Club settings

Open Club from the sidebar to manage club information, membership, payments, programs, staff access, advanced tools, and support access.

If you are setting up a new club, start with First-week checklist. It links to the settings you need to complete first.

You only see the sections your role can use.

Open Club and the page lands on the first section your role can open. A list of the sections you can open sits beside the page; admins also see Setup there while the setup checklist has steps left.

• Club info: Organization (the club's legal name, address and tax details, printed on member statements), club contact details, website sign-up, the member portal, and go-live. The Membership office email is the address members are told to write to. It appears on your privacy and terms pages, on the sign-in, join, offer and unsubscribe pages wherever they say to contact the membership team, and in the email a household gets when its membership offer runs out. If you leave it blank, those pages and that email leave the "email us" line out rather than point at an address that does not exist. Under Contact, Members can answer conversation emails by replying (off until you turn it on) lets a member answer the team's email about a conversation by hitting Reply; see Tickets. Under Messaging a household, one switch (off until you turn it on) adds a Message button to every waitlist row and household page and a Saved replies tab on Messages; see Message a household, and saved replies. Under Member portal, Ask a question box for members is on unless you turn it off. It puts a box on the portal's Home and Contact us pages where members type a question; the answer comes from your club's website pages, the member help articles and that household's own account. Every question and answer is kept so your team can check them under Tickets → Member questions (see Member questions). Turn it off and the box disappears from both pages; members can still write to the team. Also under Member portal, Let members accept waitlist offers in the member portal is off until you turn it on. When it is on, a household that is signed in can accept a membership offer from a Your membership offer card on Home, and a camp offer from the Waitlist section of the Camp page, as well as from the link in the offer email. Accepting creates the invoice straight away and the household pays it next; nothing is charged by accepting. The link in the email works whether the switch is on or off. With the switch off, the portal looks as it always has and an accept sent from the portal is refused. It does not cover lap swim offers, and members' AI assistants and the API can't accept offers. See How swim club membership waitlists and refundable bonds work. While the club is in practice mode a banner offers Go live. The Branding page, linked under Related, holds the club's colors and logo, how newsletters look, and How your club sounds for the writing assistant. See Branding.

• Membership: Membership tiers (add a tier, rename it, or deactivate it; a tier's key is permanent, and deactivating keeps every past membership, renewal and price as it was), joining rules, dues, fees, bond, waitlist, email confirmation settings, and your opening note for the renewal announcement. Automatic late fees are only available when dues are billed once a year; a club on a quarterly or monthly schedule sees a note saying so at the top of the Membership settings, and can't switch to one of those schedules while late fees are on (turn them off on Renewals first). Penalty for late notice to leave (per month) is the amount suggested for each month after the dues deadline that a household tells you it is leaving. New clubs start at $0; if your club's rate was set during setup it stays until you change it in Settings. At $0 no penalty is suggested. Days a new family has to pay their joining invoice (under Waitlist) is how long a household has to pay after accepting an offer. Leave it at 0 for no deadline. When it is set, the invoice gets a due date, the family is reminded a week and two days before, and if nothing has been paid by the end of that day the invoice is cancelled and the spot goes to the next household. See How swim club membership waitlists and refundable bonds work. Under Related are Custom fields, Renewals, the Waitlist and Leaving the club.

• Payments: the payment account (Manage payment account opens the Stripe page), payment methods, card fees, Let members pay part of a bill (off unless you turn it on, so members pay each bill in full; the smallest part payment sits beside it), Require autopay and Days to add a new bank account (ask every household to pay by autopay, and how long a household has to replace a bank account that stops working; see Autopay and saved payment methods), charges you add by hand (whether they are collected from a saved bank account; see Ad-hoc invoices and collecting them), checks (including how many days a recorded check can wait before the treasurer is reminded to mark it cleared; see Recording and clearing checks), bank transfers, treasurer notifications, Approve several refund checks at once on Check run (under Refund checks; off unless an admin turns it on, so checks are approved one at a time. When it is on, treasurers and admins can tick up to 50 checks that are waiting for approval, review them and approve them together; nothing is approved if any of them changed in the meantime, and no money moves until each check is marked sent; see How swim club bond refunds are paid out), and Households you expect to bill this season (only used when the club sets up a new payment account. Once member households are added, Stripe is told whichever is larger: this number or the real count. Leave it at 0 if you don't know; see connecting your Stripe account). Related links lead to the check run and Reports.

• Programs: Modules, a switch for each program the club runs (camp, lap swim, Programming, lessons, the shop, rentals, the guest log and so on), plus program settings for camp, lap swim, lessons, guests, and program waitlists. Turning off a program hides it from staff and members; it does not delete its data. Lap no-show release is checked every five minutes after the configured hold time; 0 keeps it off. See Lap swim. Related links lead to Agreements and Offerings. When the Programming module is on, the name your club gives that section is the Programming setting here, and which ways to pay a program invoice are offered is Programming payments under Payments; see Programming registrations.

• Staff & tools: Roles (give someone a staff role by email address, change a person's role, or set it to "member" to revoke access; the last admin cannot be demoted), Connected agent tools switches, Approval limits, and links to API keys and Connect your AI. Staff roles can't be given or changed from a shared computer (signed in without Keep me signed in on this device): a role keeps working after that sign-in ends. Sign in on your own device to change one. See Connecting Claude to your club.

• Advanced: test-send recipients for campaigns, member import, and the audit log. Alerts about failed background jobs go to Swim Ops, not to the club, so there is nothing here to set for them.

• Support access: the Let staff view the portal as a member switch (off until an admin turns it on; it saves with its own Turn on or Turn off button and a confirmation, not with Save all settings; Turn on is offered once Swim Ops has set viewing up for your club and your privacy page tells members about it), whether your privacy page tells members about it, and the list of every viewing session. See View as member.

Switches save as soon as you turn them on or off. For other settings, select Save for one setting or Save all settings for the section. Switching to a different Club section opens another page, so save first.

Not set means the club has not saved a value. Default means Swim Ops is using its standard value. Dues deadline has no standard value: until your club saves one it shows Not set with an empty box, and Save all settings leaves it unsaved.

Choose the payment methods available for each type of invoice. Save your changes before they apply.

• ACH debit lets the member link a bank account.

• Bank transfer tells the member to send a bank payment.

• Check requires a payee name.

• Online payment methods require an enabled Stripe payment account.

Application fees must accept card payments. Keep Card selected for that invoice type. Application fees do not include a card processing fee.

Choose Club pays card fees if the club covers card costs. Choose Add a card processing fee to add the rate and fixed fee you enter. A rate of 290 means 2.90%.

Automatic emails tell members that bank transfers are free and cards add a fee only for an invoice type where the club adds a card fee and takes both card and bank payments.

Treasurers can view payment settings. Only admins can change them. Select Manage payment account to open the Stripe account page.