Swim Central weekly tips and updates

04 September 2020
Swim Central welcome page
Written by: Swimming NSW

Swim Central is our new whole of sport administration system which has now completely replaced ClubLANE and MyLANE for all clubs and members in NSW. 

Swimming NSW will continue to run training sessions at key club and area events in the coming months. Keep an eye on our social media accounts and Hot off the Blocks club newsletter for Swim Central tips and training session dates.


Contact Us

For more information contact admin@nsw.swimming.org.au

Follow us on Facebook (@SwimmingNSW)

Subscribe to our Hot off the Blocks club newsletter (sent to Swimming NSW clubs and areas every Friday).

Weekly tips and functionality updates

  • 25 September 2020
  • Membership

    • We regret to advise that Purchase Orders (PO) cannot be done for anyone wishing to use an AK voucher number, OR when the club applies Volume Discounts
      • If a PO has been made for a member, please ask them to remove it from their cart and then follow the standard purchasing a product process
    • SNSW has noticed there have been members who have purchased Life Member memberships because they are available in the catalogue. We request that all clubs:
      • Immediately switch OFF the product’s availability. Here is how to do this.
      • Check your ‘Purchases’ tile and download the report (filter to the day you began taking memberships) and check for anyone that has registered as a Life Member incorrectly. Ask them to purchase the correct memberships or else these swimmers will not be able to enter meets moving forward. For further assistance please contact admin@nsw.swimming.org.au.
      • For clubs who have recently elected new Life Members, please email admin@nsw.swimming.org.au.

    Events

    • Last week we advised that our help guide to add membership requirements to your meets. Here is this specific guide. Please note that it also contains instructions on how to add Relationship requirements too.

     

    Admin

    • Entity ‘Positions’ – please make sure your Committee list is updated in Swim Central, so we know who to contact at any required time. A couple of points to note:
      • Anyone successfully listed in your Positions tile has access to your club’s documents and member information, so consider whether it is actually vital that you add those who help with club night across functions such as BBQ etc, but hold no official committee position
      • Once a part of the committee, the member must become a financial member of the club (if not already).
      • Club Registrars have the opportunity to book a 30-minute time slot to speak with a Swimming NSW staff member via Zoom or regular phone call, regarding registration season. This session should explain everything regarding setting up your membership products for the upcoming season, as well the simplified Active Kids process for this season and beyond. Note: You will not be able to book more than one appointment and a Zoom link will be sent to you prior to your meeting. If you have any further queries, please get in touch with us.
  • 18 September 2020
  • Active Kids Voucher reminders

    • From a member’s perspective, their membership is active and approved as soon as the purchased has been completed.
      • Clubs still need to verify this purchase, though (via the Vouchers tile) at least 3 business days after the purchase is made.
    • Please inform your club members if the following applies to your club: If using Active Kids voucher(s) and the transaction totals to $0, Credit Card details must still be added and transaction ‘paid’, in order to successfully process (users always have the option to not save CC details).

    Other membership

    • Volume Discounts cannot be applied when Purchase Orders are also used by the club.
    • Bug: We identified this week that membership products that are created and ‘published’, immediately publish into the Swim Central catalogue; i.e. it does not take into account any ‘Availability Start’ date that you may have set.
      Swimming Australia are looking to fix this bug soon, but in the meantime if you wish to create your products early and then release them to members for purchase down the track, just ‘Save Draft’ instead of Publish, and then head back into the products’ ‘Availability’ space to publish it, at the time you wish for it to be published for members to see/purchase.

    Events

    • Is your club running a meet soon and already taking nominations? Remember, all renewed members who nominate from October 1 will be nominating with their new season membership. Meet hosts will need to add membership requirements for the 2020/21 season as well as the 2019/20 season which is about to end. An updated help guide to reflect the SC user and interface changes will be available on this page in the coming days.
    • As an entity, you may wish to ensure an external club's meet is showing on your members' calendar, so that they can register for this meet. Click here to learn how to do this.
  • 11 September 2020
    • By now, your club Registrar and Secretary should have received an official 2020-21 Registrations email, with ALL that is needed to set up your products and showing members how to register, for the upcoming season. If they did not receive this, please email admin@nsw.swimming.org.au as soon as possible.
    • Life Members are members who have been nominated by their club committee to receive lifetime membership at no cost. The predetermined nominations for Life Members are generally voted on according to the Club’s constitution, normally at an Annual General Meeting or Special General Meeting with majority vote. The Life Membership is transferrable to any club, however if a Life Member becomes a member of a different club where they have not received Life Membership, they incur the club portion of the Swimmer or Non-Swimmer membership cost.
    • If you notice that some of your existing Life Members have not yet been added to your membership list, this is likely because they have not had an email address associated with their account, so their membership could not be added as they don’t have an account in Swim Central that exists. If your club has recently awarded a member with Life Membership, inform Swimming NSW at admin@nsw.swimming.org.au and we will help you move them into the Life Member membership category.
    • A reminder of the Google Sheets booking facility for 30-minute Zoom sessions.
  • 4 September 2020
    • Currently there is a minor bug that is automatically setting a meet to finish at 11:59pm on the day it is held (unless you change this manually when you set up the meet). This therefore means the results can’t be uploaded until the next day, because the Results button is greyed out until such time that the meet is finished. Swimming Australia are working on a long-term fix.
       

