Withdrawals - SwimTools UK

The ‘Entry Viewer’ service with SwimTools FTP allows you to add an entry viewer to your webpages.

Within the settings for the Entry Viewer you can turn on electronic withdrawals.

When a swimmer chooses to withdraw the swimmer details and events to withdraw are passed to a form.

You have 2 options under ‘Withdrawal form Type’

SwimTools

This is a FREE service to the community.

You don’t need to do anything else , the script will automatically use SwimTools website to collect the withdrawal from the parent.

2 emails will be sent for every withdrawal.

1) Parent confirmation of withdrawal
2) Meet organiser notification , this email will also have a link for a full summary of all of the withdrawals for your meet.

Please ensure the ‘Entries Email’ address is correct as this will be used when the emails are sent.

Custom

This will use your own withdrawal form on your website, you will need to specify the URL of the form.

The variables that are passed to the form are at the bottom of this page.

You may also choose to protect the withdrawals in 1 of 2 ways.

Verify Date of Birth Ask for Date of Birth when the withdrawal is processed.
This uses the competing swimmer file from the meet. You will need to run this report within Sport Systems
Reports > Entries > Competing Swimmers

Don’t worry that this is being uploaded to your web space as this file name is randomised to 40+ character hash so it would be practically impossible for someone to download or discover it.
Require Password Choose a password to be used when a parent or coach submits a withdrawal. You may choose to distribute this password to parents or coaches.

We have tested ‘Date of Birth’ verification at several meets and it has worked really well with no issues

Form variables.

Data	Variable
Meet Name	meetname
Swimmer Name	swimmer
Swimmer Year of Birth	yob
Swimmer Club	club
Events to Withdraw (All)	events
Event (x) to Withdraw	ev_x
	16 events will be sent ev1 to ev16 so variable ev1 will return the swimmers first event ev2 will return the swimmers second event ….

Verify Date of Birth	Ask for Date of Birth when the withdrawal is processed. This uses the competing swimmer file from the meet. You will need to run this report within Sport Systems Reports > Entries > Competing Swimmers Don’t worry that this is being uploaded to your web space as this file name is randomised to 40+ character hash so it would be practically impossible for someone to download or discover it.
Require Password	Choose a password to be used when a parent or coach submits a withdrawal. You may choose to distribute this password to parents or coaches.