Creating Your Club
Set up your swim club in minutes and start inviting members
Overview
Creating a club in Swim Club Connect allows you to manage meets, accept registrations, and communicate with your members all in one place. This guide walks you through the entire process.
What You'll Accomplish
By the end of this guide, you'll have:
- Created your swim club in the app
- Verified your phone number
- Set up your club profile with name, abbreviation, and address
- Become the first administrator of your club
Before You Start
What You'll Need
- Official club name — the full, formal name of your swim club
- Club abbreviation — a short code (usually 3–4 letters) used in meet results
- Club address — the primary location or pool address
- Mobile phone — you'll need to verify your phone number
- Authority to create the club — you should be a club president, treasurer, or committee member
Important: check if your club already exists
Before creating a new club, search carefully using different terms. We have over 150 clubs in the system, and yours may already be there. A duplicate club causes confusion for members and administrators alike.
Try searching by:
- Full club name
- Club abbreviation
- Suburb or location
- Part of the club name
Who Should Create a Club?
Only club officials — presidents, treasurers, or committee members — should create clubs. When you create one, you become the first administrator and take responsibility for managing the club's profile and settings.
Creating a Club During Sign Up
The most common way to create a club is during the initial sign-up process, when you first download the app.
1Download and Open the App
Download the app from the App Store or Google Play and open it. It's listed under the longer name Swim Club Connect Meet Manager, so search for that if you can't find it. You'll see the welcome screen with sign-up options.
2Start the Sign-Up Process
Tap "Sign Up with Email", or use Apple or Google sign-in if you prefer. Enter your email address and create a secure password.
3Enter Your Name
Enter your first and last name, then tap "Next".
4Search for Your Club
You'll see the "Find Your Club" screen with a search bar. Search thoroughly before creating anything.
Search using:
- Full club name, e.g. "Yugar Water Dragons"
- Club abbreviation, e.g. "YWD"
- Suburb or location, e.g. "Yugar"
- Part of the name
Search tips
The search checks club names, abbreviations and addresses. In the example, searching "yu" finds "Yugar Water Dragons" — it's flexible, so try a few different terms.
5Tap "Create Club"
If you've searched thoroughly and your club genuinely isn't there, tap the orange + Create Club button at the bottom right.
A confirmation dialog appears, asking you to confirm two things:
- You are an authorised administrator for this club
- The club does not already exist — search again if you're unsure
Tap "Create Club" to continue.
6Fill in Club Details
The "Create Club" form has several fields to complete.
Club info
- Club name: full official name, e.g. "Yugar Dugongs Swim Club"
- Club abbreviation: a 3–6 letter code, e.g. "YDSC"
- Club email: official contact address for the club
- Phone number: your mobile number
- Address: primary pool or club location
Phone verification
After entering your phone number, tap Verify. You'll receive an SMS with a code — enter it to confirm the number.
Choose passcodes
The app generates three four-digit passcodes automatically:
- Membership passcode: for regular club members to join
- Race starter passcode: for whoever starts races
- Club admin passcode: for administrators — keep this one secure
Tap any passcode to set your own, or keep the generated ones.
Phone verification is required
You can't create the club until your phone number is verified. Tap Verify, enter the code you receive by SMS, and a green checkmark confirms it.
7Tap "Done"
Once every field is complete and your phone is verified, tap Done in the top right.
A success dialog confirms the club has been created and shows your passcodes.
Write down your passcodes
Screenshot or note the Admin and Member passcodes shown in this dialog. You'll need them to:
- Add other administrators (Admin passcode)
- Help members join your club (Member passcode)
You can find them again later in Settings → Clubs → [Your Club].
Your club is now live. You're the first administrator, and can invite other committee members, set up payments, create meets, and invite swimmers to join.
Creating a Club from Settings
If you already have an account but need to create a club, you can do it from the app settings.
1Open Settings
From the main app screen, tap the menu or your profile to reach Settings.
2Tap "Club"
Under the ACCOUNT section, tap Club. That takes you to the Select Club screen.
