Levels, lanes, classes, passes and pool checks kept for every swimmer.
Enquiries, assessment swims, graded classes, lane plans, registers, make-up lessons, term passes and pool water readings sit on each swimmer’s file. A swimmer carries a level, a skills checklist, a class and a pass balance from the first assessment to a badge. Instructors tick the register at the poolside on a phone, and the front desk sees open lane places as they change.
- Levels, lane plans and pass types entered the way your academy teaches
- Swimmer lists, classes and pass balances brought across
- Changes to levels and fee terms made by GullySystem staff on request
Learn-to-swim schools and swimming academies keep assessment swims, graded classes, lane plans, term passes and water logs in Swimming Academy Management Software, which GullySystem configures. Each swimmer holds a level, skills checklist, class, lane and pass balance. Instructors mark registers at the poolside, missed lessons join a make-up list, and parents see progress and dues.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry and assessment
A parent asks for lessons. It arrives by phone, form or message. The enquiry is noted with the swimmer’s age, an assessment swim is booked, and then the instructor enters the starting level.
- 2
Class and lane
The swimmer is placed in a class at that level, on a lane and at an hour with a free place. Consent, medical details and the pass are recorded before the first lesson.
- 3
Lessons
Instructors mark the register at the poolside and tick the skills practised. An absent swimmer joins the make-up list for the same level.
- 4
Progress
When the skills checklist is complete, the instructor passes the swimmer to the next level. A badge is issued. A report card goes to the family.
- 5
Pass renewal
Lessons used are counted against the term pass. The desk lists passes ending soon. It messages the family and posts the receipt on renewal.
- 6
Pool checks
Water readings are logged at set times. Checks are quick. Anything out of range is flagged to the manager, and the entry is kept against the pool and the date.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Lead Management
Each enquiry is logged with the swimmer’s age and goal, and the assessment swim and the level given stay on the same record.
- Resource and Room Booking
Lanes are held by the hour with a class size, so a double-booked lane or instructor is flagged before the plan is saved.
- Attendance & Time Tracking
Instructors tick the register at the poolside, and late arrivals and cancellations are noted against each swimmer and class.
- Appointment Scheduling
A missed lesson waits in a list by level until the desk offers a free place in a matching class.
- Performance Management
Skills are ticked against each level with the date passed, and a completed list moves the swimmer up and prints the badge.
- Subscription Billing
Terms, lesson blocks and monthly passes carry a running balance, and each lesson used is counted until the pass ends.
- Quality Control
Chlorine, pH, temperature and backwash readings are logged at each check, and a value outside the agreed range is flagged.
- Document Management
Medical notes, consent forms and photo permissions are stored on the swimmer’s file with the renewal date for each form.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
Academy owner
Read swimmers by level, lane use by hour, passes ending, instructor hours against fee income and stock in the shop without asking the desk.
Head instructor
Place swimmers, move them between levels, review skill checklists and see which lanes are full and which are empty.
Instructors and lifeguards
Mark registers, tick skills, check the lane roster and log water readings from a phone at the poolside.
Front desk
Book assessment swims, sell passes, arrange make-up lessons, post receipts and send notices to families.
Parents and adult learners
See the next lesson, the pass balance, the skills passed and the badge earned without calling the desk.
The numbers the owner asks for.
- Swimmers by level, class and lane
- Lane use by hour, with empty places
- Attendance by class and swimmer, with make-ups owed
- Skills passed and badges issued by level
- Passes sold, lessons used and passes ending
- Water readings by pool and day, with out-of-range entries
- Instructor and lifeguard hours by session
Who this is built for.
- Learn-to-swim academies teaching children and adults in graded classes
- Swimming clubs with competitive squads alongside beginner classes
- Academies that hire lanes in a public or school pool
- Schools and residential complexes that run their own pool programme
- Academies that also offer aqua fitness and holiday intensive courses
When it is not the right choice.
- A coach teaching two or three swimmers a week does well enough with a paper diary and a phone for lesson reminders.
- Companies that build and maintain pools will find Swimming Pool Company Management Software closer, and gyms with a pool as a minor extra will find Gym Management Software closer.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- WhatsApp or other messaging
- SMS
- Card and payment gateway
- Accounting export
- Calendar feed for lessons
Questions owners ask before a demo.
Can a lane hold classes at different levels through the day?
Yes. A lane is planned by hour, and each hour carries its own class, level and instructor. A clash is flagged before the plan is saved.
How is a swimmer moved to the next level?
The instructor ticks each skill on the checklist for the level. When the last tick is made, the swimmer can be passed up and the badge is printed.
What happens to lessons a child misses?
They join the make-up list at the swimmer’s level. A free place in a matching class is offered, and the pass balance shows the lesson as taken or owed.
Can we set different passes for children and adults?
Yes. Each pass type has its own number of lessons, validity and price. Adult lap sessions and children’s terms can sit side by side.
Where do the water readings go and who sees them?
Every reading is filed under its pool, the date and the clock time, beside the name of whoever took the sample. The manager sees every entry, and an out-of-range reading is highlighted on the day.
Do parents see their child’s progress?
Yes. A family login shows the skills passed, the next level, the pass balance and the lesson timetable for its own swimmers only.
Does it work if we hire lanes from a public pool?
Yes. The hired lanes are entered with their hours, and classes are planned only inside them. Each hired slot has a cost. That cost is booked to the pool.
How do we move from our spreadsheets?
Swimmer lists, classes, levels and pass balances are loaded at set-up. A worklist of swimmers whose birth date or parent consent is blank goes to the desk, which fills those gaps first.
Can we take our swimmer records with us if we leave?
Yes, every swimmer file, lane register, skill record and pass ledger can leave as a spreadsheet, and the export steps are spelled out in your quotation.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
See Swimming Academy Management Software with your own data.
Tell us how you run things today. We’ll show you the parts that matter to you and say plainly what would need changing.
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- A reply within one business day
- Your details stay private
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