SwimClubOS - Swimming Club Management Software

1. Membership & Households

Unified Family Profiles: Group siblings and guardians under clear household accounts with self-service updates.
Safeguarding & Welfare: Secure storage of medical notes, emergency contacts, photo consents, and Swim England membership numbers.
Role-Based Security: Strict access boundaries ensuring coaches, treasurers, registrars, and committee members only view authorized member data.
Swimmer History: Complete chronological log of squad promotions, training attendance, and club milestones.
Trials & Waitlists: Track trialists through assessment and acceptance without a parallel spreadsheet.
Membership Records: Renewal dates, category and national membership numbers held against the swimmer rather than a filing cabinet.

2. Squads & Poolside Attendance

Poolside Tablet Registers: Quick, one-tap attendance marking designed specifically for coaches standing poolside.
Timetable & Venue Management: Map training sessions across multiple pool locations, days, and time slots.
Swimmer Progression: Track trialists, squad moves, and capacity limits across performance and developmental squads.
Attendance Reporting: Spot attendance dips early and generate session commitment reports for squad reviews.
Coach Coverage: See who is expected on the poolside for each session before it starts.
Attendance Trends: Session-level trends over a season, so a coach can evidence a swimmer's commitment.

3. Automated Billing & Family Invoicing

Squad Fee Automation: Automatically calculate monthly dues based on assigned squad tiers and multi-swimmer discounts.
Integrated Direct Debit Workflows: Seamless collection through modern payment providers, reducing manual bank reconciliation.
Transparent Family Statements: Parents can view itemized invoices, payment history, and current balances anytime.
One-Off Charges: Handle joining fees, kit orders, and annual club subscriptions without separate paper tracking.
Arrears Visibility: Outstanding balances surfaced for the treasurer with a clear history rather than a manual chase list.
Finance Reporting: Income by squad, by swimmer and by period, ready to take to a committee meeting.

4. Club Meet Entries & Results

Gala Entry Intake: Publish upcoming open meets to eligible squads and collect swimmer entries directly online.
Personal Best Validation: Check entry times against verified club records to avoid incorrect seed submissions.
Consolidated Club Entry Files: Export clean entry files ready for meet hosts and gala promoters.
Entry Fee Collection: Add gala entry fees directly to family invoices, eliminating cash and checks.
Selectors & Team Managers: Scoped access so team managers can manage a fixture without seeing the whole club's finances.
Direct Host Handoff: Where the host runs SwimMeetOS, the entry pack transfers without retyping names or times.

Who It Is Built For

Membership Secretaries & Registrars: Eliminating paper forms and keeping member information accurate.
Head Coaches & Squad Leads: Running calm poolside sessions with digital registers on their phones or tablets.
Treasurers & Finance Teams: Automating recurring squad dues and keeping bad debt to a minimum.
Welfare Officers: Keeping emergency contacts and medical data securely at hand.
Parents & Guardians: Managing all their swimmers from a single, modern mobile portal.

Proven in Production

Not a demo. A club's actual admin.

Academy Swim Team moved its real operations onto SwimClubOS. That is the difference between a polished product pitch and software running on a Tuesday night.

Live tenant A real club with real families, running membership, squads, registers and payments every week.

Weekly use Coaches take registers poolside as part of the normal training week, not a pilot script.

First-party Built by people who run the club operations it serves, rather than a generic CRM with a swimming skin.

Straight Comparison

SwimClubOS, TeamUnify and Swim Club Manager.

Club committees typically shortlist these three together. This is an honest summary of where each approach lands.

Comparison describes the operating model and typical fit of each product. It is not a feature count, and each incumbent is stronger than SwimClubOS in areas outside swimming club administration.
Consideration	SwimClubOS	TeamUnify	Swim Club Manager
Primary fit	UK competitive swimming clubs, squads and gala entries.	Large club and programme administration, widely adopted internationally.	Swim schools and lesson-based programmes as well as clubs.
Poolside registers	Purpose-built one-tap attendance for coaches on a tablet or phone.	Available within a broader administration suite.	Available, strongly oriented to teaching and lesson attendance.
Fee collection	Squad tiers, multi-swimmer discounts and direct debit collection reconciled in the same system.	Established billing and payment tooling.	Established billing tooling around lessons and memberships.
Meet entry handoff	Verified club entry pack transfers directly to a SwimMeetOS host; Meet Manager compatible files otherwise.	Entry export for host clubs.	Entry export for host clubs.
Parent portal	Deliberately narrow mobile portal: swimmers, statements, registers and gala responses.	Broad member portal with many additional modules.	Broad portal with strong lesson booking features.
Scope	Narrow and deep on club administration and gala entry.	Very broad, including fundraising and programme marketing.	Very broad, including teaching and lesson scheduling.
Maturity	Live in production with one club. Deliberately onboarding slowly.	Long-established, large user base, extensive support organisation.	Long-established and widely used by UK swim schools.

TeamUnify and Swim Club Manager are trademarks of their respective owners, referenced for comparison only.

Questions

Questions club secretaries ask us.

Does SwimClubOS replace TeamUnify or Swim Club Manager?

SwimClubOS replaces the club administration layer: membership records, squad structure, poolside attendance, recurring fee collection, club meet entries and family communication. It does not try to be a full swim-school lesson scheduler or a national rankings database. If a club needs a hybrid, we will say so rather than oversell it.

Can we import the data we already hold?

Yes. Member lists, household groupings, squad assignments and historical attendance are the usual starting point, and a parallel period is normally run before the old system is retired. We will tell you plainly which fields import cleanly and which need a decision from your committee.

How does squad fee collection actually work?

Squad fees are calculated from the squad tiers a swimmer is assigned to, including multi-swimmer household discounts, then collected through a supported direct debit provider. Parents see itemised statements and balances in the family portal, which removes most of the treasurer reconciliation work.

Where does member data live, and who can see it?

Each club runs in its own isolated operational database and storage root. Role-based permissions decide what coaches, treasurers, registrars, welfare officers and committee members can see. Medical notes, emergency contacts and photo consents are held under restricted access rather than in a shared document.

Do parents need to learn a complicated portal?

The family portal is mobile-first and deliberately narrow: view your swimmers, update your own household details, see registers and attendance, check statements, and respond to gala entries. Anything a parent does not need does not appear.

How do gala entries connect to our meet entries?

Gala entries are opened to eligible squads, gathered online, validated against verified club times, then exported as a consolidated club entry pack for the meet host. If the host is running SwimMeetOS, that pack transfers without retyping.

Next Step

Bring your club's hardest workflow.

Tell us how many swimmers you register, how many squads you run, and what your treasurer currently spends their evenings on. We will show you the equivalent in SwimClubOS, and be straight about what it does not do.

Ask About Club Testing See SwimMeetOS