    Upcoming season tips

    • Legal Terms – remember to update your T&Cs in the ‘Legal Terms’ tile on your entity home page. This could be anything from the club code of conduct, photography permission, to important meet dates, etc. Updating this will mean these terms will appear as T&Cs to accept, for any club-related purchase such as memberships and events

     

    • Affiliation with SNSW is now overdue and can be paid following these steps. Clubs will no be able to set up their membership products until affiliation is paid.
  • 28 August 2020
    • Active Kids Vouchers are now easier than ever! Keep your eyes peeled here and here for help guides in the coming days regarding
      • Clubs setting up Active Kids vouchers – simply link the AK program to your relevant membership products, and approve them as they come in!
      • Members purchasing active kids vouchers - now integrated with the standard product purchase workflow.
    • Friendly reminder for registration: ‘Swimmer’ memberships will be broken into 8&Under and 9&Over membership packages. The age of the swimmer as at October 1, is what determines which membership package the swimmer will register into.
  • 21 August 2020
    • Stripe requirements
      • Debit Negative Balances

    It is important for all clubs, especially those who are registered with Service NSW/Active Kids Program, that the ‘Debit Negative Balances’ toggle is switched ON in your club’s Swim Central account. This allows Stripe to debit the account when necessary (i.e. when you receive $100 from Service NSW and then a portion of that money will need to be debited from your account to flow on to other entities such as Swimming Australia. If you need help on where to find this, please contact us here.

     

      • Identification

    There are still dozens of clubs who need to ensure their Identification documents are up to date. Click Here for detailed information on how to ensure you will receive your club’s registration money from day one of your season.

    • Relays

    Relay Team Entries through swim Central are now available! A help guide will be provided in the coming weeks, and clubs are encouraged to wait for this guide before using this feature.

  • 14 August 2020
    • Product Creation Workflow is complete! Club Registrars can now create membership and other products using a simple and intuitive interface. Help Guide will be provided at the beginning of registration season (Monday September 14th).

     

    • Club Race Secretaries can now enter and pay for club relay teams through Swim Central – no more manual payments! Help guide to be available soon.

     

    • Friendly reminder for upcoming season – for Swimmers this will be broken into 8&Under and 9&Over membership packages. The age of the swimmer as at October 1, is what determines which membership package the swimmer will register into.

     

    • The next two weeks of development for Swimming Australia is a focus on work to enable parents and swimmers to have a simpler and less error-prone profile and family administration experience, by reducing the number of navigation items/steps on offer to them.
  • 7 August 2020
    • Registration

    Registration for the 2020-2021 season will begin from Monday September 14.

    On this date, clubs will be able to set up their membership products for purchase. Once these have been created and published, your members will be able to join and renew! A fancy new feature we hope to have included by September 14 includes automatically generated discounts when Active Kids Voucher number is entered - creating much less work for club administrators (simply club pre-setup required). NSW is the only state to have this discounted automatically!

    Swimming NSW along with Swimming Australia are working super hard to ensure this is brought to clubs in time for September 14 – we will keep you updated on the progress of this project.
     

    • Affiliation – please remember to affiliate now for period May 2020-April 2021! Implications of not affiliation include, but are not limited to:
      • Membership products cannot be set up or published until affiliation is paid
      • Events can’t be set up or published until affiliation is paid
      • Members from your club will not be able to see other published events in their calendar until affiliation is paid.
         
    • Relay testing continues
      • Projected to be released later this year
  • 31 July 2020
  • Rego season fast approaching

    This week, there has been more developments and testing for Active Kids (please note the second voucher is now available for parents to redeem).

     

    With the 20/21 season approaching, Swimming New South Wales are in the process of finalising support documents to assist members and Club administrators.

     

    Please keep an eye out on your emails for these documents.

