Before closing the past season, backup your team data (TSTM Emergency zip file). To do so, go to the Season Setup page and click on the red cross icon (upper right corner) and wait for the green download icon to appear. Click on the download icon to save the zip file on your local computer.
On the same page, now you can close the season by setting the Status to Close and click the Submit button. This will clear and archive all past season data. Then change the Status to Open and click the Submit button.
Go to Team Setup and Season Setup pages to review all settings. Make necessary changes for the new season. You can lock the team site from non super admin users to access on the Team Setup page while you are preparing for the new season.
Go to the Other->Manage roles page and update roles for the new season.
Let me know of your admin changes (if any) so I can update the mailing list.
After all swimmers are registered:
If any families in the View families page is grayed out, please resolve them. This means that these families never verified their registration by clicking on the link sent to them in the registration email. Admins can help them to verify their accounts on this page by selecting the checkbox of the corresponding families and scroll to the bottom of the page, selection action "Lock / unlock (verify)" and then submit.
Generate the TSA required swimmer roster file. Go to Swimmers->View by criteria. Then click on Export "Roster" (upper right corner) and then download the file: TSA Swimmer Roster CSV File.
Download the TSTM Emergency file for the current season (Season Setup page). It can be very useful should the web site become temporarily unavailable.
For teams using Hy-Tek, it is very important to synchronize the swimmer roster between TSTM and Hy-Tek. Please use directions here:
http://tsaswimteam.blogspot.com/2012/09/synchronizing-swimmer-roster-in-tstm.html
Freeze volunteer assignment/selection:
Two weeks before the first dual meet, you may want to freeze up the volunteer assignment/selection. Go to the Season Setup page and change the Status to Freeze to prevent members from deselecting their assignment or selections. They can request switching jobs afterwards.
For teams using volunteer preference selection method (instead of first come first serve), there is an automatic volunteer assignment feature. Please take a look here. You need to freeze the season for families to see their assignment.
http://tsaswimteam.blogspot.com/2012/02/automatic-volunteer-assignment-based-on.html
Before each dual meet:
Majority teams used TSTM's automatic lineup. If your team has new coaches or admins using the auto lineup and needing help, please use these instructions. They can email me directly if they have questions.
http://tsaswimteam.blogspot.com/2013/04/automatic-line-up-seeding-function.html
http://tsaswimteam.blogspot.com/2012/02/new-feature-to-allow-manual-tweak-auto.html
Print heat sheets and personal best time labels:
http://tsaswimteam.blogspot.com/2012/02/printing-features-for-tsa-swim-team.html
Invoice date:
6/20 is the invoice date and your team due will be finalized at 3AM. Please make sure you don't have duplicated swimmer registration before that time. Invoice can be viewed in the Team Setup page (upper right corner). You can send in payment by check or Paypal (non-credit card payment). Payment is expected to be received on or before 7/20.
Late fees: Due to a growing number of teams paying late in recent years, we reluctantly introduced late fees to encourage teams paying on time. Your payment check will not be cashed before 7/20 no matter when it is received. If a payment is not received by 7/20, there will be a 5% late fee. Each additional month past due will have an increment of 1% late fees.
Admin guide:
http://tsaswimteam.blogspot.com/2013/05/tsa-swim-team-manager-user-guide.html
