Swim Ops help center
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Learn each feature, work through a task, or find out what happens next. Full instructions for staff and members, including permissions and current limitations.
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Getting started
How to set up swim club software: a first-week checklist
Set up your club, import members, rehearse the season, and go live.
The admin dashboard
Use your daily overview, role-specific cards, and search to find work that needs attention.
Club settings
Configure club information, programs, membership rules, payment policies, and staff access.
CSV member import
Preview a CSV, resolve skipped rows, apply your import, and prepare member access.
Go-live and quiet mode
Understand which messages quiet mode holds, what still runs, and how to launch.
How to connect your swim club's Stripe account for payments
Connect your club’s payment account and check when each payment method is ready.
Membership & households
Households and portal login
Add and maintain households, manage people and custom fields, and export your directory.
Custom fields
Add your own questions to member profiles and decide who sees them.
How to merge duplicate member households in club software
Invite adults, transfer ownership, move people, and resolve duplicate households.
Reviewing possible duplicate households
Review possible duplicates and decide which records should join or stay separate.
How swim club membership waitlists and refundable bonds work
Manage membership applications, offers, queue position, and refundable bond balances.
How swim club membership renewals and dues billing work
Set season prices, open renewals, collect dues, and understand renewal status.
Renewal review prompts and extensions
Understand household review prompts and give a household more time to renew.
How swim club late fees, extensions, and termination work
Handle overdue dues, extensions, late-fee waivers, and membership termination.
How to resign a swim club membership and get your bond back
Review a member’s departure and follow the bond refund into the check run.
Payments & accounting
Invoices, payments, and credits
Read invoice balances, record payments, and understand credits and adjustments.
Recording and clearing checks
Record a check as received, mark a deposit cleared, and handle a bounced check.
Autopay and saved payment methods
Enable autopay, understand notices and charge timing, and handle failed payments.
Refunding a payment
Choose between a payment refund, account credit, and bond refund check.
Household statements and the annual statement send
Read a household statement and prepare the annual statement email.
Reports and CSV exports
Find receivables, bond liability, payment reconciliation, and accounting CSV exports.
How swim club bond refunds are paid out (the check run)
Approve refund payables, record mailed checks, and mark them cleared.
Programs & reservations
Registrations and prices
Set registration windows, capacity, prices, and visibility for your programs.
Camp
Manage weeks, registrations, transfers, rosters, refunds, and sibling bookings.
Camp lottery: ranked requests, the draw, and results
Collect ranked requests, run a draw, and understand payment deadlines and waitlists.
Camp roster safety data: emergency contacts, allergies, and pickup authorization
Review emergency contacts, allergy notes, and pickup permissions on camp rosters.
Lessons
Create lesson times, approve instructors’ proposals, manage bookings, and report payouts.
Lap swim
See lap sessions week by week, set each season's weekly lap hours, and cancel bookings or whole sessions.
Camp and event waitlists (program waitlists)
Understand queue order, automatic offers, expirations, and sibling groups.
Agreements and waivers
Publish waiver text, collect signatures, and understand when a new signature is required.
Events & club life
Programming registrations
Run paid or free programs, register people or household headcounts, and manage rosters, waitlists and cancellations.
Facility (party) rentals
Review party requests, set fees, approve bookings, and handle canceled rentals.
Guest log
Review member-logged visits, set guest fee overrides, and print the gate QR poster.
Shop
Manage merchandise, inventory, pickups, and order cancellations.
Messages & staff work
Messages
Compose email and portal notices, choose an audience, and review sent messages.
Automatic emails
See every email and text your club sends on its own, such as receipts, reminders and waitlist offers, and preview exactly what members get.
Writing with the block editor
Add headings, pictures, buttons, callouts and videos, format and link words, and move blocks with the keyboard.
Email confirmation: why imported contacts get nothing until they click
Confirm imported addresses and help members become eligible for club email.
Why a message didn't send: suppression, unsubscribe, and SMS opt-in
Understand blocked messages, unsubscribes, bounces, and SMS preferences.
Workflows and the dry-run gate
Build automated steps, preview their effects, activate them, and inspect run history.
Tickets
Assign and answer member questions, track replies, and close resolved conversations.
Member questions
See what members asked the portal assistant, review its answers, and download them.
Staff tasks and assignment
Assign work to a person or role and manage completion and automatic closing.
Audit log: finding out who changed what
Find who changed a record, read the activity trail, and undo eligible changes.
Website & documents
Your club's website (public pages)
Create and edit pages, control visibility, and organize your website’s navigation.
Branding: your club's color, logo and icon
Preview and publish your club’s colors, logo, icon, and home-page imagery.
Images, GIFs and stock photos (the media library)
Add pictures to newsletters and pages from uploads, your library, GIFs and stock photos.
How to use your own domain name for your swim club's website
Use an address on your club’s own domain: what to ask for, the one DNS record to add, and what changes.
Hours & closures — when the pool is open
Publish seasonal hours, announce changes, and close the pool when needed.
Sharing club documents
Upload club files, choose who can download them, and remove outdated documents.
Old links: sending visitors from your old website to the right page
Point addresses from your previous website at the right pages, so old bookmarks and search results still work.
AI & integrations
Drafting with the assistant
Describe what you want and get a first draft of a newsletter, announcement or page section to edit.
Connecting your AI assistant to your club as staff
Find Connect your AI, sign in with your staff account and try useful starter prompts.
What Claude can and can't do here
Understand read access, everyday changes, and actions requiring browser approval.
Approving an action
Review an assistant’s proposed changes and approve or decline them in your browser.
Disconnecting a tool
Remove an AI connection and understand when access ends automatically.
What it means when staff connect Claude
See how staff connections relate to club permissions and the activity record.
API keys and the public API
Create scoped API keys, find operations, retry writes, and access club data.
Member guides
Using the member portal
Find bills, bookings, household details, messages, and your activity history.
Where to find things in your portal
Which portal page to use for each thing you might want to do.
How to pay your swim club dues and invoices online
Pay an invoice and find saved payment methods and autopay.
Renewing or leaving
Complete your renewal or tell the club you intend to leave.
Pool hours and visiting
Check opening hours and closures, and learn how to register guest visits.
Signing out and managing your devices
Review signed-in devices and end sessions you no longer use.
Sign in by text (SMS code)
Set up text-message sign-in and handle a changed or unavailable phone number.
Troubleshooting
Member can't sign in / never got the magic link
Resolve missing sign-in emails, account-linking problems, and portal access questions.
Member says their join application is stuck or flagged as a duplicate
Investigate a stalled application or a possible duplicate household.
Member billing questions: what happened and what to say
Explain payment status, adjustments, statement balances, and disputed charges.
Troubleshooting member payment problems
Investigate bank payments, saved methods, autopay, overpayments, and refunds.
Member says they're not getting emails or texts
Follow message delivery status and identify the next step for a missing message.
Waitlist offer troubleshooting (member questions)
Help with missing offers, expired links, application fees, and membership activation.
Member says: renewal reminder, late fee, or relinquishment timing issue
Resolve questions about reminders, late fees, departure timing, and bond checks.
Camp and lap swim: common member questions and issues
Help families with camp refunds, safety details, lottery offers, and lane bookings.
Events, rentals & merch: troubleshooting member questions
Resolve common questions about events, rentals, merchandise, and support.
Member says an automated email or text never arrived
Check a workflow’s timing, trigger, run status, and message delivery.
Need help with your club?
These guides explain how Swim Ops works. For help with a specific account or an issue you can’t resolve, get in touch.
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