Swim Club Software UK

Swimming club software built for British competitive swimming clubs. Manage membership, automated billing, attendance tracking, and Wavepower compliance in one platform designed for volunteer-run teams.

Why swimming clubs need dedicated software

Most UK swimming clubs still manage their operations using spreadsheets, email chains, WhatsApp groups, and paper registers. This creates unnecessary administrative burden for volunteer committees:

  • • Membership records scattered across multiple spreadsheets and email inboxes
  • • Manual fee collection via bank transfer, requiring constant chasing and reconciliation
  • • Session registers printed and filled in by hand, then lost or forgotten
  • • Safeguarding and DBS records stored in folders nobody can find
  • • Committee handovers that mean starting from scratch every two years
  • • Parent communication through dozens of WhatsApp messages and missed emails

Swim club software brings all of this into one purpose-built platform, saving volunteer committee members 10-15 hours per week on administrative tasks.

Manual methods vs swim club software

Task Manual Method With Swimly
Membership records Spreadsheet emailed between committee members, often out of date Centralised database, real-time updates, role-based access
Fee collection Bank transfer requests, manual reconciliation, chasing late payers Automated Direct Debit, payment tracking, automatic retry on failure
Session attendance Printed registers, hand-filled, filed (or lost) Digital registers on coach's phone, automatic archiving
Safeguarding compliance Paper folder, DBS expiry dates in a separate spreadsheet Compliance dashboard, automatic renewal reminders, audit trail
Parent communication WhatsApp groups, email lists, repeated questions Parent portal, targeted notifications, self-service account management
Committee handover Finding files, explaining processes, hoping nothing is missed Everything in one place, role-based permissions, full history

What swim club software should include

Membership management

✓ Centralised member database with swimmer profiles, emergency contacts, and medical information
✓ Squad organisation with automatic squad moves as swimmers progress
✓ Parent portal for families to view schedules, update details, and track their child's progress
✓ Waiting list management for clubs at capacity

Automated billing & payments

✓ Direct Debit collection via GoCardless for monthly or termly fees
✓ Different fee structures for different squads and membership types
✓ Automatic invoicing and payment tracking dashboard
✓ Failed payment retry and parent notification
✓ Financial reporting for AGMs and treasurer handover

Attendance & session management

✓ Digital attendance registers accessible on coaches' phones poolside
✓ Session timetables organised by squad, pool, and day of week
✓ Attendance history and swimmer participation tracking
✓ Session cancellation notifications sent automatically to affected families

Wavepower compliance & safeguarding

✓ DBS certificate tracking with automatic renewal reminders
✓ Safeguarding training records for coaches and volunteers
✓ Coaching qualification management (Level 1, Level 2, UKCC)
✓ Compliance dashboard showing club status against Wavepower requirements
✓ Audit trail for Swim England inspections and SwimMark accreditation

Communication & notifications

✓ Targeted announcements to specific squads or the whole club
✓ Automatic payment reminders and session cancellation alerts
✓ Parent portal for families to view schedules and account status
✓ Email and push notification delivery

Swim club software pricing

Starter — Free

For small clubs getting started:

  • ✓ Up to 50 members
  • ✓ Membership and squad management
  • ✓ Digital attendance registers
  • ✓ Parent portal
  • ✓ Manual payment tracking
Club — £29/month

Most popular for established clubs with 50-200 members:

  • ✓ Everything in Starter, plus:
  • ✓ Automated Direct Debit billing via GoCardless
  • ✓ Automatic invoicing and payment tracking
  • ✓ Different fee structures per squad
  • ✓ Wavepower compliance tracking
  • ✓ Priority email support
Performance — £49/month

For larger clubs with 200-500 members:

  • ✓ Everything in Club, plus:
  • ✓ Unlimited members
  • ✓ Advanced financial reporting and analytics
  • ✓ Multi-squad fee structures with sibling discounts
  • ✓ Dedicated account manager
  • ✓ Priority phone support

Learn more

All Features

Membership, billing, sessions, and compliance in detail

Billing Software

How automated Direct Debit collection works

Swim School Management

Features for learn-to-swim programmes

Membership Management

Member database, renewals, and family accounts

Safeguarding Compliance

DBS tracking and Wavepower compliance

Frequently Asked Questions

Common questions about swim club software

Simplify your swim club management

Join our founding club programme and be the first to try Swimly when we launch.

Join the waitlist

6 months free + white-glove migration for the first 10 clubs.