Swim Club Membership Management System: Database, Renewals & More
Stop juggling spreadsheets and paper forms. Swimly gives you a centralised membership system with automated renewals, waiting lists, and family accounts built for UK swimming clubs.
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Complete Database Management for Swimming Clubs
Centralised Member Database
- Track 200+ members across multiple squads in one searchable database
- Automated category management for Swim England and ASA memberships
- Family linking with sibling discounts and multi-swimmer accounts
- DBS and qualification tracking for coaches and volunteers
- Medical conditions, allergies, and emergency contact records
Automated Renewals
- Set annual renewal dates and automate reminder emails
- Email sequences at 30, 14, and 7 days before expiry
- Members renew online with a single click
- Dashboard showing renewal rates and lapsed members
Waiting List Management
- Online waiting list form that captures all required information
- Automatic position tracking with transparent ordering
- Email updates as places become available
- Convert waiting list prospects to members instantly
Member Communications
- Send bulk emails or SMS to all members or specific squads
- Template library for welcome emails, renewals, and gala invites
- Communication history stored against each member record
- Full audit trail of all messages sent
What changes for your committee
Replace hours of spreadsheet admin with a system that does the work for you.
- Membership Secretary manually types new member details from paper forms
- Renewal reminders sent one by one from personal email
- Waiting list tracked in a separate document nobody can find
- DBS expiry dates discovered too late at a Wavepower audit
- Parents register online and data flows straight into your database
- Automated renewal emails at 30, 14, and 7 days before expiry
- Waiting list with automatic position tracking and notifications
- DBS dashboard flags expiring checks 60 days in advance
How membership management works
Import your existing members
Upload your current membership list from a spreadsheet. Swimly maps the fields automatically and creates member records in seconds.
Set up membership categories and renewal dates
Define your membership types (junior, senior, masters, family) with their fees and renewal schedules. Swimly handles the rest.
Members manage their own details
Parents and members can update contact details, add emergency contacts, and renew memberships through their portal. No more chasing updates.
Track renewals and grow your club
Your dashboard shows who's renewed, who's lapsed, and who's on the waiting list. Report membership numbers to Swim England with one click.
Membership management that works where you do
Committee volunteers manage membership from the pool gallery, the kitchen table, and the car park. Swimly works on every device, everywhere.
Poolside check-in
A parent asks if their child is registered for next term. Pull up their record on your phone in seconds. No laptop, no spreadsheet, no "I'll check when I get home".
AGM ready in minutes
Committee needs a membership report for the AGM? Export current numbers, renewal rates, and category breakdowns. No more stitching together three different spreadsheets.
Seamless handover
When the Membership Secretary steps down, the new person logs in and everything is there. No lost USB sticks, no "ask Karen, she had the spreadsheet".
Wavepower compliant
DBS checks, qualifications, and safeguarding records tracked against every coach and volunteer. Know at a glance who is due for renewal.
Built for British swimming clubs
We're building Swimly with input from real club volunteers. If your membership admin still runs on spreadsheets and email chains, we'd love to talk.
Join the pilot programmeRelated features
Replace your membership spreadsheets
Join the waiting list and be the first to try Swimly when we launch.
Join the waitlistFree for clubs with fewer than 50 members. No credit card required.