current athletes on
the team.
2
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.
3
Up/Down arrows – use the arrows on the column header to sort your data by that selection.
Frequently Asked Questions
Q
How can a parent view their child’s standards?
A
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.
Q
Why does the area below the filters tell me there are no times associated with that USA #?
A
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 profile.
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 [email protected] what the old USA # is and what the new # is and they
will merge. Why do I see other team’s results?
Q
Why do I see other team’s results?
A
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.
Swim Meet Results
61
Frequently Asked Questions
Q
If I delete a meet will it delete off all other TU team sites?
A
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.
Q
I uploaded a meet and it attached itself to another meet so all times are within the same meet. Why
did this happen?
A
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.
Q
I see the time, it’s my athlete, they are on my team but I can’t edit/add or delete. Why not?
A
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 [email protected] to change or you can contact your League/LSC if they are
on the TU platform.
Q
Why are some of my athletes missing? I know they swam.
A
Generally there is something wrong with the results file. Let [email protected] know what athletes are missing and attach the results file to the email.
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 Reimport - # 525
62
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 button 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 standing 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 latest 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
improve how you interact and report/review time while using
OnDeck Mobile Coach.
Swim Meet Results
63
Notes
64
Swim Meet Results
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 Processng
65
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 ac counting
• (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.
1
2
3
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 directory, it ensures they do not get
billed dues or other recurring
fees.
Creating Billing and Sub Billing Groups:
1
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.
2
Sub billing groups define how the frequency of a Member will be charged via the recurring dues
schedule.
66
Click “Add New”
3
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 roster
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 appropriate months you will bill in.
1
2
3
4
Tips and Tricks
Did you know that you can consolidate 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.
Creating your Dues Structure:
1
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)
2
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.
3
Notes On Invoices – Use this area to add notes to all accounts statements that are generated on the
billing cycle date.
4
CoA Setup – Add all of your CoA using the add new function. Please pay special attention to the information on adding QuickBooks CoA (also see corresponding Video Tutorials).
Billing & Electronic Payment Processng
67
1
2
3
4
5
6
Tips and Tricks
Use the tab key to quickly move
between cells in the same row.
Shift < Tab will move you backwards.
Membership Dues Schedule
1
Sandard 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.
2
Edit Standard Dues Schedule – Select this button to begin adding/editing your Dues Schedule.
3
Billing Group – This was setup in your steps above.
4
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.
5
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
6
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.
68
Billing & Electronic Payment Processng
Tips and Tricks
Use the per account charge to
charge your families for fees
such as additional pool fees
during the winter or a an admin
charge that applies to all accounts.
1
These charges can sometimes
sneak up on Admins and Nonadmins alike! Use the Billing
Simulation Report to correct
unintended charges before they
are generated. Run this report
shortly before each invoice generation.
Additional Per Account Charge
1
Additional Per Account Charges
will apply to all active accounts
with at lest 1 non-free member.
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.
1
Tips and Tricks
Did you know that you can
charge dues for a billing group
that does not apply to your multi
member discount. For instance,
if you have a masters team and
these swimmers also have children on the team but they should
not apply to the multi swimmer
discount, use the per member
charge for their dues.
Additional Per Member Charge
1
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 calculation.
Additional per Members Charge - This is used for a charge like the USA swimming registration fee. Select Add New to add a per member (per swimmer) charge.
Again please review the dues structure to make sure all the fees are assigned appropriately.
Billing & Electronic Payment Processng
69
7
1
Tips and Tricks
Multi select all of your active athletes that will be in the same billing/subbilling group and choose
multi-edit to apply your selection
in one action.
4
2
3
Use your roster group to denote
what level they will swim in and
use your location to denote what
pool they swim in.
5
6
Placing swimmers in the appropriate Billing and Sub Billing Groups
1
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.
2
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.
3
Check the box next to all the swimmers names that fall into that group
4
Select the “Multi‐Edit” button
5
Check the box next to Billing and Sub Billing Group
6
Choose the appropriate groups and click save changes
7
Repeat this until you have all your “Active” swimmers in the appropriate billing and sub billing groups.
8
To review search on each billing group to make 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 structure and that accounts/members are being billed correctly. This is only a simulation of what will occur
on your next recurring billing date.
70
Billing & Electronic Payment Processng
Tips and Tricks
1
1
2
4
8
3
5
9
6
10
11
12
7
13
Use the viewed column to ensure your accounts are looking
at their invoices/payments. If
not, email 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 email the auto pay intro
again.
Additional Per Account Charge
1
Expiring Credit Cards – If you have CC functionality please use this selection to view upcoming expired
CC.
2
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).
3
Search – After you choose your filters use the search button to apply them.
4
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.
5
Aging Report (Un-invoiced included) – This Excel report will show you accounts that are 30/60/90+ days
overdue.
