Add, edit and archive swimmers

The roster at a glance

People → Roster is the master list of your active athletes. Each row shows age, competition category, the family’s Customer (billing) status, account Status (Connected means someone in the family can log in), USAS registration, and the swimmer’s registration and training groups. A Needs setup tag next to a name means their setup checklist has open steps. Use Columns to shape the grid, Search swimmers to find anyone fast, and Filters to narrow the list.

Birthdays

Click Birthdays, next to New swimmer on the active roster, to see who has a birthday. On a day with birthdays, the button also shows a count, like 2 today.

• The list has three parts: Today, Coming up (the next 14 days), and This past week. Each row shows the age they turn, the date, and how far away it is, like Tomorrow or In 11 days.
• Click a swimmer to open their page.
• Show next 2 weeks looks further ahead, and Show full year shows every birthday in the coming year.
• Only swimmers on your active roster are listed. A swimmer born on February 29 shows on February 28 in other years.

On a day with birthdays, Commit posts an alert at 6am in your team’s time zone, like ”🥳 Ava Smith turns 12 today”. Staff with roster access see it under Notifications on the Dashboard and get a push notification on their phone. The alert and the push both open the birthday list, and opening the list marks the alert as read.

All day, a 🥳 sits next to the swimmer’s name: on the roster, their page, meet entries, workout attendance, group lists, and message recipients. Hover it to see the age they turn.

In the Commit app, the birthday alert is under More → Notifications. Tap it, or the push, and the list opens as a sheet.

Step by step

Web app Mobile app

Add a swimmer

1. Open People → Roster and click New swimmer.
2. Fill in First name, Last name, Birth date and Competition category (Preferred name, Middle name and USA Swimming ID are optional), then click Add swimmer.
3. The Set up checklist opens next: parents, family account, program and billing, training group, and the welcome email. See Set up a new swimmer.
4. Most rosters build themselves through program registration. Use New swimmer for the one-offs: tryouts, transfers, mid-season joins.

Edit a swimmer

1. Click the swimmer on the roster. Their page opens in a side panel (the expand arrow opens it full screen) on Overview: Action needed lists meet commitments that are due, and At a glance shows their groups, enrollments and new best times. Tabs across the top cover the rest, in this order: Performance, Meets, Billing, Training, Attendance, Profile, Documents, Communication, Test sets, Jobs and Manage.

   

2. Profile has their contact info: athlete details, parents, siblings, and emergency contacts. It’s also where you send account invites. Manage has their training and registration groups, goals, and coach notes.

3. Edit on the Athlete Information card (on Profile) has a Middle Initial field. Entry files and roster exports take the middle initial only from that field, so a Middle Name filled in by registration or the USA Swimming sync never changes how the swimmer appears in a meet file.

4. Documents lists the waivers and forms from their program registrations and whether each one is signed. Send documents sends this family a waiver or form any time, from any program or uploaded on the spot, and lists it under Requested documents. See registration forms and waivers.

5. Communication (for staff with Communication access) lists every message coaches sent the family. Family contacts shows each person’s email as Receiving or Bouncing; Update email opens their Profile so you can fix a bad address. Search, filter by Status, Recipient or Dates, and Export the list. Click a subject for Delivery details: when each address was sent, delivered, opened, or bounced.

   

Work in bulk

1. Check swimmers on the roster to open the bulk bar: Change reg. group, Change training group, and More (Tags, Message, Export, Reports, Invite, Move to Inactive, Merge). Tags opens one dialog for every selected swimmer: tick a tag to add it to all of them, untick to remove it, or Create tag on the spot.

   

2. Export downloads the selected swimmers as .CSV, SDIF, or HY3 (Hy-Tek). Send the HY3 file to a meet host who imports rosters into Hy-Tek Meet Manager or Team Manager.

   

Archive swimmers who leave

1. Select them and use More → Move to Inactive. They keep their history (times, invoices, attendance) but leave the active roster, upcoming meets, and training groups. Find them later under Inactive at the top of the roster (next to Active and Archived). Select them there and Restore to Active brings them back, or More → Move to Archived files them away. The Archived view has Restore to Inactive.
2. Commit checks before moving them and tells you what’s in the way: an upcoming meet they’re entered in, an active enrollment with recurring payments, or a registration group they’re still in. Clear those first; unpaid history doesn’t block it.
3. Check the family’s billing afterward. Moving a swimmer off the active roster never cancels billing by itself; see inactive accounts with unresolved billing.

Common questions

What’s the difference between archiving and deleting? Inactive and Archived are reversible and keep every record. Delete (under More on the Inactive view, and on the Archived view) permanently removes the swimmer from that list; it’s for mistakes, not departures. For actual duplicates, merge them instead. When in doubt, archive.

Do archived swimmers still hold team records? Yes. Records and results history count every swim ever uploaded, active roster or not, so archiving a graduating senior never erases their record board line.

I added a swimmer who already existed. If the name and birth date (or USA Swimming ID) match someone on your roster, Commit uses the existing profile instead of making a duplicate, so re-adding is safe. You’ll see “Ava Smith is already on your roster,” or “…is active again” if they were Inactive or Archived. A swimmer from another team only matches on the exact name, birth date and USA Swimming ID.

Why are there swimmers on my Archived roster I never archived? When you upload meet results, swimmers in the file who aren’t on your roster yet are added to Archived, so their times count for records without crowding your roster. If one of them really swims for you, select them, click Restore to Inactive, then Restore to Active from the Inactive view.

A parent says the team vanished from their app. Archiving a family’s last active swimmer removes the team from the parent’s view. Reactivate the swimmer and it comes back.

Why does a swimmer show “No email”? Nobody in their family has an email on file. Add one on their Profile page and then invite them.

Can I import a whole roster? Yes. When you’re moving from another platform, the roster import during onboarding handles it. Contact team@commitswimming.com and we’ll import it with you.