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Archiving Swimmers

Archiving Swimmers - Swim Club Connect
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What You'll Learn

Over a few seasons, every club collects swimmers who have moved on. Their families rarely tell the app, so they stay on your lists. This guide shows how to archive those swimmers, how the Season Review finds them for you, and how to bring a swimmer back if they return.

💡 The short version
Open Season Review, look at the Likely list, untick anyone you know is staying, and tap Archive. That's the whole job for most clubs. The rest of this guide is there if you want the detail.

What Archiving Does

Archiving says "this swimmer has left our club". It's safe, and it's easy to undo.

An archived swimmer…  
Keeps all their results Results, PBs and points stay exactly as they are. Season points tables don't change.
Is hidden from your lists They no longer clutter the Swimmers list, nomination lists, swimmer results and so on. Turn on Show archived at the top of a list to see them again.
Can't be nominated by parents If a parent tries, they're asked to contact their club admin. Club admins and race starters can still nominate an archived swimmer if they need to, after confirming.
Can be restored any time Nothing is deleted. Restoring puts the swimmer straight back.
💡 Archived isn't the same as membership
"Archived" is just your club's list of who has left. It's separate from paid membership, so "Active Members" in Membership Stats still means swimmers with a current registration.

The Quick Way: Season Review

Season Review looks at every current swimmer and lists the ones who seem to have left, with the reasons. It only ever suggests. Nobody is archived until you choose to.

Open Season Review

Switch to the Club Administrator role. On the Club Administrator home screen, tap Season Review ("Who has left the club?").

Season Review page showing the Likely tab with swimmer cards and their reasons
Each swimmer shows their birth year, parent, last result and the reasons they've been flagged.

Start with Likely

The Likely tab lists swimmers with strong evidence they've left. Tap Select all, then untick anyone you know is staying. If you're unsure about someone, tap their card to see their details, then come back.

Tap Archive

Tap Archive at the bottom of the screen and confirm. They're archived straight away and drop off the list.

Bottom of the Season Review screen showing how many swimmers were archived and an Undo button
Changed your mind? Tap Undo.

Then look through Possible

The Possible tab has swimmers with some evidence, usually no results for a year or so. Some of these will still be with you (an injury, a break), so it's worth a quicker look before archiving.

How Season Review Decides

Each swimmer is flagged for one or more of these reasons:

Reason What it means On its own
Parent left club None of the parents linked to the swimmer is a member of your club any more. Likely
No results in 2+ years The swimmer hasn't swum a race in over two years. Likely
No results in 12+ months No race in the last year, but one in the year before. Possible
Passcode not re-entered You've changed your Membership Passcode and the swimmer's family hasn't entered the new one (see below). Possible

Any two reasons together also count as Likely. A few more things it takes into account:

  • New swimmers are left alone. A swimmer added in the last 12 months who hasn't raced yet isn't flagged.
  • Any result counts. A race swum for another club still shows the swimmer is active.
  • Already archived swimmers aren't shown. The review only covers your current swimmers.

Optional: Change Your Membership Passcode

Results show who has been swimming, but not who is coming back this season. Your Membership Passcode can tell you that.

At the start of the season

Change the code, then share the new one with current families.

Every member is asked to enter the new code once, the next time they use a club feature. Families who have left never will. Season Review marks swimmers whose families haven't entered it yet with Passcode not re-entered. Give families about 3 weeks before acting on that reason. The panel at the top of Season Review shows how many members still haven't entered it, and the date the 3 weeks are up.

Changing the passcode affects every member, including you. Read Roles & Passcodes before you do it.

Doing It by Hand: Swimmer Status

To archive or restore one or two swimmers, use Swimmer Status on the Club Administrator home screen. It also shows how many swimmers are current and archived.

Swimmer Status page with Current and Archived tabs, Archive and Restore buttons
Tick swimmers, tap Archive or Restore, then Save.

Find the swimmer

Use the Current or Archived tab, or search by name.

Tick them, then Archive or Restore

Tick one or more swimmers and tap Archive or Restore.

Tap Save

Changes aren't saved until you tap Save. The button shows how many changes are waiting.

When a Family Comes Back

  • You register them yourself (manual registration): archived swimmers are restored automatically. The confirmation tells you before it happens.
  • The parent pays for registration in the app: the swimmer stays archived. Restore them in Swimmer Status so they can be nominated.

Common Questions

I archived someone by mistake. What do I do?
If you're still on Season Review, tap Undo. Otherwise, open Swimmer Status, find them on the Archived tab, tick them, tap Restore, then Save.
A parent says they can't nominate their swimmer.
The swimmer is probably archived. Parents see a message asking them to contact their club admin. Restore the swimmer in Swimmer Status and they can nominate straight away.
Will archiving change our season points or records?
No. Archived swimmers keep all their results, and they still count in PB points, placing points and fastest times.
Where did a swimmer go? I can't find them in the Swimmers list.
They're probably archived. Turn on Show archived at the top of the list, or check the Archived tab in Swimmer Status.
We host meets with other clubs. Can I archive their swimmers?
No. Each club archives its own swimmers. A visiting club's archived swimmers are hidden from your nomination lists too, and only that club's admin can restore them.

Need Help?

If you need assistance archiving swimmers: