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 GoCardless 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 GoCardless
  • ✓ 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

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

Simplify your swim school management

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