Add account holders

The Add Account Holders form adds one or more account holders in one go. For each account holder you can add their students, and put each student on waitlists.

The same form opens after you upload a CSV file, already filled in. See Import account holders and students.

What you need before starting

The account holder’s details. Their first name, last name, email address, phone number, address, and post code.
Each student’s details, if you add students. Their first name, last name, and date of birth.
The award scheme and registers, if you put a student on a waitlist. See Student Waitlist overview.
One email address for each account holder. Put all of a family’s students under one account holder.

Open the form

Select Account Holders from the main menu.
Select Add Account Holders.

The Batch Account Holder Creator page opens with one empty account holder.

Fill in an account holder

Field	Required	What to enter
Internal Reference ID	No	Your own ID for the account holder, for example `ABC-123`. Use letters, numbers, dashes, and underscores only. Up to 32 characters.
First Name	Yes
Last Name	Yes
Email	Yes	The email address they will log in with.
Phone	Yes	Numbers, spaces, dashes, and a `+` at the start only.
Secondary Phone	No	A second phone number.
Address	Yes
Post code	Yes

When the email address already exists

Another account holder uses it. Swimio does not add a new account holder. It adds the students to the account holder who already has that email address. It does not change that account holder’s name, phone, or address.
A staff member uses it. Swimio adds the account holder. The person then has two accounts with one email address, and Swimio asks which one to open when they log in.

Add a student

Students are optional. You can add an account holder with no students. The account holder can add their own students later, from their account.

Under the account holder, select Add a Student.

Fill in the student:

Field	Required	What to enter
Internal Reference ID	No	Your own ID for the student. Letters, numbers, dashes, and underscores only. Up to 32 characters.
First Name	Yes
Last Name	Yes
Middle Name	No
Date of Birth	Yes
Medical Condition	No	Any medical condition staff should know about.

To add another student, select Add a Student again.

Each student must meet the rules for every student, such as the minimum age.

To remove a student, select Delete on the student.

Put a student on a waitlist

You can put a student on one or more waitlists while you add them.

On the student, select Add To Waitlist. The Add to Waitlist window opens.
Choose the Award Scheme.
Under Registers, tick each register whose waitlist the student should join. You must tick at least one register.
Set the student’s Score. You can type it, or work it out with the ability form:
1. Select Use Form.
2. Tick each skill the student can do. Calculated Score adds up the points.
3. Select Use Score.
Select Save.

Result: the student shows the registers under Waitlists. Swimio adds the student to those waitlists when you submit the form.

The score cannot be higher than the award scheme’s top score.

Add more account holders

Select Add an Account Holder at the bottom of the page.
Fill in the new account holder, and their students.

Each account holder shows as a row with their name. Select the row to open or close it. To remove an account holder, open the row and select Delete Account Holder.

Your Swimio plan sets how many account holders you can add in one go.

Submit the form

Select Submit.
If a field is wrong, the account holder’s row shows Validation Error, and the field shows a red message. Fix each field, then select Submit again.
If a student has the same first name, last name, and date of birth as a student already in Swimio, Swimio shows Duplicate Students Found. The row shows Duplicate Student, and the student shows Duplicate.
- To check the students first, select Cancel. Delete or change the duplicate students, then select Submit again.
- To add them anyway, select Ignore and Continue. Swimio adds the duplicate students as new students.

Result: Swimio shows Your account holders and students are being imported and opens the Account Holders list. Swimio adds the account holders, students, and waitlist entries in the background. The list shows a progress bar until it finishes.

To leave the form without adding anything, select Cancel.

How the account holder logs in

Swimio does not email the account holder when staff add them, and it does not send them a password.

Tell the account holder to set their password:

Open your Swimio login page.
Select Forgot Password ?.
Choose Account Holder.
Type their email address, and select Submit.
Open the email from Swimio, and set a password.

They do not need to confirm their email address, because staff added it.

Common problems

Problem	Why it happens	What to do
Phone field must only contain +,-,0-9	The phone number has letters or other signs.	Use numbers, spaces, dashes, and a `+` at the start only.
Internal Reference ID must contain only letters, numbers, dashes or underscores	The ID has spaces or other signs.	Remove them.
Please select at least one register	No register is ticked in the Add to Waitlist window.	Tick a register, or close the window without saving.
Invalid Waitlist Data	The waitlist choice does not match the award scheme. For example, the score is higher than the award scheme’s top score.	Open Add To Waitlist on the student again, and choose the award scheme, registers, and score again.
An account holder has more students than expected	Their email address was already used by an account holder, so Swimio added the students to that account holder.	Open the account holder’s profile, and check their students.