3Tap "Create Club"
The Select Club screen shows a search bar and any clubs you already belong to. Tap the orange + Create Club button at the bottom right.
4Confirm Creation
The same confirmation dialog appears, asking you to confirm you're an authorised administrator and that the club doesn't already exist.
Tap "Create Club" to continue.
5Fill in Club Details
Complete the same form described above — the same fields and the same validation.
If your phone number was already verified when you set up your account, you won't need to verify it again.
6Tap "Save"
Once the details are complete, tap Save in the top right. The success dialog shows your club passcodes.
It also confirms you're being switched across to your new club.
After Creating Your Club
Next Steps
Now that your club exists, here's what to do next.
1. Add other administrators
Share the load with other committee members:
- Go to Settings → Clubs → [Your Club] → Administrators
- Add other presidents, treasurers, or committee members
- They'll need an account in the app first
2. Set up payments (optional)
To accept online registrations or sell club merchandise, connect Stripe:
- See Registrations & payments
- You'll need bank account details and business verification
- It takes about fifteen minutes
3. Create your first meet
Start scheduling club nights or carnivals:
- See Setting up your first meet
- Add events, set nomination periods, and invite other clubs
4. Invite members
Let your swimmers and families know about the app:
- Share the download links for iOS and Android
- Or just share swimclubconnect.com, which offers both — easier for a Facebook post, where your members will be on a mix of phones
- Tell them to search for your club during sign up
Updating club information
You can edit your club's name, abbreviation or address at any time in Settings → Clubs → [Your Club] → Edit Details.
Troubleshooting
I accidentally created a duplicate club
It happens when the search doesn't turn up an existing club. Get in touch straight away:
- Email ad***@*************ct.com
- Include both club names and which one should be kept
- We'll merge them and transfer any data across
My club name or abbreviation was rejected
A club with a very similar name or abbreviation already exists — the app blocks duplicates to avoid confusion. Try:
- Searching again for the existing club; you may have missed it
- A slightly different abbreviation
- Contacting us if you think it's an error
I didn't receive the verification code
- Check the phone number is correct
- Wait 60 seconds and tap "Resend Code"
- Check your phone has signal
- Make sure SMS isn't blocked by your carrier
- Restart the app
- Still nothing? Email us for manual verification
I can't find the "Create Club" option
- Make sure you're logged in
- Update to the latest version of the app
- During sign up, scroll to the bottom of the club list
- From settings, look under Settings → Clubs
I created a club by mistake
Get in touch and we can remove it:
- Email ad***@*************ct.com
- Include the club name and the reason
- We'll delete it from the system
Common Questions
Who can create a club?
Anyone can, technically, but only club officials should — presidents, treasurers, committee members. Whoever creates the club becomes its first administrator.
Does it cost anything?
No. Creating a club is free. Payment processing through Stripe is optional, and only needed to accept online registrations or sell merchandise.
Can I rename or delete my club later?
You can edit the name, abbreviation and address at any time in Settings. To delete a club, email ad***@*************ct.com.
What happens after I create a club?
It becomes visible to all app users immediately, so others can search for it and join. You hold full administrator permissions.
Can I create more than one club?
Yes. If you're involved with several — a coach working across different pools, for instance — you can create and administer as many as you need.
How do I add other administrators?
Settings → Clubs → [Your Club] → Administrators. You can add anyone with an app account; they'll be notified and can accept the role.
My club exists but I can't find it
Try the full name, the abbreviation, the suburb, or part of the name. If it still doesn't appear, email ad***@*************ct.com with the club name and we'll help you locate it.
Why do I need to verify my phone number?
It confirms a real person is creating a legitimate club, gives us a reliable way to reach you about club matters, and helps prevent duplicate or spam clubs.
What can club members see?
The club name, abbreviation and address. Administrator phone numbers and other private details aren't visible to them.
Still need help?
If you're stuck creating your club, or have a question this guide doesn't cover:
- Email: ad***@*************ct.com
- Include: your name, phone number, and the club name you're trying to create
- Response time: usually within 24 hours