  • 24 July 2020
    • Exciting updates to NSW Active Kids Voucher integration: Swimming NSW began testing the voucher functionality with Swimming Australia this week. We have been sure that whilst testing we are put ourselves in committee & members shoes, to ensure the most user friendly experience is created.

    • Swim Central Support Guides: you may have notice that the interface of Swim Central has changed, however the same functionality still exists. To help guide you through the changed interface, we are in the process of finalising some updated support guides that should help answer any questions you may have.

  • 17 July 2020
  • Getting ready for Registration Season!

     

    • Swimming Australia is close to finalizing the API which integrates the Active Kids Voucher with Swim Central. What this means  is a quick, seamless process to register for Swimming using the NSW government’s voucher.
    • At this stage, NSW is the only state able to implement an API, which is a huge benefit to our members!

     

    Swimming NSW will be in touch with clubs in the coming weeks with more information and what clubs will need to do get ready.

  • 10 July 2020
    • Users now have the option of securely saving their bank card information when making a purchase, rather than entering the same details every time they wish to pay for something.
       
    • What’s Next?
      In a few weeks’ time NSW users will be able to easily purchase their membership with an Active Kids Voucher! This process has been simplified and the API has been integrated, so it is a quick and easy process to follow. Stay tuned for more information on this.
  • 3 July 2020
    • Phase two of making a purchase workflow is complete! Here is the full help guide. This applies to all purchases in Swim Central – e.g. Memberships, events, event tickets, and more.

     

    • Is your club’s account UP TO DATE?

    In order for clubs to receive payments, and for their members to receive refunds where relevant, every club need to ensure the following is complete:

      • The club acquires an ABN number (easy steps to do so are found here).
      • The club lists the ABN within the Entity contact information in Swim Central.
      • The club chooses a Club Contact. This contact can be anybody on the committee (i.e. with access to the Entity on Swim Central).
      • Their first name, last name and DOB must match exactly with the Identity documents uploaded (here is how to upload the ID and correctly match everything). It is super important for clubs to read through this, because you may have attempted ID upload in the past, however it may not have been uploaded correctly.

    NOW is the best time to ensure all of these details are up to date, to ensure no problems when Swimming starts up again!

     

    • Renewing becomes easier!

    This will be shown in further detail in the weeks to come, but the renew link on a user’s home page/dashboard will take users to the full list of memberships where user can select the expiring membership then click on the Browse Membership Catalogue button that will then direct them to shopping. How easy!

     

     

     

    This will take them to Shopping in the membership catalogue for club/organisation of the expiring/expired membership for that member tab.

  • 26 June 2020
    • Affiliation reminder – Clubs are reminded to purchase their affiliation with Swimming NSW through Swim Central. Here is how to do this, and here are the quick and easy Terms & Conditions that are to be adhered to. Being unaffiliated means that participants - whether swimmers, non-swimmers, coaches or other - will be unable to purchase memberships at the back end of this season, and moving forward into next season, until such time that the club has become affiliated.
    • Last week we introduced Phase One of Two of the new and improved ‘making a purchase’ process in Swim Central. Phase two, to be released by this time next week will be the new look of the pages, and the actual purchase process at the end of the workflow – then all will be complete. Check it out now if you get a chance!
  • 19 June 2020
  • Making a purchase in Swim Central is easier than ever!

    • Phase One of the new Making a Purchase workflow has been implemented

    Check out this guide showing you how to purchase a membership in this quick and easy process. It also allows you to do everything for your family in one screen, instead of ‘impersonating’ each of them.

    • Part Two will be some refinements and will be available in two weeks’ time, possibly for event-related purchases too.
  • 12 June 2020
    • Consolidation

    Over the past two weeks, Swimming Australia has consolidated and prioritized all requests and functionality improvements, for release into the system over the remainder of 2020.

    If you are someone who has placed a request with Swimming NSW in the past for inclusion into Swim Central and would like an update on this, please email admin@nsw.swimming.org.au.

    It should be noted that some items are seen as out of scope / not a vital addition to the structure of Swim Central and the purpose Swim Central is to serve, so it may be that the feature will not be on the list at this time.

     

    • Is your club’s account UP TO DATE?

    In order for clubs to receive payments, and for their members to receive refunds where relevant, every club need to ensure the following is complete:

      • The club acquires an ABN number (easy steps to do so are found here).
      • The club lists the ABN within the Entity contact information in Swim Central.
      • The club chooses a Club Contact. This contact can be anybody on the committee (i.e. with access to the Entity on Swim Central).
      • Their first name, last name and DOB must match exactly with the Identity documents uploaded (here is how to upload the ID and correctly match everything). It is super important for clubs to read through this, because you may have attempted ID upload in the past, however it may not have been uploaded correctly.

