How to set up swim club software: a first-week checklist

Use the Setup checklist on Home or in Club to track these steps. Your club is in quiet mode until you choose Go live, so members do not receive email or text messages while you set up and test the system.

Open Club from the sidebar.

• In Club info, check your legal details, timezone, contact email, branding, and go-live settings.

• In Membership, set tiers, dues, fees, bond, and waitlist rules, and choose your Dues deadline (under Dues and renewal): the day each year that dues are due. A new club starts without one. If your club bills dues once a year, you can't bill them until the deadline is saved.

• In Payments, choose payment methods and your card-fee policy.

• In Programs, turn off programs you do not run. This hides a program but does not delete its data.

• In Staff & tools, add staff and give each person the role they need.

See Club settings.

Open Club → Payments and select Manage payment account. If the club already uses Stripe, link that account so its payment history comes with it. Otherwise, create a new one. Stripe asks roughly how many households the club bills, so if you create a new account before adding households (step 3), first set Households you expect to bill this season in the same Payments section. Complete the Stripe steps and wait until the payment methods you need are ready to charge. Stripe verification can take time, so do this before you open renewals.

See Connecting your club's Stripe account for payments.

Use Club → Advanced → Member import to upload your roster, or add households one at a time. Review the import results and resolve skipped or possible duplicate rows. Imported email addresses must be confirmed before they can receive club email.

See CSV member import and Email confirmation.

While quiet mode is on, check a renewal, invoice, statement, and member portal view. Test any messages and workflows you plan to use. Blocked messages are logged so you can review them without contacting members.

Before you go live, confirm that your roster, tier prices, payment account, and messages are ready. Open Club → Club info and select Go live.

Going live turns on member email and text messages. You cannot turn quiet mode back on from the admin console.

Admins can open Setup from the card on Home or from the Club page ("Setting up your club"). It lists eight steps, with how many are done at the top:

1. Say who the club is: legal name and mailing address.

2. Set your membership tiers and what they cost: every tier needs a price for the renewal year.

3. Enter your club's rules: dues deadline, bond amount and the word your club uses for residents. A new club has no dues deadline until you choose one, so this step stays open until you save it.

4. Bring your members over: import a roster, or add one family by hand.

5. Say where replies to club email go: a reply-to address and a membership office address.

6. Check your public terms and privacy pages: both are published from a template; read them once.

7. Connect the club's bank account: Stripe. This one is optional, because a club can run its first season on checks.

8. Go live: the last step, and yours alone.

Each step shows what is on file and has a button to the screen that owns it. The page only reads your records; it does not save anything itself. Because it is read fresh each time, a step can go back to undone, for example if you deactivate your last membership tier. Until you go live a banner reminds you the club is in practice mode.