Roles & Passcodes
Three passcodes, three different jobs.
What You'll Learn
What each of the three club passcodes actually unlocks, who genuinely needs one, how to change a passcode, and — this is the part worth reading carefully — exactly what happens to your members when you change the Membership Passcode.
A passcode is only ever needed to join a club for the first time, or to take on one of two specific volunteer roles. Everyday use of the app — viewing results, following your swimmer, checking meet details — needs no passcode at all, whether you're a parent or a timekeeper.
The Three Passcodes
Every club has exactly three, each doing a different job. You'll find all three under Club Admin → Club.
Membership Passcode
Give this to parents joining your club.
A parent enters this once, when they first join your club in the app. It's meant to be shared reasonably freely — put it on your website, in your welcome email, wherever new members will find it. It's not a security secret in the way the other two are; it's more like a front-door code for people who are supposed to be there.
Race Starter Passcode
For the volunteer running races from pool deck.
Whoever is operating the app to start races on the night needs this to switch into the Race Starter role. Share it with that volunteer directly, not publicly — it's specific to the job, not to being a club member.
Club Admin Passcode
Keep this one to your committee.
This unlocks club settings — including the other two passcodes. Only share it with committee members who genuinely need to edit club details. If someone with this code leaves the committee, changing it should be one of your handover steps.
Changing a Passcode
All three are changed the same way:
Switch to the Club Administrator role
If you're not already in that role, switch to it — you'll be asked for your Club Admin Passcode.
Open Club
From the Club Administrator home screen, tap Club. This opens your club's editable details, including all three passcodes.
Tap the passcode you want to change
Tap Membership Passcode, Race Starter Passcode, or Club Admin Passcode, and enter the new 4-digit code.
Confirm
If you're changing the Membership Passcode, you'll see a confirmation explaining what it means for your members before it saves — see below. The other two save straight away.
Changing the Membership Passcode: Read This First
The next time each of your current members tries to use a club feature — nominating for a meet, for example — they'll be asked to enter the new passcode before they can continue. It's a one-time check, not something they'll be asked for repeatedly.
This is deliberate, and it's actually the point: it's what makes changing the passcode a real security action rather than a formality. If someone should no longer have access — they've left the club, or the old code was shared more widely than you'd like — changing the passcode is how you make sure that only people you give the new code to can keep using the app for your club.
This applies to every member, including you and your fellow committee members — there's no exemption for admins. The next time you tap into a club feature, you'll be asked for the new passcode the same as everyone else.
Because of this, it's worth sharing the new Membership Passcode with your members proactively — your website, an email, a message in your club group — rather than leaving them to discover the prompt on their own.
Changing Race Starter or Admin Passcodes
Neither of these has the ripple effect above — that behaviour is specific to the Membership Passcode, because it's the one tied to ordinary membership access. Changing the Race Starter or Admin passcode only matters to whoever next tries to use it to switch into that role. Anyone already in the role at the time isn't affected until they switch out and back in. Just make sure whoever needs the new code actually has it before it matters — your Race Starter before the first heat, your committee before the next settings change.
Which Code Should I Change, and When?
| Passcode | Change it when… |
|---|---|
| Membership | You want to stop new people joining freely (end of season, for example), or the code has been shared more widely than you'd like. |
| Race Starter | You have a new volunteer for the season and want the role's access to reset cleanly. |
| Admin | A committee member has left, or you're no longer confident the code has stayed private. |
Since these are only 4 digits, skip sequences like 1234 or 0000. The last four digits of your club's phone number, or a meaningful year in your club's history, tend to be easy for committee members to remember without being guessable.
Common Questions
Need Help?
If you need assistance with roles or passcodes:
- Contact form: swimclubconnect.com/contact-us
- Email: ad***@*************ct.com
- Facebook: facebook.com/swimclubconnect — video tutorials and community support
- Include: Your club name and a description of what you're seeing