Western Oaks Dolphins Swim Team

New (and Returning) Parent Quick Start:  Swim Meet Sign-Up (Swimtopia)

New to swim meets? You’ve got this 😊 

Returning for a glorious new season and need a refresher? We've got you 👍

Follow the steps below to sign up your swimmer and yourself for each meet.

Step 1: Sign In

• Go to ghwo.swimtopia.com
• Log in using your email and password
  (Or click the meet sign-up link shared by the team)

Step 2: Choose a Meet

• Click “Meet Sign-Up”
• Select the meet your swimmer will attend

👉 Important: There is no automatic entry. You must sign up for each meet your swimmer plans to attend.

Step 3: Set Your Swimmer’s Availability

1. Click “Swimmer Sign-Up”
2. Click on each child’s name
3. Choose one option:

• Not Attending
• Attending
• Early Relays
• Late Relays

(This lets coaches know if your swimmer is available and when they can swim relays.)

Step 4: Choose Events

• Click “Edit Entries” at the bottom of the page
• Select events for your swimmer
• Click “Save Entries”

Event Limits:

• Up to 3 individual events per meet
• Up to 5 total events per meet, including relays

Step 5: Sign Up to Volunteer

• Before leaving the page, select a volunteer role
• Training is provided for all roles, and new parents are always paired with experienced volunteers

💙 Swim meets can’t happen without parent volunteers—thank you for helping!

Helpful Tips for New Families

• Sign up early—it helps coaches plan relays and events
• Unsure which events to choose? Ask a coach

First meet nerves are normal (for kids and parents!)

⚠️ Common Sign-Up Mistakes (Easy to Avoid!)

• Forgetting to mark your swimmer as “Attending”
  Selecting events alone isn’t enough—be sure you also set your swimmer’s availability.
• Signing up for too many events
  Each swimmer may swim up to 3 individual events and no more than 5 total events, including relays.
• Skipping relay preferences for younger swimmers
  For younger swimmers, please indicate Early Relays, Late Relays, or Not Attending so coaches can plan accordingly.
• Not clicking “Save Entries”
  If you leave the page without saving, your swimmer’s events will not be recorded.
• Forgetting to sign up for a volunteer role
  Swimmer sign-up and volunteer sign-up are separate steps—please do both before exiting.
• Waiting until the last minute
  Early sign-ups help coaches build relay teams and reduce meet-day stress for everyone.

👍 If something doesn’t look right after you sign up, don’t panic—changes can usually be fixed before the meet. Just reach out to a coach or team parent for help.