    NOW is the best time to ensure all of these details are up to date, to ensure no problems when Swimming starts up again!

  • SPECIAL edition
  • Click Here to check out a summary and guide of the new look Swim Central and refresh your memory on some terms and handy uses within the bespoke system for Swimming!

  • 5 June 2020
    1. Outstanding payments on your personal dashboard/login page
      • Any Pending/Outstanding payments from the past will now be listed on your dashboard page as you log in. Don’t be alarmed, they may have been pending payments from months ago that you have subsequently purchased in a different transaction – so just click into each of them and click ‘Cancel Order’ in yellow - if you’re sure that the product has previously been purchased correctly (you can just check this in your ‘My Purchases’ section if need be). Log in to check it out now!

     

    1. Using Swim Central to ensure club and committee accountability during COVID-19 and return to sport
      Swim Central now has a category for COVID-19 training. If clubs and areas wish, they can use this feature to check that their members and/or committee have uploaded proof of completion of a course, or proof of having read through these guidelines, as an example, or a legal document you may ask them to sign upon their return to the pool. Members would upload documents to the following Category/Type in Swim Central:
    • Document Category: Certificate
    • Document Type: COVID-19 Training

     

    There is also an existing category for Health Questionnaire / Medical Plan – potentially useful for any waivers clubs might be collecting.

    • Document Category: Medical
    • Document Type: Health Questionnaire / Medical Plan

     

    Lastly there is an option for clubs to upload their return to sport plans and share with their members:

    • Document Category: Governance
    • Document Type: Procedure
    • Visible to members: Toggle On

     

     

    1. Expired member visibility reporting – existing expiry view extended to include expired members, new filters and exportable.

    Registration season isn’t that far off and we are happy to introduce a feature available to Registrars ONLY. For our help guide on how you can access these members, to encourage them to renew their membership, and for another handy feature within, CLICK HERE.

  • 29 May 2020
    • Ensure all of your SC account details are up to date and you have registered for an ABN

    In order for clubs to receive payments, and for their members to receive refunds where relevant, every club need to ensure the following is complete:

      • The club acquires an ABN number (easy steps to do so are found here).
      • The club lists the ABN within the Entity contact information in Swim Central.
      • The club chooses a Club Contact. This contact can be anybody on the committee (i.e. with access to the Entity on Swim Central).
      • Their first name, last name and DOB must match exactly with the Identity documents uploaded (here is how to upload the ID and correctly match everything). It is super important for clubs to read through this, because you may have attempted ID upload in the past, however it may not have been uploaded correctly.

    NOW is the best time to ensure all of these details are up to date, to ensure no problems when Swimming starts up again!

     

    • Updates to Swim Central’s look!

    Have you checked out your new Swim Central Dashboard page yet? There are still more developments yet to come to ensure an intuitive and quicker user experience, but we recommend you check it out now ahead of the long-awaited return to swimming action. Click Here for further detail.

     

    • REMINDER

    Affiliation payment is due and is to be paid through Swim Central. To complete this process, yourself or others within the committee will have received an email with instructions on how to complete this. Coupled with the help guide, this payment process is very simple.

  • 22 May 2020
    • Swim Central is getting a makeover! There is now a new dashboard/initial login page for all users – log on to check it out!
      Don’t let this cause panic. All options are still there as they were, just in a different position with a different colour scheme. This will allow us to continue making changes to the dashboard, which simplifies and improves YOUR usability of Swim Central. There are more changes to come, so watch this space! Click Here for more details!

     

    New SC landing page

     

    • Committee positions: adding somebody to your ‘Positions’ list in Swim Central gives them immediate access to the Entity Management tile. Keep this in mind if you were to add committee members but only want a certain few to have this access. 
      Alternative solution for Coaches: If you create a new position under the type ‘Coach’, members you add to this list will only receive access to the ‘Coaching’ tile in Swim Central (check it out), unless of course they are also listed under a different position, which would give them access to the full entity in Swim Central.
  • 15 May 2020
    • In order for clubs to receive payments, and for their members to receive refunds where relevant, every club need to ensure the following is complete:
      • The club acquires an ABN number (easy steps to do so are found here).
      • The club lists the ABN within the Entity contact information in Swim Central.
      • The club chooses a Club Contact. This contact can be anybody on the committee (i.e. with access to the Entity on Swim Central).

    Their first name, last name and DOB must match exactly with the Identity documents uploaded (here is how to upload the ID and correctly match everything). It is super important for clubs to read through this, because you may have attempted ID upload in the past, however it may not have been uploaded correctly.


