ESTHER Registration Software Overview

Registrations of members and clubs are entered into the database via a web-based software application. The software is named ESTHER (Electronic System To Help Every Registrar) and is named for USMS’s long-time database administrator, Esther Lyman. There are two different interfaces to the software - one for registrars and one for members. 

  1. The LMSC registrar is given a user ID and password to carry out registration duties using the ESTHER software.  Registrars may not share their IDs and passwords with anyone else, as it is the sole responsibility of the registrars to handle USMS registrations and personal information of their members.  New registrars must sign the USMS Confidentiality Agreement available from the National Office.

  2. The software generates and assigns a USMS ID number for each new member registered, and maintains the member’s permanent ID for renewals.  The last five characters of the number comprise the member’s permanent ID number. The software will retrieve the permanent ID for any member, nationwide, who has previously been assigned a permanent ID (to avoid generating a duplicate ID for that member).

  3. The ESTHER software maintains a database for new registration of all individuals and renewals for all members who have been assigned a permanent ID.  The Registration software also will register clubs and maintain a database for clubs registered since 2007.

  4. In addition to registering members, the software contains the following features.
    1. LMSCs can set up fees for their portion of the annual membership fee; club or workout group registration fees; transfer fees; and end-of-year membership fees. LMSCs can also set up age-based discounts for members (such as a discount off the LMSC fee for all members over a certain age)
    2. Member accounting reports can be generated showing payment details and amounts for members registered during a specified timeframe
    3. Member rosters can be generated for an entire LMSC or for specific clubs or workout groups
    4. Mailing labels can be generated for an entire LMSC or for specific clubs or workout groups
    5. Check-off boxes for coaches and officials; opt-out boxes for email messages, sponsor postal mailings, and SWIMMER magazine (there is no discount if a member does not want the magazine).
    6. Members may designate on their registration forms a donation to the USMS Swimming Saves Lives Foundation, the International Swimming Hall of Fame (ISHOF), or their LMSC (if that LMSC accepts donations). The donations will automatically be tallied by the software in the accounting reports.
    7. For online registrations, LMSC fees will be returned to the LMSC’s treasurer on a monthly basis.  Likewise USMS will bill the LMSC for the USMS fee and donations entered (from paper registrations) on a monthly basis.  The treasurer should distribute local LMSC donations (should they be collected) based on the monthly report of those fees that were collected.
    8. Fields exist for customization by the registrar so that questions may be included in the software for a topic unique to an LMSC (such as whether a member wants to receive a local newsletter).  These fields may also be used just by the registrar, without being displayed during the online registration process.
    9. The name/abbreviation of workout groups, may be set up by the registrar to appear on the right-side fold of the registration card set.
    10. The software is not able to handle one-event registrations and conversions.  Instead, for each One Event registration held during the month, a summary Excel spreadsheet should be sent to the National Office.  The $12.00 per participant fee will be billed to the LMSC along with the monthly invoices sent from the National Office for cash/check receipts for normal registrations.   See the One Event Registrations section for information and instructions.
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