Overview
The Pool Queue SWIMS Integration module enables USA Swimming clubs to seamlessly connect their Pool Queue system with the USA Swimming SWIMS system, allowing efficient management of swimmer data.
Key Features
- Import Accounts/Members from SWIMS
- Compose SWIMS Registration Link
- Warning System for Data Inconsistencies
Using the SWIMS Integration Interface
Accessing the SWIMS Interface
Log in to the Administration Interface. Go to Members > SWIMS. The SWIMS interface will load, displaying the current season’s swimmer registration information.
Season Selection
- The season selection box at the top defaults to the current season.
- To view past seasons, use the dropdown menu to select the desired season.
Managing Swimmers
Swimmer Presence Status
- Aligned: The swimmer is matched in both Pool Queue and SWIMS.
- Needs Sync. The is found in both Pool Queue and SWIMS, but key information needs synchronizing from SWIMS to Pool Queue.
- Pool Queue: The swimmer is found only in Pool Queue.
- SWIMS: The swimmer is found only in SWIMS.
Interactive Grid
- Swimmers are presented in a grid with a selection box on each row.
- The first column displays the highest warning level for each swimmer (low, medium, high).
- Use the Filters panel to filter swimmers by attributes like Presence, Warning level, ID Number, Member name, Roster, and Registration Type.
- Select one or more rows to enable the Batch Actions command.
Core Features
Synchronize SWIMS to Pool QUeue
- Select swimmers with the presence status of Needs Sync from the grid.
- Click on the Batch Actions button.
- Choose the Synchronize from SWIMS command.
- Once complete, the system will report the number of members that were successfully synchronized.
Import Accounts/Members from SWIMS
- Select swimmers with the presence status SWIMS from the grid.
- Click on the Batch Actions button.
- Choose Import Accounts/Members to Pool Queue.
- Once complete, new Accounts and or Members will have been imported to your Pool Queue system
Compose SWIMS Registration Link
- Select swimmers with the presence status Pool Queue from the grid.
- Click on the Batch Actions button.
- Choose Compose SWIMS Registration Link.
- An email dialog will appear, pre-filled with some text and the necessary registration URL.
- Customize the email content if needed. Send the email to the pre-filled recipient addresses.
Warning System for Data Inconsistencies
- Warning Levels:
- High: These warnings should be resolved as soon as possible. For example: Missing email address in the SWIMS record, SWIMS member number not matching Pool Queue member number.
- Medium: These warnings may impact meet entries in the future. For example: SWIMS date of birth does not match Pool Queue date of birth.
- Low: These warnings may have a low impact. For example SWIMS name does not match Pool Queue name.
- Warnings Panel:
- Displays warnings for the selected swimmer.
- Address warnings to ensure data alignment between Pool Queue and SWIMS.
- High priority warnings should be resolved promptly to prevent data discrepancies.
Panels Overview
Filters Panel
The Filters Panel helps you narrow down the list of swimmers by various criteria. This is useful when you want to focus on specific groups of swimmers, such as those with mismatched data or those belonging to a certain roster. By applying filters, you can quickly find and manage the swimmers that need attention.
Details Panel
The Details Panel shows comprehensive information about the selected swimmer. If you select multiple swimmers, the panel will prompt you to select just one. This panel is essential for reviewing and verifying individual swimmer details, ensuring that all data is accurate and up-to-date.
Warnings Panel
The Warnings Panel highlights any inconsistencies or missing information for the selected swimmer. Warnings are categorized by severity (low, medium, high) and should be addressed to maintain data integrity between Pool Queue and SWIMS. This panel helps you quickly identify and resolve issues that could lead to discrepancies in swimmer records.
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