    Now is the BEST time to ensure all of these details are up to date, to ensure no problems when Swimming starts up again!

     

    • COMING SOON – Online Relay Entry updates in Swim Central (we’re in testing phase with Swimming Australia now!)
  • 8 May 2020
  • Released

    • Affiliation NOW DUE via Swim Central - Help Guide
    • Very brief Affiliation Terms and Conditions to be adhered to – SEE HERE

     

    Pending your club’s action

    • There are still 50% of clubs within NSW whose payment details have not been verified by Stripe. This means that you will not receive any further funds into your club’s nominated account until the matters are dealt with. It may also mean that there are pending funds from this season that have not yet made it into your account.

    Please login to Swim Central and go to your Entity’s (not your own personal) home page. If there are ‘Entity Account Warnings’ above your club logo, these matters should be attended to ASAP. If you have any questions regarding these warnings, please email admin@nsw.swimming.org.au


     

    Coming Soon

     

    • Periodic Payments
      • Allow your product to be purchased by users with either upfront payment (current), weekly, monthly, quarterly or biannually.
  • 1 May 2020
  • Swim Central Functionality updates that have occurred in the last week are shown below. If you want any further updates on this, please email admin@nsw.swimming.org.au

     

    Admin Updates

    • Entity affiliation: As of today, clubs will be able to pay their affiliation with Swimming NSW through Swim Central! No more emailed invoices, no need to send in a cheque. Depending on your club’s Area, you could also pay your Area’s affiliation in the same transaction! Here is our help guide which shows you the simple steps to affiliating for the 2020-21 season.
    • Document Permissions and Approvals: an entity no longer has access to a participant’s documents, when the participant is no longer a member of said entity.
    • Allowing for the Entity Contact details updated in Swim Central to be automatically updated in Stripe (the payment gateway used by Swimming Australia (SAL), whereby SAL:
      • verify the correct ID documentation is associated to the entity 
      • ensure personal documents from former entity contacts are no longer used
      • ensure old contact documents are destroyed in accordance with privacy principles and data security.

     

    Event Updates

    • Completed update to the Event Page Filters, allowing events to be searched by type (All, Swim Meet, Social) and date categories (All, Historic, Upcoming).
    • Swim Central now correctly calculates the age of participants whose birthday falls on the day an event begins.
    • Update to ensure an event does not exceed its session duration, maximum number of nominations per participant while still filling all lanes in each race, so that events run according to the planned schedule.
    • Allow the event manager to set entry limits for participants by session or by meet, so that it aligns with the respective settings in Meet Manager.
    • Ensure the CSV Report generated in Swim Central for tickets purchased includes all the information a meet administrator needs.
    • Participants are now only able to purchase products within their publication dates. Whereas previously they could purchase a product after its expiration or availability date.
    • Only display events in the Association Calendar that have been published. Non-published events shouldn’t appear in the association calendar as the details of the events are yet to be confirmed.
  • 24 April 2020
  • 2020-21 Club and Area Affiliations

    Today (Friday 24 April), Swimming Australia will be releasing functionality allowing clubs to affiliate with both their Area and SNSW through Swim Central.
    This means that Clubs will be paying their full affiliations through Swim Central and the Area affiliation funds will be deposited automatically into the Area’s bank account.
     
    Swimming NSW are testing the processes at the moment, and for Areas that have already set their 2020-21 affiliation fees, or who can organise this to be finalized soon, these Areas will fall into our 2020-2021 Affiliation test group – we will do this all online, thereby making it very easy for their clubs to affiliate with both Area and State concurrently.

    For those Areas whose Constitution dictates that fees are to be decided at their AGM which may be held down the track, Swimming NSW will continue to set up affiliation online for your Areas, which will enable clubs to affiliate with Swimming NSW, beginning May 1 2020. These Areas will simply need to invoke payment from clubs as per their chosen process from previous years.
    Moving forward, Swimming NSW will create a concise support guide for clubs (available next week) on how to purchase their affiliations once it has been finalised, and we will inform them that fees are payable in due course.

  • 17 April 2020
  • Swim Central has undergone an important update, releasing more than 20 useful features over the past two weeks. Read more.

