Account/Member Admin: Quick Start Guide and Tutorials

SwimOffice Admin - Email/Print/Calendar and above

Account/Member Admin (AMA) has many powerful features to make managing your accounts and members FAR easier. Access it by clicking Team Admin > Account/Member Admin in the side menu. Click any of the below links to learn more.

We have several resources to make learning AMA easy. You can view an interactive quick guide by clicking Team Admin > Account/Member Admin in the side menu and clicking Account/Member Admin Overview in the upper right.
Click Account/Member Admin Overview for walkthrough

You can also download an Account/Member Admin Quick Start Guide or watch the below videos that come straight from the Accounts, Members, and USA Swimming/Swim England Registration tabs respectively (click the red question mark in the upper right to watch them there).

Below are examples of these new features. They all work on the Accounts tab, Members tab, and for USA teams the USA Swimming tab, or for UK teams, the Swim England Registration tab.


Easy account/member filters

Quickly filter your results by one or more criteria. For example, suppose you want to display all Active, Suspended and Waiting for Approval accounts with members in the Bronze and Gold Billing Groups.
  1. Click Customize Filters.
  2. Click Account Status on the left.
  3. Click one or more desired statuses on the right, such as Active, Suspended and Waiting for Approval in our example.
  4. Click Billing Group on the left.
  5. Click one or more desired groups on the right, such as Bronze and Gold in our example (note how it shows your selected filters above).
  6. Click Done.
Click Customize Filters

Now you will only see accounts matching that criteria.


Customizable display

Different information is important to different people. Some only want to only see a list of names and phone numbers, while others want to see payment methods and balance owed. AMA allows you to display just the columns you want.
  1. Click Customize Columns.
  2. Click Add by columns on the left you want to display.
  3. Click Remove by the columns on the right you don't want.
  4. Drag and drop the columns on the right to reorder them.
  5. Click Done.
  6. Click any column header to sort the list by that column, and click it again to change from ascending to descending sort order.
Click Customize Columns


Custom Excel reports

Once you have the columns you want displayed, you can export those same columns to Excel.
  1. Check the boxes by the account(s) or member(s) you want to export.
  2. Click Export > Custom Excel Export
    Click Export > Custom Excel Export
  3. Select any additional columns you want to include, and deselect those you don't.
    Custom Excel Export
  4. Click Create Report.
  5. Check your Downloads folder for the generated Excel report.


Save custom views/settings

It would be shame if, after customizing your filters and columns, you had to do it again every time you returned to AMA. Fortunately, you can save your view and reload it at any time.
  1. Click Saved Views.
  2. Give your new view a name in the box on the right.
  3. Click Save View.
  4. If you would like it to be the default view every time you return to AMA, click Make Default by your new view on the left.
  5. Click Done.
Saved Views


Full screen view

Just click the expand button above the names and AMA will fill your display from edge-to-edge. Click collapse to restore the size. The scroll arrows on the right allow you to see columns that won't fit on the screen.
Expand and scroll links


Responsive design

AMA uses responsive design so it automatically resizes to fit any sized display, from smart phones to HD monitors.
AMA on different size screens


Edit multiple accounts with ease

When you need to update information on several accounts, you don't need to edit one, go back to the list, then edit the next. Instead,
  1. Select all the desired accounts or members to edit (check the box by each name).
  2. Click Edit > Edit Account(s) (or Edit Member(s) if on the Members tab).
    Click Edit > Edit Account(s)
  3. Make the desired changes to the profile.
  4. Click Save.
  5. Click the dropdown by the name to navigate among the ones you selected.
    Edit Account(s)
  6. Repeat as needed.
  7. Click the red X in the upper right once all edits are complete.


Quick keyboard shortcuts

You'll want to print out and memorize these keyboard shortcuts to make navigating far faster.
  1. On your keyboard type ? ( Shift+/ ) to display a list of all shortcuts
  2. Click the X or press the Esc key to close this window.
    Account/Member Admin keyboard shortcuts


Send text messages

To send SMS/text to verified SMS numbers do the following (your accounts will verify their own number for SMS functionality).
  1. Click Customize Filters > Has Valid SMS > Yes > Done.
    Customize Filters
  2. Select one, many, or all accounts/members in view.
  3. Click Communicate > Send SMS.
    Click Communicate > Send SMS
  4. Enter your message and click Send.
    Send SMS


Undelete Accounts/Members

If you accidentally delete either accounts members you can undelete them.
  1. Click Customize Filters.
  2. You may have to set the Account Status filter to all statuses or specify which ones (suspended, cancelled, active, etc.).
  3. Click Include Deleted Records > Deleted.
    Include Deleted Records
  4. Select the deleted account(s) or member(s).
  5. Click Edit > Undelete.
    Click Edit > Undelete
  6. Click Customize Filters.
  7. Click Include Deleted Records > uncheck Deleted.


Video Tips & Tricks on Account/Member Admin

Member how to and tips & tricks

USA Registration how to and tips & tricks

See Also
Shortcut keys
Doing a multi account or member edit
Custom report of accounts/members
Delete and undelete accounts and members


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

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