Switching without risking a single gala.
Changing club software is a committee decision, not a shopping decision. This page is the honest version: what SwimNexus can take over today, what needs a pilot season, and how to move without putting a meet at risk.
The three systems most clubs are running.
Most clubs we speak to are not choosing between one product and another. They are holding together three disconnected tools and paying for the seams in volunteer hours.
The gala machine
A legacy desktop install such as Meet Manager, living on one laptop, understood deeply by one or two people, and increasingly hard to hand over to a new volunteer.
The member portal
A club administration platform such as TeamUnify or Swim Club Manager, holding members, payments and communication, but rarely joining up with the gala entries it generates.
The committee spreadsheet
The register, the rota, the fee tracker and the roster of who is actually swimming on Saturday, held together by the one person who knows which tab is current.
Move one layer at a time.
You do not need a big bang migration. Each step below is designed to be reversible while your existing system keeps running.
Bring your real data
Send a recent member list, a squad structure and one season of gala entry files. We import them into a working environment and report back on what came across cleanly and what did not.
Run one gala in parallel
Keep Meet Manager running your next open meet. Run the same programme through SwimMeetOS alongside it and compare the outputs, rather than betting the meet on a new system.
Move the register and fees
Once the gala route is trusted, stand up the squad registers and squad fee structure. This is the layer that saves the secretary and treasurer the most time each week.
Retire the old system
When a full season has passed without the old system being needed, cancel it. Until then it stays available, and your historical results remain on file regardless.
What moves today, and what does not.
A committee deserves to know where a supplier is still building. This is the current state, not a roadmap promise.
What committees ask before deciding.
Do we have to move everything at once?
No, and we would rather you did not. The normal pattern is to prove one layer first, usually either a single gala programme or the club register, while the existing system stays in place. Once a committee is confident, the next layer moves.
What happens to our historical results and personal bests?
Historical times are the asset that matters most, because seed times depend on them. We will tell you honestly which historical files import cleanly and which are worth keeping only as an archive. Nothing is deleted from your existing system as part of a SwimNexus pilot.
Will our gala recorders have to relearn everything?
Your recorders keep the skills they already have: programme structure, entry validation, heat seeding, DQ codes and referee sign-off all map onto familiar concepts. What changes is the interface, and the fact that they can work from any machine on the poolside desk.
Can we keep exchanging files with clubs that are not on SwimNexus?
Yes. Meet Manager compatible entry and results exchange is a supported, first-class path in SwimMeetOS. A host club on SwimMeetOS can run a gala while still exchanging files with clubs that submit the way they always have.
How long does onboarding take?
It depends entirely on how much of your historic data you want to carry across. We would rather give you a specific answer after seeing your live data than quote a marketing number here. Ask us with your club details and we will give you a straight estimate.
What does it cost?
Pricing is not published yet, and no payment is taken on this website. Pilot arrangements are agreed directly with our team. If a budget figure is the blocking question for your committee, say so in the enquiry and we will answer it directly rather than sending a brochure.
Start with one gala, not a contract.
Send us your club name, roughly how many swimmers you register, and the date of your next open meet. That is enough for us to tell you what a parallel pilot would look like for your club.