     

    Support guides for the new Swim Central update
     

    • Exporting your Membership List (and any other exports within Swim Central) – Click here
    • Creating a Meet in Swim Central – Revised March 2020 – Click here
    • Creating an Event Entry Ticket – A spectator/venue entry ticket would be especially useful to create if you’d like to charge patrons with entry to the meet (i.e. parents/guardians, friends, etc) Click here
    • Purchasing an Event Entry Ticket (For Spectators) – Spectators now have the option to purchase event entry prior to the meet (prior that this has been set up by the club) Click here
  • 10 April 2020
  • Further new features since the latest Swim Central release:

     

    • Debit Negative Balances Toggle

    Clicking this toggle ‘ON’ allows Stripe to attempt a direct debit from the club’s account with their permission – i.e. the club’s account will go negative temporarily. This allow money to flow back to the Swim Central platform account so it can make the funds available to support a refund. We recommend you switch this on ASAP, in case the need arises. For more information, contact admin@nsw.swimming.org.au.

     

    • Fetch Registered name from ABR Toggle

    This allows clubs to retrieve the official name of the club as published on the Australian Business Registry website, to accompany the ABN number. This will not change the official name of the club – this is a different field in Swim Central. We recommend you turning this ON when you get the chance.

     

    Refunds: The approval button only show the refund approval button at state level after the club has approved the refund request from their end; i.e. clubs are only recommending whether they approve the refund or not, the state will have the final say. In order for the state to know what we are refunding, clubs must email admin@nsw.swimming.org.au referencing the refund request member(s) and reason for refund request, so that we can then action.

  • 3 April 2020
  • In addition to the updates from Swim Central in the last week, you will also notice that clubs can now update the clubs’ details such as email address, phone number etc. and will display on the front of entity home under 'Details'.

     

    There are still some clubs who have not yet applied for, or input, their ABN number into Swim Central. All clubs are required to do this in order to have events and membership monies paid into their nominated account. Please Click here to learn how to apply in 5 easy minutes!

  • 27 March 2020
  • Swim Central has undergone an important update, releasing more than 20 useful features over the past two days. Read more

    • Support guides for the new Swim Central update
      • Exporting your Membership List – Click here
      • Setting up a Meet in Swim Central – Revised March 2020 – Click here
      • Creating an Event Entry Ticket – A spectator/venue entry ticket would be especially useful to create if you’d like to charge patrons with entry to the meet (i.e. parents/guardians, friends, etc) Click here
      • Purchasing an Event Entry Ticket (For Spectators) – Spectators now have the option to purchase event entry prior to the meet (prior that this has been set up by the club) Click here
    • Updating name & DOB

    Members will no longer be able to update/change their name or DOB after the initial profile set up in Swim Central. Club & State Administrators will be able to do this for members on their behalf, provided a birth certificate/ID can be shown.

    • Bulk refunds via Swim Central

    Given the current circumstances with COVID-19, many clubs have had to cancel upcoming meets.

    If your club has cancelled a meet and requires refunds for meet attendees, the meet organiser will need to email greta.brodie@nsw.swimming.org.au with the name and date of the meet to process a bulk refund. Once this bulk refund is processed, attendees should expect to see funds returned to the card that was used to make the purchase within 10-14 days depending on your bank.

  • 20 March 2020
  • Swim Central will undergo an important update next Thursday 26 March 2020, excitingly unlocking more than 20 useful features.

    From enhancing functionalities around setting up events to membership transfers, these features will benefit the swimming community and minimise the anomalies currently within the operating system.

    Some of the new release functionalities include:

    • Ability to access documents related to events
    • Additional multi-class categories across results, qualifying times and nominations
    • Miscellaneous bug fixes
    • Modified event set up workflow
    • Entity shopping trolley
    • Additional information included in the meet attendees report

    Due to the large scale of the update, it will take approximately two days to complete full implementation. With this in mind, please bear with us as we experience two system outages:

    • Wednesday 25 March between 2:00 am - 3:00 am (AEST)
    • Thursday 26 March between 2:00 am - 3:00 am (AEST)

    More information will be provided post-release of the new update, along with training guides designed and created by states and territories.

  • 13 March 2020
    • Release of all previously listed new features and additions to Swim Central will be completed by 26th March.
      • In the meantime, the following functionality is being released today:
        • Added ability for Participants to set 'Has Disability' field on Profile. Swim Central recognising them as multiclass competitors allowed them to see MC-specific events within meets, and nominate for them. More functionality for this is coming on March 26th as above.
        • Added all MC Categories (S1-15, SM & SB) to Participant’s Profile; however these won’t be able to be edited by participants or clubs (NSW can do this).
    • Clubs would have started to receive their invoices from Swimming NSW for the first bulk of Active Kids vouchers used. This is for the SNSW/SAL component of the fee. If you don’t believe you were emailed this, please ask your club Treasurer to check their emails.
  • 6 March 2020
    • School meets

    School meets’ results can be uploaded to Swim Central (via a club’s entity) on the following conditions:

      • SNSW is made aware of the meet being run via the approval form on this page, to be submitted PRIOR TO the meet date
      • The meet has a current accredited Starter and Referee, and is generally run under SNSW rules/conditions
      • The files are sent to us within 7 days of the meet, and all other meet approval process conditions are adhered to
      • Somebody outside Swimming NSW has access to set up the meet and upload results into the database with 7 days.

