FAQs - Website

Listed below are some common Frequently Asked Questions, if you believe something is missing please email [email protected] and let us know any additional questions you would like answered.

There are also a selection of videos for parents on how to use the website at the following location

* How do I check and see my family information and medical details are correct?

* How do I enter a swimmer for an Event?

* How do I see what events my swimmer(s) have committed too?

* How do I remove a swimmer from an Event?

* How do I enter as an official or volunteer for an Event?

* How do I see what Jobs I have volunteered for?

​* How do I see what my swimmer's best times are as well as their meet results?

* How do I see what monies I owe the Club including historical billing?

* How do I change my login email address and or Account family details?

 

How do I check and see my family information and medical details are correct?

You can view the details that we hold about your family below. The system is split into "Primary Account", which is the Account Tab and then active members via the Members Tab. A member is classified as a swimmer or parents who are qualified officials, volunteers who are registered via the Club and Committee members. You will not find here those people who have "administrator" roles on the system, these have separate berkosc.org.uk email addresses.

  1.  
Sign In with your primary account email and password.
  2.  
From the left menu click My Account.
  3.  
When the menu expands, click My Account from this sub menu.
  4.  
You will then see three Tabs, Account (details about the family) , Members (details about swimmers, officials and volunteers), Dues Schedule (financial details about your family membership).
  5.  
​To see member details, click the Members Tab and you will see all the members of your family who do one of the functions above.
  6.   Please review all the fields and complete or update accordingly.
  7.   There are two fields, Medical Information/Notes (where you define what medical conditions the member has, we do try and add questions in this text field to help you if you have not completed these before). Medication (where you define what medication the member needs or has). Please also outline if the member is allowed to self medicate i.e. Epipen and where this is located.
  8.   To update Medical information just go into the field and type the text.
  9.   Once you have finished adding or amending information for the member, please click the Save button which can be found top right or bottom right of the screen.
  10.   Once completed please Sign Out.

 

How do I enter a swimmer for an Event?

Swimmer Registration - To enter an Event on the Club website you will need to logon to the website first.

  1.  
Sign In with your primary account email and password.
  2.  
From the top menu click Calendar & Events at the top of the screen.
  3.  
You will see the event in the list (summary at the top of the page with links on the Title directly to the Meet Name), or scroll down the list, find the Event and click on it (either the Title to see details about the event or Edit Commitment button to register your swimmer's intent).
  4.   If you click on the Title you will see down the page all the information relating to the meet, Meet Information, Schedule, Qualification Times etc.
  5.  
If you have clicked Edit Commitment, you will see a list of your swimmer(s). Click on the swimmer who you want to enter the meet.
  6.  
You will then get a summary of the event, where you see your swimmer's name, click on it​.
  7.  
On the next screen under Declaration, click on the down arrow for the selections available; Yes = I am attending, No = I am not attending.
    a.
If your swimmer(s) can't attend, select No and then using the comment field  (please identify why it is not possible) and then Save Changes, then go to step 8.
    b.
If your swimmer(s) can attend, select Yes​.
    c.
You will then see details about the session(s) and races. If Event Declaration Setting says Commit by Event, then you must select each race your swimmer will race in, otherwise just select the Yes option for the Session.
    d.
You must tick each box that your swimmer will race in.
Note - if your swimmer does not meet the criteria for the meet, you will not be able to sign them up.
If the time on the left is RED, then the time does not meet the qualification time (on the right), if it is BLACK, then you can select this race.
  • We suggest that a swimmer selects at least 2 races per session, they are going to be there potentially for around 4 hours per session.
  • Unless they are very fit, we recommend they do not do too many races, come session 3 or 4 they will be very tired wink.
  • Select races that you can improve your times or races where you need a qualification time i.e. for Counties.
  • Do not always pick their best races, they need to develop themselves on other strokes and distances.
  • Some promoters allow "time trials", this allows you to get a time if you were unable to get the race, if available these are normally agreed with the promoter on the day.
    e.
You also have an additional information box if you need to relay other information.
  8.  
Click Save Changes​.
  9.  
If you have more than one swimmer attending, go back to step 7c.
  10.  
All registered.

 

How do I see what events my swimmer(s) have committed too?

You can view the events that your swimmer(s) have attended or are going to attend. Additionally using the Athlete Name you can select which swimmer you want to see and using the Meet Attendance date fields, you can look at specific dates.

