Coaches & Team Leaders

Resources dedicated to helping Coaches and Team Leaders navigate the new SWIMS application and guide their members through Online Member Registration.

CHOOSING A REGISTRATION METHOD

ATHLETE SELF RENEW GUIDE

NON-ATHLETE SELF RENEW GUIDE

BULK RENEW GUIDE

Member Registration FAQs

What are the registration options for clubs to get their members registered?

Clubs have the option to control membership renewals using the bulk renewal

feature. Clubs using this option will pay USAS directly for membership fees and will then collect USAS membership and club fees from their members. Clubs not using this option will send out their registration links to all new and renewing members who will pay for themselves using their own logins. Regardless of which option a club chooses for renewals, all new members will always register using the club’s Online Member Registration link.

Our club historically paid USA Swimming membership fees for non-athlete members (Coach, Official, Other, Administrator). Can we do this in the current registration system?

Yes, clubs have the option to use bulk renewal for renewals and pay the non-athlete membership fees. New members are required to use an Online Membership Registration (OMR) link to register.

How do parents/others know which membership type to select during checkout?

Clubs can restrict the membership types that are available to their members. The membership selection page will include extensive information about each membership type. It will be the responsibility of each club to educate members on the available membership options when questions arise.

Our club would like to renew all previous members and pay the USAS membership fees. Is this possible?

Yes, clubs can do a bulk renewal for all renewing members and submit one payment.

How does a member know that they have already been renewed if they are renewed by the club through bulk renewal?

When the member goes in their account, they won't see the option to renew themselves and their registration status will show current for the new membership year.

How will outreach members register?

Clubs can renew their Outreach members through the bulk renewal process. For clubs not using bulk renewal, the club will provide a separate registration link for Outreach members. Clubs will be responsible for determining Outreach eligibility and distributing the Outreach link. The online registration form will be identical to the other registration forms with the only difference being a discounted price at checkout.

How will unattached members register with the LSC?

LSCs will have a link for unattached members. The LSC will be responsible for sharing this link with members who need to register as unattached. After a member receives the link from the LSC, the registration process will mimic the process of an member registering for a specific team.

Can clubs customize the memberships offered to their members?

Yes. Before the registration year opens, club admins will be able to limit certain memberships from appearing in the registration flow for their members.

What happens if a parent or someone else forwards my clubs registration link to someone that shouldn’t be registering for my club?

Club admins can request a new registration link at any point in SWIMS. Requesting a new link will render the previous link useless. If an unwanted member completes the registration process for your team, they will need to contact USA Swimming to cancel their membership.

When are clubs able to access their registration links?

Clubs can retrieve their individualized registration links in mid-August, and the links go live on September 1st. Clubs may start the process of renewing members prior to mid-August using the bulk renewal process, which can be submitted on or after September 1st for the new membership year. For new members (athletes / non-athletes), the club will send out their registration link on or after September 1st to parents/others to get new members registered.

How do clubs verify that their members are registered with USA Swimming and are able to compete?

There will be two separate methods to verify USA Swimming registrations:

First, a Club Administrator will be able to login to the new Club Portal and verify Roster registrations. This is a new tool included as part of the improved Club Portal.

Second, if your club uses team management software, all USA Swimming registration information is shared real-time with the software provider via a data transfer. When a family registers with USA Swimming, the team management software will automatically update your club’s roster with the USA Swimming registration information. This process will ensure USA Swimming registrations and current rosters on team management software are always in sync.

Club Registration FAQs

Will historical club registration data be available in SWIMS 3.0?

Yes. Thanks to a data migration, most historical club registration data should already be populated and available for use in SWIMS 3.0.

How do I renew my club's registration?

Existing clubs: The club renewal link is available to the assigned Club Administrator, Head Coach, or Club Registrar, via their USA Swimming Account. This link can be found by clicking on the 'Club' tab.

How do I register my team as a new club member?

New Clubs: The New Club Application link will be requested by the person applying to create a new club. To request a link, please email membership@usaswimming.org.

My club is a current member. How do I access the club record?

Access to the club record is limited to club staff and leaders, designated by the Head Coach or Club Administrator. Reach out to your team's Head Coach or Club Administrator, if you are in need of access. Head Coach's and Club Administrator's who do not have access to the club record should reach out to their LSC Registration to be assigned a staff permission role.

How do I assign staff permission roles as the Head Coach or Club Administrator?

To assign permission roles to your staff, please refer to the "How Do I add Head Coach and other staff positions?" user manual. For a list of permission roles, and other useful resources, please visit our User Manuals.

Why isn’t the LSC Club fee included as part of the club registration process?

Many LSCs have a complicated pricing structure for club fees (E.g. discounts based on club recognition level). Without a standardized process across LSCs, USA Swimming is unable to create a payment system for LSC club fees.