6
Billing Simulation Report – This report is critical and will show you a ‘Snapshot’ of all recurring (membership dues/per account charges/per member charges) and non recurring invoices that will be applied
when the billing runs.
7
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 scholarship discounts, Coaches’ discounts etc.
8
New Inv Item – Place a check mark next to one or many accounts and select this button to create an
individual invoice or credit. 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).
Billing & Electronic Payment Processng
71
9
Email Inv - Place a check mark next to one or many accounts and select this button to email an invoice.
The email 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.
10
Print Invs - Place a check mark next to one or many accounts and select this button to create a PDF
invoice for printing.
11
Excel – Generate this Excel spreadsheet to see a snapshot of the account and what they owe.
12
Email 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 email information on how to sign up for auto pay
(credit card and/or ACH).
13
Email - Place a check mark next to one or many accounts and select this button to email a free form
email.
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 possible, the fee associated will range between $100 ‐ $500 depending on the situation.
Once 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 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 Email Invoice button (TeamUnify Does Not email your invoice notification for you)
6. Send the “Email Inv” notification to yourself to see what data is contained in the email.
72
Billing & Electronic Payment Processng
Frequently Asked Questions
Q
How do I create an Invoice Item
A
lick on invoices and payments. Select the Account or Accounts you would like to create the invoice
C
items for.
Click on the “New Invoice Item” button. Fill in the appropriate fields and click “save changes”
Q
A
How do I create a credit
Click on invoices and payments. Select the account you want to create a credit for. Fill in the appropriate
fields but when you put in the dollar amount place a “‐“ symbol prior to the dollar amount.
Q
How do I post a payment
A
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
Q
How do I email an invoices
A
o to Invoices and Payments and search “All” “w/a balance”, select the upper most check box to select
G
all the accounts.
lick the “Email Invoices” button. All the invoices will be emailed, the physical invoices is not emailed it
C
is a notification of the accounts balance and a code secured link to click on to log back into their account
and they will be brought directly back to their invoice.
Q
How do I print an invoices
A
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.
Billing & Electronic Payment Processng
73
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 suggests 8-10% discount.
Compress dues payment frequencies to get more up-front and still call it monthly.
-F
or example if your team currently has a “true” monthly billing program. Compress 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:
-R
aise the current fees by an amount that will cover the processing fees and offer
this as “Pay Electronically Rate”
-C
reate 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 Simulation Report.
74
Billing & Electronic Payment Processng
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 your viewing the report and you can bill them, if
it’s grey, they have not been in the water and perhaps forgot to mention that 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.
Billing & Electronic Payment Processng
75
Notes
76
Billing & Electronic Payment Processng
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
77
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
Tips and Tricks
1
Did you know TeamUnify has
a powerful records reporting
feature? Ensure your tab type
TAB_Records_Swim is open for
viewing and you have created 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 standards to create inspiration. Use
team awards for standards met
by your swimmers.
1
78
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.
Time Reports
1
Tips and Tricks
If you set your unattached code
under TeamProfile, you will be
able to bring these results into
your reports.
2
3
Top Times by Events
1
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.
2
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.
3
Select your Standard Drop down if needed and the matches or exceeds. Select Report Now to generate
your report.
Time Reports
79
Tips and Tricks
4
5
6
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.
4
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.
5
Snapshot & Overwrite a [User_Defined] Tab – Use the drop down to select a Tab that was created in
website design. For instance ‘Top Current Times’. Once you select your Tab, Select the button to push
the information into that tab.
6
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.
1
Tips and Tricks
2
3
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.
Top Times by Athletes
1
Meet Name – This dropdown is used to show best time at this meet and is generally set to –all-.
2
Filters – use the rest of the filters to report the necessary information by athlete.
3
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.
80
Time Reports
Tips and Tricks
4
5
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.
Top Times by Events
4
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.
5
Snapshot & Overwrite a [User_Defined] 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.
1
Tips and Tricks
2
3
Use your top points report to
continually show your swimmers 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.
1
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).
2
Display Options Filter – This is the option that tells the system how many places to show points for.
3
Select Report now – The report will be a PDF: 3x10 report for label generation.
Time Reports
81
1
2
3
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.
4
5
Improvement Report
1
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).
2
Since Date: This date is when you want the system to begin it’s improvement comparison and is required.
3
Until Date: This date is when you want the comparison to stop and is not required.
4
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 improvements.
5
Output Format – Use the dropdown to create the needed output. Use the PDF 3x10 output for labels. of
these instructions. For instance: SCY. Select the button and the records will update.
82
Time Reports
Frequently Asked Questions
Q
I generated my top times records report and I did not see all of our athletes that historically hold
records. Why is that?
A
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 admin
< 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.
Q
How can I generate my improvement labels to place on ribbons?
A
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.
Time Reports
83
Notes
84
Time Reports
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 announcement 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 communication lines for results 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.

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