  1.  
Sign In with your primary account email and password.
  2.  
From the left menu click My Account.
  3.  
When the menu expands, click My Reports.
  4.  
Click the Meet Attendance for My Account to expand the details.
  5.  
​Use the Athlete field top right, you select which swimmer you want to view. Use the Meet Attendance In This Period date fields to find specific dates/events.
​Make sure you click Approved Events only to see those that have been confirmed.

 

How do I remove a swimmer from an Event?

If the event deadline has not passed, then you can remove your swimmer from an event, see below. If the deadline has passed, please email Geoff Wood [email protected] and [email protected] to remove the swimmer.

  1.  
Sign In with your primary account email and password.
  2.  
From the top menu click Events. (or click the specific event at the bottom of the screen where all events are listed)
  3.  
The page will then show you all the Events, click Edit Commitment.
  4.  
Click on the name of the swimmer you wish to remove, on the next screen you will see the details about your swimmer.
  5.  

Under the Declaration title select from the drop down box No thanks xxxxx will NOT be attend this event

  6.   Click on the Save Changes button to save your choice.

 

How do I enter as an official or volunteer for an Event?

Volunteer & Official Registration - To volunteer or officiate at an event on the Club website you will need to logon to the website first.

  1.  
Sign In with your primary account email and password.
  2.  
From the top menu click Events at the top of the screen.
  3.  
You will see the Event in the list, click on it (either the Title to see details about the event or Job Signup button to register your intent).
  4.  
To register for a role for the event, click Job Signup button.
  5.  
You will then get a summary of the event as well as the roles required.
  6.  
"Shadow Roles" these are roles where you shadow an experienced person. We do not need to fill all these positions, but if you want to come and experience and learn/help/try, then please choose a shadow role.
  7.  
Please tick the box for each role and session you can do.
  8.  
Once selected, click Signup button.
  9.  
In the Optional Contact Info field, enter the first name of the person volunteering.
  10.  
You will then see your name in the role and session you have offered help for.
  11.  
If you need to register more than one person per family, just tick the box for the role for the first person, then click Signup button and then go back to step 4.

 

How do I see what Jobs I have volunteered for?

You can view the events that your swimmer(s) have attended or are going to attend. Additionally using the Athlete Name you can select which swimmer you want to see and using the Meet Attendance date fields, you can look at specific dates.

  1.  
Sign In with your primary account email and password.
  2.  
From the left menu click My Account.
  3.  
When the menu expands, click My Reports.
  4.  
Click the Job Signup Report for My Account to expand the details.
  5.  
​Use the Jobs Signed Up In This Period date fields to find specific dates/events.

 

How do I see what my swimmer's best times are as well as their meet results?

You can view the best times and results as well other information relating to you, your family and swimmers, volunteers and officials.

  1.  
Sign In with your primary account email and password.
  2.  
From the left menu click My Account.
  3.  
When the menu expands, click * My Account.
  4.  
You will then be shown the Account information in the Account Tab, click the Members Tab.
  5.  
Listed here will be all members (swimmers, volunteers and officials). Click on the name of the swimmer you wish to see.
  6.  
You will be presented with a number of Tabs;
* To view best times, click Best Times Tab
​* To view meet results, click Meet Results Tab
​* There are Tabs available depicting various other pieces of information, please feel free to explore.
  7.   Additionally here you can view and amend some Account and Member information, we would suggest you do this on a regular basis.


How do I see what monies I owe the Club including historical billing?

You can view the status of your current billing account, including projected costs and historical invoices.

  1.  
Sign In with your primary account email and password.
  2.  
From the left menu click My Account.
  3.  
When the menu expands, click £ My Invoice/Payment.
  4.  
​Here you will be able to see what is due in this month, as well as any historical invoices and any projected costs i.e. new members joining and any meet costs etc.
  5.
 
Click the to expand the details.

 

How do I change my login email address and or Account family details?

You can change your Account login email address or other Account information.

  1.  
Sign In with your primary account email and password.
  2.  
From the left menu click My Account, from the menu on the left.
  3.   Here you will see Account Login Email:, this is where you can change the email login.
  4.  
On this screen you can also change the family name. It makes it easier for us if the Account family is different to the swimmers family, by putting the swimmers family name in bracket first i.e.
Parent family name is Bloggs and swimmer's family name is Shine, therefore the SE Last Name:  is (Shine) Bloggs.
  5.   Click the Save button.