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HOW-TO’S - TIPS - TRICKS
BEST PRACTICES
and
guide
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© 2011 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 infor-
mation in this manual is accurate. TeamUnify is not 
responsible for printing errors.
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III
Table of Content
10 
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50
60
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Account / Member Admin
Website Design & Editing
Event Creation
Job & Volunteer Sign-up Management
Team Profile
Online Registration
Swim Meet Entries
Swim Meet Results
Billing and Electronic Payment Processing
Time Reports
5
7
7
8
8
9
Managing the Business of Swimming
Selling Your Swim Team Program Benefits  
Team Administrator Performance
Administrator Responsibilities & Succession Planning
Going Social
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IV
Table of Contents
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107
115
121
131
135
139
144
149
156
Set-up and Basics
Accounts and Members
Swim Meet Management
Time Standards
E-mail & SMS Communication
News Management
Volunteer Job Sign-up
Attendance Tracking
More Cool Stuff
!
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6
Best Practices
Managing the Business of Swimming
Your Swim Team is Big Business.  The coaching and services you provide to the swimmers on your team 
are important. The costs for these services rate high on any family’s budget. Two key areas that will greatly 
enhance your member retention and satisfaction levels are communications and expectation setting. By set-
ting clear and documented guidelines and goals and then consistently communicating this information, your 
team members will see how efficient a business you truly are. 
Communication
Steady and relevant e-mail communication is critical to getting the attention and involvement of your 
membership. Long gaps between communicating to your team should be avoided at all costs.
Expectation Setting
Create and communicate your team’s expectations often and don’t be afraid to repeat them. Create 
your team’s “guidelines and goals” and publish them privately to the teams website. Parents and swim-
mers will appreciate knowing what is expected of them and what can be accomplished when they 
meet these expectations. 
Program Value & Benefits
You’re selling a service. Sell, resell and promote the benefits of swimming on your team to your fam-
ily’s and most importantly to your incoming swimmers. Make your program an exciting and important 
program.
Critical. The moment that your team begins or improves its business thinking, your family’s will immediately 
feel the positive changes. 
Don’t forget you’re selling a service and you should be promoting the benefits and rewards of swimming to 
your existing families and to potential new swimmers. Just a little selling will go a long way to making your 
program the exciting and interesting service it truly is. Swimming has  many sell-able positive qualities which 
we describe below:
•  Creates and develops life skills
•  A fun and safe environment for all ages
•  Learn to swim and develop confidence in and out of the pool
•  Breeds healthy, individual competitiveness and encourages teamwork
•  Gets you in shape and keeps you fit
•  Establishes better eating habits
•  Teaches the fine art of how hard work and dedication can deliver results
•  Teaches positive goal setting skills 
•  It’s a great way to make new friends and lasting friendships.
Remember you will not make everyone happy. Don’t let the less than 1% of your membership dictate 
how you run your team. Remove families/kids from the team that break the established and published rules. 
You’ll be far happier and more importantly so will your families. Set your own “No Shirt, No Shoes, No Ser-
vice Rule”.
$
Selling Your Swim Team’s Program Benefits
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7
Best Practice
?
Team Administrator Performance
Administrator Responsibilities & Succession Planning
Administrator Performance
Your available time as a team administrator is a precious commodity. As most team administrators are vol-
unteers, time constraints are always tight. Run board meetings or similar with a strict agenda. Focus on the 
critical items that need resolving. 
Live  by  the 80/20 rule. Focus on the 20% that represent your core team needs and you’ll deliver 80% of what 
your family’s requires. Here are some of the 20% items to put near the top of your priority list:
•  Right pricing your dues 
•  Budgeting and cash-flow management
•  Coaching expectations, responsibilities and improving productivity 
•  Make sure all administrators have job descriptions
•  Family expectations and communicate the plan to the families
•  Parents should not be allowed to be delinquent unless there is an exception. 
The two most over-looked responsibilities of team administrators is the failure of creating accurate job de-
scriptions [with objectives and expectations] for each administrator position. Second is succession planning 
for when an administrator leaves their respective post. Put in place an action plan for new administrator 
training.
Administrator Responsibilities
Think of the administrator job description as no different than how a company would define each po-
sition within the company. Specifically, defining roles and responsibilities for each administrator. The 
requirement to apply this level of detail is critical to establishing administrator deliverables and what 
the team expects. 
Most families avoid being part of team administration. Primary reason is that it’s a volunteer position 
and is not a compensated position. Subsequently, a team gets a couple choices and in the end the 
team takes what they get. Ultimately the need to create more demand for each position is by creating 
the positions as offering “compensation”. Compensate a limited number of Administrators based on 
each position and contribution. The great news is the team can write the loss of revenue as a cost of 
doing business. The following is an example of how compensation could be structured.
Core Roles:
•  President = No dues
•  Billing, Treasurer, Vice President = 75% off of all dues
•  Job Sign-up, Fundraising, Vice President = 50% off of all dues
•  Support Roles: 25% off Dues [limited actual tasks]
Succession Planning
Your administrators will leave your team. It’s either mandated with-in bylaws established by your team 
at predicated time-frames or an administrator deciding to leave for any number of personal reasons. 
Failing to establish a new-administrator training plan for each role would be like a company hiring a 
new employee and not training them, yet expecting productivity out of them. It’s simply impossible. 
Create a new administrator training plan! Here are some key points to think about:
•  Plan/schedule far enough in advance for administrator turn-over
•  Develop an education plan with TeamUnify
•  Require new administrators to participate in TU trainings
8
Best Practices
f
Going social is not just a fad. It’s become a powerful communication and connectivity tool for businesses. 
There are many choices in the world in going social. Facebook, Twitter, Digg, Buzz to name a few. However, 
the only one that really matters is Facebook. 500 million people cannot be wrong. There are 165M active 
people and business registered with Facebook in the United States. Not only is the number staggering and 
growing, it’s the usage statistics of these accounts. Suffice it to say, it is a very active and vibrant community.
Be social - don’t be afraid.   Find a parent or an athlete on your team to get you going. It’s not difficult and 
it’s a powerful communication tool. 
•    To keep your life simple, focus on Facebook. It’s hard to argue with 500 million users. They ARE the cur-
rent standard and the vast majority of your families and swimmers are connected to Facebook. If they are not, 
then you’ll help them to get connected.
•  You should be aware of privacy. However, don’t let it get in the way of using what Facebook can bring to   
your team.
NEW!: Facebook Groups: [http://www.facebook.com/groups]
+ With Facebook you can now create an invite only group
+ You can have private discussions
+ Post & Share photos, documents and videos
o Facebook [help: http://www.facebook.com/help/?ref=drop]
o http://www.facebook.com/groups/
o http://www.facebook.com/help/?page=1193
o http://www.facebook.com/help/?page=414
Going Social
9
10
SwimOffice
Account Member Admin
Account 
Member 
Admin
What you’ll learn in this Section:
How to add an account and member.
How to manually reset an account password.
How do you multi select accounts and change 
their account status and access rights.
How to see which accounts are staying in touch 
with the team.
How to view an accounts payment method and 
membership dues schedule.
How to filter the members by a billing group 
and multi edit them into another billing group.
How to generate a USA reg package for your 
current/active swimmers.
Account Member Admin Overview
Communications Editor
How to view accounts and members with On-
Deck Mobile Coach
Documents you may be interested
Documents you may be interested