Membership: Find out who was in which Roster Groups/Squads in the past

SwimOffice Admin - Super User

Account/Member Admin always shows the current state of all members (athletes)—what Billing Group, Sub Billing Group, Roster/Squad, and Location they are in. It does not retain what groups they belonged to in the past on a given date.

There are two ways to figure out who was in which groups in the past. The first way is to look at a registration and see who signed up for what group.

  1. In the side menu, click Team Admin > Registration Admin.
  2. Click Manage by the registration period you want to check.
  3. Check the Registration Group, Location, and Payment Option columns (the latter two might not be set up for your registration) to see who was in what group.

The downside of this is that if your Registration Groups do not match your Roster Groups/Squads, you may have a hard time figuring out who got assigned to what group. It also only tells you what group they were in at the time they registered.

The second way—export your athletes to a spreadsheet regularly—is more accurate and can be as date specific as you want, but it only works from the time you start doing it going forward, and it's up to you to do it regularly. Perhaps set a reminder to do these steps on the 1st of every month.

  1. In the side menu click Team Admin > Account/Member Admin.
  2. Click Members tab.
  3. Set any desired filters using Customize Filters and click Done. For example, you may want to only include those in your specific Roster Group or Squad.
  4. Check the box next to the Last Name column header to select all.
  5. Click Export > Custom Excel Export.
  6. Select any fields you want included in the spreadsheet. You can include fields for both accounts and members. At a minimum, we recommend including:
    1. Age
    2. Memb. First Name
    3. Memb. Last Name
    4. Memb. Middle Initial
    5. Roster Group/Squad
    6. Location
    7. Billing Group
    8. Sub Billing Group
    9. Acct. First Name
    10. Acct. Last Name
  7. Click Create Report.
  8. It will save the file as "customexport.xlsx." We recommend renaming it to something like "Athletes 03-2018.xlsx" or something similar.
  9. Repeat these steps anytime you want to preserve the state of your team.

After you have been doing this awhile, you can just open the spreadsheet for the time period where you want to know who was in what group at the time.

__________
See Also
Export accounts/members roster to Excel spreadsheet
Registration Management

Membership

  1. Membership: Add a Coach or Director to the Coaches Page
  2. Membership: Add email addresses to Accounts and Members
  3. Membership: Adding Athlete Emails/SMS For Communication
  4. Membership: Can't add account because email already exists
  5. Membership: Add / create new Account
  6. Membership: Add or Edit a Member
  7. Membership: Delete Member/Athlete/Swimmer
  8. Membership: Printing an Attendance Report
  9. Membership: What do I do if I forgot my password?
  10. Membership: Members cannot be under more than one account
  11. Membership: Cancelled/Hidden vs Suspended vs Waiting for Approval status
  12. Membership: Can an admin verify an email address or SMS number?
  13. Membership: Can I age up all of my athletes?
  14. Membership: Can I create a new Account without a valid email address?
  15. Membership: Can I merge Accounts? Dealing with duplicate accounts/members
  16. Membership: Divorced parents account - How to handle in SwimOffice
  17. Membership: Reset password / email password/login email
  18. Membership: Member and coach photo size guidelines
  19. How Can I Tell Who Has A Verified Email Address?
  20. How do I add a photo to a profile?
  21. Membership: Build ID Card # / Member/athlete/swimmer ID #
  22. Membership: Reset t-shirt sizes to blank
  23. Change my password
  24. Filter by Gender - Member Tab
  25. Deleting a Coach or Board Member from the Coaches Tab
  26. Delete a Roster Group
  27. How do I edit an existing account?
  28. How do I export members from TeamUnify for import into Team Manager?
  29. Accounts/Members: Export roster / members for import into Team Manager
  30. Move an athlete/member from under one account to the other
  31. Accounts/Members: Export a roster to import into Meet Manager
  32. Print Athlete Roster or Member Directory
  33. Printing Rosters
  34. How do I print or produce a report with account information or member information?
  35. How do I review and edit my account database?
  36. How do I set an inactive date for a member to show when they will be leaving?
  37. How do I set an unattached code?
  38. Membership: Upload/import member database for those without Team Manager
  39. Membership: Verify my email address
  40. Does Reactivating / turning on an account change the password?
  41. If I change the status of an account to something other than active will they be able to login?
  42. Membership: Account notes that only Super Users can see
  43. Membership: Member notes that only Super Users can see
  44. Member Search: How do I opt out / in?
  45. Member login and password isn't working
  46. Preferred name in athlete member profile - Overview of uses
  47. Account and Member Status definitions
  48. Membership: User Admin type access level definitions
  49. Membership: Number of email addresses and SMS numbers allowed
  50. Sent password email and account didn't receive it
  51. What if I don't have the required email or address field for an account?
  52. Why can't I enter my email address in for a new account?
  53. Why is my swimmer not showing the event?
  54. Edit Attendance or Workout report on the Website / SwimOffice - Sync back to OnDeck
  55. Membership: Add and verify a cell number for SMS/texting
  56. Coach's Page - Hiding the Board of Directors
  57. Print mailing labels
  58. No Contact Email Assigned error
  59. Add a custom user defined field in Account/Member Admin or in Registration
  60. Shortcut Keys
  61. Membership: Save and customize filters, columns and views
  62. Making a view the default using filters
  63. Doing a multi account or member edit
  64. Adding a new member
  65. Sorting options / Alphabetical Sort
  66. Contact Us Button - Marketing Best Practice
  67. Make bulk changes on accounts & members and billing & roster groups
  68. Team Club Code is being used by another team error
  69. Membership: Use filters to display specific lists of accounts/members
  70. Membership: Multi-Edit account or member fields
  71. Membership: Customize t-shirt sizes
  72. Membership/Registration: Export t-shirt sizes
  73. Delete and Undelete Accounts and Members
  74. Adding or Editing a Roster Group, Location, Sub Billing or Billing Group
  75. Membership: Save a custom search - Saved Views
  76. Custom report print or Excel - Member/Athlete or Account report of data
  77. Set an athlete as Not USA Registered
  78. Understanding What you Are Filtering On
  79. My columns don't show in account member admin
  80. Email the Password to one, many or multiple Accounts
  81. Searching in Account Member Admin
  82. Membership: Workout / Attendance Report
  83. Membership: Add a Roster Group
  84. Accounts/Members: Export accounts/members roster to Excel spreadsheet
  85. Manually reset password for account
  86. Membership: Determine accounts with ONLY inactive members
  87. Membership: Duplicate email / email already exists / can't add account
  88. YMCA Membership: Remove coach so they stop receiving emails
  89. Membership: View MainSet videos
  90. Membership: Exclude accounts from meet financial requirements
  91. Membership: View individual athlete meet results, best times
  92. Membership UK: DBS Check Date field
  93. Membership: Hide Member from search in Members tab
  94. Membership: Determine account's most recent/last log in
  95. Membership: Find out who was in which Roster Groups/Squads in the past
  96. UK Workforce training certifications introduction
  97. UK Workforce: Add/designate Workforce Admins
  98. UK Workforce: Set/designate Workforce members
  99. UK Workforce: Add/edit member roles, courses and certificates
  100. UK Workforce: Filters - Check certifications and expiry dates
  101. USA Swimming racing start certifications
  102. Membership: Privacy Settings - Set Data Visibility
  103. Membership: Privacy Settings - Set Roster/Squad Admins

Feedback and Knowledge Base