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

Admin Level - Superuser

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. Go to Registration Admin.
    1. Chameleon users: In the side menu click Team Admin > Registration Admin.
    2. New CMS users: In the side menu click Team Tools > 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. Go to Account or Member Admin.
    1. Chameleon users: In the side menu click Team Admin > Account/Member Admin. Stay on Accounts tab or click Members tab.
    2. New CMS users: In the side menu click Team Tools > Accounts or Team Tools > Members tab.
  2. 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.
  3. Check the box next to the Last Name column header to select all.
  4. Click Export > Custom Excel Export.
  5. 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
  6. Click Create Report.
  7. It will save the file as "customexport.xlsx." We recommend renaming it to something like "Athletes 03-2018.xlsx" or something similar.
  8. 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.

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

Membership

  1. Account/Member Admin: Quick Start Guide and Tutorials
  2. Membership: Add a Coach or Director to the Coaches Page
  3. Membership: Add email addresses to Accounts and Members
  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. Membership: Export roster/members for import into Team Manager
  29. Move an athlete/member from under one account to the other
  30. Accounts/Members: Export a roster to import into Meet Manager
  31. Print Athlete Roster or Member Directory
  32. Printing Rosters
  33. Print or produce a report with account information or member information?
  34. Set an inactive date for a member to show when they will be leaving?
  35. Membership: Upload/import member database for those without Team Manager
  36. Membership: Verify my email address
  37. Does Reactivating / turning on an account change the password?
  38. If I change the status of an account to something other than active will they be able to login?
  39. Membership: Account notes that only Superusers can see
  40. Membership: Member notes that only Superusers can see
  41. Membership: Opt-in/opt-out of Member Search
  42. Member login and password isn't working
  43. Preferred name in athlete member profile - Overview of uses
  44. Account and Member Status definitions
  45. Membership: User Admin type access level definitions
  46. Membership: Number of email addresses and SMS numbers allowed
  47. Sent password email and account didn't receive it
  48. What if I don't have the required email or address field for an account?
  49. Why can't I enter my email address in for a new account?
  50. Why is my swimmer not showing the event?
  51. Edit Attendance or Workout report on the Website / SwimOffice - Sync back to OnDeck
  52. Membership: Add and verify a cell number for SMS/texting
  53. Coach's Page - Hiding the Board of Directors
  54. Print mailing labels
  55. No Contact Email Assigned error
  56. Add a custom user defined field in Account/Member Admin or in Registration
  57. Shortcut Keys
  58. Membership: Save and customize filters, columns and views
  59. Making a view the default using filters
  60. Membership: Multi-edit accounts or members
  61. Sorting options / Alphabetical Sort
  62. Contact Us Button - Marketing Best Practice
  63. Make bulk changes on accounts & members and billing & roster groups
  64. Team Club Code is being used by another team error
  65. Membership: Use filters to display specific lists of accounts/members
  66. Membership: Multi-Edit account or member fields
  67. Membership: Customize t-shirt sizes
  68. Membership/Registration: Export t-shirt sizes
  69. Delete and undelete accounts and members
  70. UK Membership: Hard delete accounts - anonymize data
  71. Adding or Editing a Roster Group, Location, Sub Billing or Billing Group
  72. Membership: Save a custom search - Saved Views
  73. Custom report print or Excel - Member/Athlete or Account report of data
  74. Set an athlete as Not USA Registered
  75. Understanding What you Are Filtering On
  76. My columns don't show in account member admin
  77. Email the Password to one, many or multiple Accounts
  78. Searching in Account Member Admin
  79. Membership: Workout / Attendance Report
  80. Membership: Add a Roster Group
  81. Accounts/Members: Export accounts/members roster to Excel spreadsheet
  82. Manually reset password for account
  83. Membership: Determine accounts with ONLY inactive members
  84. Membership: Duplicate email / email already exists / can't add account
  85. YMCA Membership: Remove coach so they stop receiving emails
  86. Membership: View MainSet videos
  87. Membership: Exclude accounts from meet financial requirements
  88. Membership: View individual athlete meet results, best times
  89. Membership UK: DBS Check Date field
  90. Membership: Hide Member from search in Members tab
  91. Membership: Determine account's most recent/last log in
  92. Membership: Find out who was in which Roster Groups/Squads in the past
  93. UK Workforce training certifications introduction
  94. UK Workforce: Add/designate Workforce Admins
  95. UK Workforce: Set/designate Workforce members
  96. UK Workforce: Add/edit member roles, courses and certificates
  97. UK Workforce: Filters - Check certifications and expiry dates
  98. USA Swimming racing start certifications
  99. Membership: Privacy Settings - Set Data Visibility
  100. Membership: Privacy Settings - Set Roster/Squad Admins
  101. Membership: Enable/disable Member Search
  102. UK Membership: Check Membership Data Report

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