Software for swimming pools

Swimming pool management software that ties the front desk, lanes and stock together

A swimming pool runs on a steady flow of people: lap swimmers with memberships in the morning, kids' swim teams in the afternoon, water aerobics groups in the evening, and goggles and caps sold at the front desk the whole time. Swimming pool management software has to show all of this from the administrator's side: who has arrived, how many visits are left on a membership, which groups are full and what is in stock. Most of the work happens in the class calendar and on the visitor's card.

Morning lap swimmers with memberships

Regulars are best served by a membership that is either unlimited for a period or based on a number of visits. From the visitor's card the administrator sees at a glance how many swims are left and, from the visit history, who has not shown up in a while. Arrivals are recorded in the schedule, and deduction follows the appointment status: if a visit is canceled, the used credit goes back onto the membership. A membership belongs to one specific client, so if a mother wants to hand her swims over to her daughter, staff handle the transfer manually rather than the visitor. A lineup of trial, main and large packages is laid out in the membership sales guide.

A kids' swim team hit by the seasonal cold

Each lane or separate pool can be added as a resource, so the calendar shows which one a group occupies at a given hour and which stays open for free swimming. Swim groups run as events with a spot limit per instructor, and the administrator puts anyone who did not get a spot on the waiting list. Attendance is marked in the event itself, and the class comes off the child's pack without anyone counting by hand. When a child is sick, the membership is frozen for a chosen number of days within the rules the pool set in advance, so paid classes do not expire while the child is at home. When a class has to move, the whole group is shifted with a group operation instead of one swimmer at a time.

Goggles, caps and earplugs at the front desk

Related products live in a catalog that shows stock on any chosen day, and every delivery is received with its purchase price. A sale is placed as an order right in the schedule next to the client's visit, and the payment lands in the cash register alongside memberships. To keep caps from running out mid-season, you create a rule with a status for items that are running low in the stock control section, as described in the article on stock level control. An inventory count checks the records against what is actually on the shelf and damaged goggles are written off with a separate warehouse document. The cash history keeps transactions apart for each account, so cash taken at the desk and card terminal payments show up separately at the end of the day, while income categories keep product sales apart from memberships.

An instructor at the lane

Instructors cannot always step away to the desk computer, so they see their groups and appointments in the staff mobile app, which can be installed on a personal phone too. After class, they note on the client card how the student swims and what to work on next. Pools sit in the list of sports venues alongside fitness, tennis and yoga.