Introduction to the Admin Tools

Overview

The administrative tools, ESTHER, maintains a database of membership and club information since 2007, as well as reporting capabilities. ESTHER is read-only, which means membership coordinators can read data, but are unable to edit member and club data. Information is continuously updated, allowing you to see accurate information.

This video will walk you through logging into ESTHER and the admin tools dashboard.

Login

Admin volunteers will have two logins - We suggest that you bookmark the two different landing pages and if you store usernames and passwords in your browser, configure those separately as well—they will not be the same.

1. My USMS login (usms.org/login) because you’re a member based on your email address and password.
2. ESTHER login (usms.org/usmsadmin) to access admin tools based on your unique username and password. 

LMSC membership coordinators are given a username and password to ESTHER, and since this role has access to our members' personal information, including birthdates, they are required to sign the USMS Confidentiality Agreement, provided by the National Office, before given access to the admin tools.

Accessibility

• View member and club records that contain the following information:

  • Contact Information

  • Registration history

  • Historical payment information

  • Membership add-ons:

    • Designation coach/ALTS add-ons

    • Self-identified coach/certified official

    • Coach certifications levels

    • Swimming achievements and meet results

    • USMS service and recognition

• Create reports for an entire LMSC or for specific clubs or workout groups (i.e., member reports, club or workout group contacts, RE1 file for a meet director, etc.).

• Historical accounting reports showing payment details for a specified timeframe prior to April 1

• Create and send emails to members or club contacts within your LMSC

Registration and Permanent IDs

Each member is assigned a yearly USMS registration ID, comprised of a 10-character alphanumeric sequence (XXXX-XXXXX). The registration ID consists of the two-digit LMSC number, the last digit of the registration year, an additional character, a hyphen, and another five characters.

• Registration ID references a member’s yearly 10-character sequence (XXXX-XXXXX)
• Permanent ID references a member’s unchanging 5-character sequence (XXXXX)

Example of USMS registration ID format: XXYA-BCDEF

• XX = LMSC number (official LMSC numbers)
• Y = Last digit of year (2023=3)
• A = a unique character that is a checksum of all characters to verify that the registration year
• BCDEF = alphanumeric characters; this sequence of five characters is the member’s permanent ID and will not change from year to year.

Still have questions?

We have a lot of reference material in our Guide to Local Operations, where we have specific sections for Tutorials and Member Self-Management Details and Administrative Procedures, inclusive of information, tutorials and instructions. Don't be overwhelmed; many of them are short video tutorials and most of the PDF tutorials contain lots of illustrations. 

There's a ton of great stuff here, but if you didn't find what you're looking for, or you did but have additional questions, we're here to help! Volunteer Services is available via phone (941) 256-8767 or via email volunteer@usmastersswimming.org.