     

    • Active Kids Offline Payment process for club administrators

    Most clubs have done this, but it is essential that clubs follow the Offline Payment process from the bottom of Page 8 in THIS HELP GUIDE. If this step is not completed, swimmers will not be affiliated with SNSW/Swimming Australia, and struggle to enter meets. This will also mean they are not covered by insurance. Please email admin@nsw.swiming.org.au if you have any queries.

     

    • Active Kids Membership Transfer

    Standard transfers processes will not apply with Active Kids (AK) memberships. This season, when transferring from one AK membership to another club with, Swimming NSW will need transferring members to follow THESE STEPS.

     

    • Are some of your members not appearing in your Members list ‘Export’?

    This may mean your members does not have a parent/guardian registered into Swim Central. Check with them, and if they are not registered, they will need to do this and create their own Family Group, and then contact the Swimming NSW office so that we can then link the swimmer(s) to this family group.

  • 28 February 2020
  • Currently, 19th March is the scheduled date for the next version update of Swim Central – 1.3.
    Below is a list of some of what will be released and help guides will be provided for relevant updates. 
    Many other releases will be invisible to the user:

    • Member exports to include more information and is sorted alphabetically by surname. This will also be emailed to you, rather than it download directly.
    • Event setup
      • Updated event setup flow/process
      • ability to add QTs for different classifications for multiclass participants
        • Subsequent ability for MC participants to enter events with QTs
      • Updated Event setup flow
    • Ability for clubs to submit relay entries through Swim Central!!
  • 21 February 2020
    • Email address issue – guardian must be registered

    Swimming NSW are working to ensure that ALL members under 18 have a parent/guardian registered* into Swim Central, as this is a requirement of the system. If your members approach you explaining that they used to have access to SC but can suddenly no longer log in, this would be why. The parent will be required to register a Swim Central account, create a family group, and then let us know. Do not add your child/children as this will create new profiles which do not contain any further information. This is what we do for members once they’ve contacted us.

    Further to this, if your club has prospective new members approach you and they have never been a part of Swim Central/a swim club, it is very important you refer them to this help guide, which clearly instructs them how to set up a family group correctly and THEN the dependant/s, to avoid any issues moving forward.

    *not necessarily a paying member

     

    UPDATES COMING SOON!

     

    • Entity Affiliation – all affiliation can be done within Swim Central
    • More fluid Meet/Event setup procedure
    • Social events functionality – run your social/presentation nights through SC
    • Create event entry tickets as part of your meet
    • Online Relay entries
  • 14 February 2020
    • Restricted clubs - Stripe
      In Swim Central, it is a requirement that the club contact, as listed in Swim Central, uploads proof of identity. This allows Swim Central’s payment system ‘Stripe’ to recognise your entity as a legitimate payee, and only then will it release owed funds to the account details you have set up in Swim Central. Identity documents are required to be uploaded to Swim Central via the My Documents library in JPEG or PNG format. There are still about 20 clubs who are restricted from receiving membership and event-related payments from Swim Central. This list grows as clubs reach a certain level of income through SC (i.e. as more people register and meets are hosted). Clubs must ensure the ID documents have been uploaded correctly by following the above guidelines.
       
    • Parent/guardian requirement
      Swimming NSW are working to ensure that ALL members under 18 have a parent/guardian registered* into Swim Central, as this is a requirement of the system. If your members approach you explaining that they used to have access to SC but can suddenly no longer log in, this would be why. The parent will be required to register a Swim Central account, create a family group, and then let us know. Do not add your child/children as this will create new profiles which do not contain any further information. This is what we do for members once they’ve contacted us.
      Further to this, if your club has prospective new members approach you and they have never been a part of Swim Central/a swim club, it is very important you refer them to this help guide, which clearly instructs them how to set up a family group correctly and THEN the dependant/s, to avoid any issues moving forward.
      *not necessarily a paying member
       
    • Life Members
      All Life Members are now added to clubs, with an expiry date of 30 June 2030. Have you found any missing from your club? Ensure you communicate this with Mikaeli – admin@nsw.swimming.org.au
  • 7 February 2020
  • Coming Soon!

     

    • A new and improved meet setup flow
    • Handy online relay entries for clubs!
    • Online affiliation payment for all levels (i.e. pay affiliation to State and Region through Swim Central)

     

    These are planned to be released into the Live version of Swim Central within a fortnight. Help materials will be available at this time.

