Account and Member Status definitions

Accounts and Members can have different Status settings.

  • 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.
    Here are some things to know about them:
    • Any Accounts set to any Status other than Active will not be able to log in to the system or receive emails from the team.
    • Recurring fees are only generated when both the Account and Member are active.
    • Members who are not Active will not appear in meet results or top times reports.
    • Only Active Members can be signed up for meets.
    • Non-active Accounts and Members will not appear in OnDeck.
    • Invoices and late fees are still generated for non-active Accounts who have a balance owing.
    • If an Account is set for Auto Pay and is not Active then it will not charge the credit card or ACH account on the 1st of the month.

    Here are what the different Status settings mean.

    Not Set -- Only happens with brand new teams during an initial import of accounts and members. Please set desired Status.

    Contact Request -- Results from people using the Contact Us or Swim Today forms. You are welcome to set their Status to Active and convert them to a regular account.

    Waiting for Approval -- New accounts who register get created with this status until you approve and assign them. Some teams set all Members to this status prior to opening registration to indicate the Members who haven't registered yet, although it is not required.

    *Active -- Accounts can log in and receive emails. Members can be signed up for meets and have recurring fees generated. Those set up for Auto Pay will have their credit card or ACH account charged on the 1st when there is a balance owing in the Account. The Account will be billed for unworked service hours and unmet fundraising obligations.

    Suspended -- Generally used for people who have temporarily left the team and may return. Once registration is closed, some teams will set Members who didn't register to Suspended to indicate that.

    Canceled/Hidden -- Used for Accounts/Members whom you know have permanently left the team. They do not show up in any searches except those explicitly set to Canceled/Hidden. Use this status if you cannot delete an Account due to attached financial activity. We recommend not deleting swimmers who hold top times records.

    See Also
    How do I make bulk changes on accounts/members and billing/roster groups?
    User Admin Type definitions


    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. Print or produce a report with account information or member information?
    33. Printing Rosters
    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

    Feedback and Knowledge Base