Event Director Updates

The event director is critical role when it comes to running an event. They are the operational and informational hub that connects USMS, the event operations, the facility, volunteers, and swimmers.
We have outlined a few details on what the event director can do with their event on usms.org, what communications they receive, what happens when they want to transfer their role to someone else, and how they can manage their visibility on the calendar of events.

What they can do on usms.org

All event directors will now be required to have a USMS My Account. This helps verify the event director's email address is input correctly as there is an email verification/password setup step. Once you have an account, you can log into the event dashboard and:

Sanction or submit an event
Review past events or events that need edits
Edit the event's information
Transfer the event director role to someone else

Communications they receive

Event Directors receive important USMS communications as many of their emails will come from prospective event participants on the Contact Us form on their event detail page.

Important USMS updates and marketing campaigns they could be featured in
Event sanctioning information, including receipts, status of sanction, and approval
Event surveys
Prospective event participant emails

Transfer role to another person

If the current event director is stepping down, here is how to transfer their role and what happens when they do.

If the new person is a member or has a My Account

Go to the event dashboard
Open the event director section
Select "Someone else is the event director" button
Search for their name in the search bar
Select them, hit Confirm, then Save and Continue
Go to the bottom of the page and hit Submit Update
As soon as you hit Submit Update, the new contact will receive an email alerting them that they can log in and you will no longer be the contact or have access to update the club

If the new person is not a member or does not have a My Account

NOTE: the event cannot complete the sanction application until the new contact has completed their My Account set up.

Go to the event dashboard
Open the event director section
Select "Someone else is the event director" button
Instead of searching for them in the search bar, hit Add New
Input their contact information in the boxes
Hit Confirm, you will then see that they have red Account Pending text above their name to let you know they have not created their account
Hit Save and Continue
The new event director will receive an email alerting them they need to finish creating a an account by creating a password (the event cannot finish their sanction applicaiton with this new person as the contact until they finishing creating their account)
They click the link, create a password, and log in to My Account
As soon as they log in, they will have access to update the event along with you until the event update/sanction occurs and then is approved by USMS
Once approved, you and any other event director will no longer have access to update the club and you will receive an email notifying you the new event director has taken over
Until you receive that email, you are still the event director

Manage their visibility on the Calendar of Events

An event director can choose whether they want their name, email address, or phone number listed on the calendar of events. Their email address will still receive emails from USMS and the Contact Us form on the event detail page but it just won't be visible on usms.org. We recommend the name and email are listed. If they want to update any of those three pieces of information, they would just go to the event dashboard, open the event director section and either check or uncheck the box next to the piece of information they want to update and then hit Save and Continue and Submit Update. It might take a couple of days for the change to go into effect.

Other Notes

If the event director is a USMS member or has a My Account but does not want to use the email tied to their personal My Account as the event director email. Instead, they want to use a generic club/event/personal email, they would go into the event director section and select “Someone else is the contact”. From there, they would be able to select a first name, last name, email, phone number, city, and state. These could all be generic event items but you would need to make sure the email address is one that people check.
An event director should be someone who checks their email at least once a day because potential participants are often looking for information about events in the coming days. If it takes longer than a day to respond, they may give up on the event and try another one.