  • 31 January 2020
    • Checking event setup in Swim Central

    The meet setup guide for clubs HERE indicates clubs should check on their meet setup with Swimming NSW prior to publishing the event. If you are confident you understand the terminology within, and everything seems correct, you don’t necessarily need to email us and then wait for us to check it – you can go forth and publish. This inclusion in the guide is mostly for first timers who may not have created a meet before. In the worst case – we can update things in the back end for you

    • Reminder of Results Central

    Available for all to check their results without logging into Swim Central: https://www.swimming.org.au/events/results-central

    • Active Kids Offline Payment process for club administrators

    Most clubs have done this, but it is essential that clubs follow the Offline Payment process from the bottom of Page 8 in THIS HELP GUIDE. If this step is not completed, swimmers will not be affiliated with SNSW/Swimming Australia, and struggle to enter meets. This will also mean they are not covered by insurance. Please email admin@nsw.swiming.org.au if you have any queries.

    • Creating a direct link for a swim meet

    Rather than members searching through their Event Calendar, Swim Central now contains a feature that generates a direct link, to allow participants direct access to nominate for your meet. This link can be emailed, placed in a flyer, or on a website.

    Click HERE to access our Help Guide on how to create this.

    • Security --> Custom Fields

    Sometimes mistakes are made with regard to new memberships, like name spelling and DOBs.

    If you don’t wish your club members to have the ability to edit their name or DOB without first asking permission from the club, you can enforce this rule by clicking on your blue Entity tile Security - Custom Fields, clicking on Participant Profile on the LHS, and then changing the relevant areas’ ‘Accessibility’ to Read Only. You’ll notice there are many other things that can be changed to restrict editing access, too. Feel free to browse through this list and change what you need from a club level.

  • 24 January 2020
    • Restricted clubs - Stripe

    In Swim Central, it is a requirement that the club contact, as listed in Swim Central, uploads proof of identity. This allows Swim Central’s payment system ‘Stripe’ to recognise your entity as a legitimate payee, and only then will it release owed funds to the account details you have set up in Swim Central. ID documents are required to be uploaded to Swim Central via the My Documents library in JPEG or PNG format. There are still about 20 clubs who are restricted from receiving membership and event-related payments from Swim Central. This list grows as clubs reach a certain level of income through SC (i.e. as more people register and meets are hosted). Clubs must ensure the ID documents have been uploaded correctly by following the above guidelines.

     

    • Bio Island Australian Junior Excellence Live Recognition

    The Bio Island Australian Junior Excellence Program is now live in Swim Central! For the first time in the program’s history, young swimmers will receive a congratulatory email alerting them to the new JX qualifying time they have achieved.

     

    • The JX bot will recognize swimmers who swim a JX qualifying time (released in October 2019) over a weekend at an approved meet.
    • Meet managers will input times swum over the weekend into Swim Central (if not done before Wednesday 12am, this will be picked up the following week)
    • A bot will run at 2am Wednesday morning, sending an email notification to those who achieve a qualifying time over the weekend (attached)
    • The bot acts as live recognition to swimmers who achieve new times.
    • Please note: This does not mean that a swimmer achieves the standard, rather a qualifying time.

     

    If you have any further questions about JX live recognition, please contact clubs@swimming.org.au with your enquiry or visit the Bio Island Australian Junior Excellence Program page on the Swimming Australia

  • 10 January 2020
    • Associating meets: Does one of your members wish to enter a meet but cannot see it in their calendar? First thing to check is that you, as the club committee, have associated that external meet to your club members’ calendars. Click Here to learn how to do this.
       
    • Pending payments reminder: If your members believe they have gone through the payment process for either membership or event-related product, but it tells them that Payment is Pending, please ask them to ensure they go to the Parent/guardian’s My Purchases tile and select ‘Pending Payments’ from the drop-down box – it will be sitting in this list, ready to proceed with payment if all details are correct.
       
    • Active Kids Membership Transfer: Transfers are completed via purchasing the new club membership product first. Once that full process (here) is completed correctly, the previous components already paid through the earlier membership (i.e. generally the national, state and area fees) are refunded to the card that made the original membership purchase. This process will not apply with Active Kids (AK) memberships. This season, when transferring from one AK membership to another club with, Swimming NSW will need transferring members to follow THESE STEPS.
       
    • In two weeks’ time, SNSW will endeavour to have an update here regarding Jx, the new Results uploading feature, and the Public Swim Finder feature, once proper testing has been completed. Stay tuned for these exciting developments

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