Swim School Management Software UK

Swim school management software for UK instructors and learn-to-swim programmes. Automate lesson scheduling, attendance tracking, parent communication, and Direct Debit billing in one platform built for British swim schools.

Challenges running a swim school

Running a swim school or learn-to-swim programme involves juggling multiple administrative tasks:

  • • Scheduling lessons across multiple pools, teachers, and ability levels
  • • Tracking swimmer progression through teaching levels (Stage 1-10, ASA awards)
  • • Collecting termly or monthly fees from dozens or hundreds of families
  • • Managing waiting lists and class availability
  • • Communicating lesson changes, term dates, and progress updates to parents
  • • Maintaining teacher records, qualifications, and DBS certificates

Most swim schools use spreadsheets, paper registers, and WhatsApp messages. Swimly brings everything into one purpose-built platform.

Swimly features for swim schools

Lesson scheduling & class management

✓ Create recurring weekly lesson schedules with specific teachers and time slots
✓ Organise swimmers into classes by ability level (Stage 1-10, ASA awards, distance badges)
✓ Visual class planner showing lane allocations and teacher assignments
✓ Track class capacity and waiting lists for popular time slots
✓ Attendance registers for each lesson with quick check-in/out

Parent portal & communication

✓ Parents log in to view their child's lesson schedule and attendance history
✓ Automated emails for lesson cancellations, term date reminders, and progress updates
✓ Parents update their own contact details and emergency information
✓ Send targeted announcements to specific classes or the whole school

Automated billing & payments

✓ Direct Debit collection via Stripe for monthly or termly fees
✓ Different pricing for different lesson types (group lessons, private lessons, intensive courses)
✓ Automatic invoicing with downloadable receipts for parents
✓ Payment tracking dashboard showing who's paid and who has outstanding balances
✓ Automatic retry for failed payments with parent notifications

Swimmer progression tracking

✓ Record swimmer progress through ASA/Swim England teaching stages
✓ Move swimmers between classes as they progress to higher levels
✓ Notes and feedback visible to parents and other teachers
✓ Certificate generation for completed stages and distance awards

Teacher & safeguarding management

✓ Track teaching qualifications (Level 1, Level 2, UKCC) with expiry dates
✓ DBS certificate tracking with automatic renewal reminders
✓ Pool lifeguard and first aid certificate management
✓ Compliance dashboard for Swim England Wavepower requirements

Term-based and rolling enrolment

Swimly supports both term-based swim schools (following school terms) and rolling enrolment programmes:

Term-based schools

  • ✓ Set term dates and lesson counts per term
  • ✓ Bill parents for the full term or split payments
  • ✓ Automated term renewal reminders
  • ✓ Track holiday dates and make-up lessons

Rolling enrolment

  • ✓ Ongoing weekly lessons year-round
  • ✓ Monthly Direct Debit billing
  • ✓ Swimmers join or leave at any time
  • ✓ Pro-rata billing for part-months

Pricing for swim schools

Starter · Free

Perfect for small swim schools or instructors starting out:

  • ✓ Up to 50 swimmers
  • ✓ Basic lesson scheduling and attendance
  • ✓ Parent portal for viewing schedules
  • ✓ Manual payment tracking (no automated billing)
Club · £29/month

Most popular for established swim schools with 50-200 swimmers:

  • ✓ Everything in Starter, plus:
  • ✓ Automated Direct Debit billing via Stripe
  • ✓ Automatic invoicing and payment tracking
  • ✓ Teacher rota management
  • ✓ Progress notes and level tracking
  • ✓ Priority email support
Performance · £49/month

For larger swim schools with 200-500 swimmers or multiple sites:

  • ✓ Everything in Club, plus:
  • ✓ Unlimited swimmers
  • ✓ Multi-site support (multiple pools/locations)
  • ✓ Advanced reporting and analytics
  • ✓ Safeguarding compliance dashboard
  • ✓ Priority phone support

Frequently Asked Questions

What is swim school management software?

Swim school management software replaces the spreadsheets, paper registers and manual invoicing most learn-to-swim programmes run on. It holds your class timetable, swimmer records, attendance registers, parent contact details, teacher qualifications and fee collection in one place, so lessons, progress and payments stay in step without duplicate data entry.

Does Swimly support both term-based and rolling enrolment?

Yes. Term-based schools can set term dates and lesson counts, bill for a full term or split the payment, send automated term renewal reminders, and track holiday dates and make-up lessons. Rolling enrolment programmes run year-round with monthly Direct Debit billing, swimmers joining or leaving at any time, and pro-rata billing for part-months.

How do I manage waiting lists for classes that are full?

Swimly tracks capacity and a waiting list on every class, so once a popular time slot fills up, new interest is recorded against that class instead of sitting in somebody's inbox. As places come free, or as swimmers move up into a higher class, you can fill them from the list rather than working out who asked first.

Can teachers record swimmer progress through the Swim England stages?

Yes. Teachers record each swimmer's progress through the Swim England teaching stages, add notes and feedback that parents and other teachers can see, and move swimmers into a higher class when they are ready. Swimly also generates certificates for completed stages and distance awards.

Does Swimly track teacher qualifications and DBS checks?

Yes. Swimly stores teaching qualifications, DBS certificates, and pool lifeguard and first aid certificates with their expiry dates, and sends renewal reminders before any of them lapse. A compliance dashboard shows where your school stands against Swim England Wavepower requirements, so nobody has to rebuild that picture from a folder of paperwork each season.

How much does swim school management software cost?

Swimly is free for up to 50 swimmers on the Starter plan, which covers basic lesson scheduling, attendance and the parent portal. The Club plan is £29 a month for 50 to 200 swimmers and adds automated Direct Debit billing, invoicing, teacher rotas and progress tracking. The Performance plan is £49 a month for 200 to 500 swimmers, with multi-site support and advanced reporting. Every plan is a flat monthly rate with no per-swimmer fees.

Related Pages

Swim Club Software

All-in-one platform for competitive clubs

All Features

Complete feature list for swim schools and clubs

Billing Software

How automated billing works for swim schools

Parent Portal

Self-service access for parents and families

Pricing Plans

Transparent monthly pricing from £29/month

FAQ

Common questions about swim school management

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