One clean process for the whole year
Families join renew or step back through the same steps every year. Nobody rebuilds the year by hand in a spreadsheet each fall.
Membership management
Membership renewals, without the scramble.
Stop piecing together who renewed, who owes, and who’s next in line. Keep households, renewals, waitlists, and refundable bonds connected from the first application through the next season.
A waitlist you can explain
See applications in one ordered list, with residency visible. You decide who gets an offer and can reorder the list to apply your club’s policies. The audit history records each change so you can explain the decision when a family asks.
Offers accepted with one secure link
When staff offer a spot, the household gets a secure link and accepts right there with no account and no login needed. Clubs that want re-offers to keep moving on their own can turn on auto-advance.
An application fee that holds a spot fairly
Your club decides whether joining the waitlist costs anything — the fee is set in Settings and can be zero. An application that has not paid never jumps ahead of one that has.
Keep every refundable bond accounted for
A refundable bond is a deposit a household pays when it joins and gets back, minus anything owed, when it leaves. Swim Ops tracks each one as money your club owes that household. When someone leaves, the refund enters your check-run queue, where staff approve it and record when the check is sent and cleared.
Reminders and late fees the club controls
Once enabled, the club sets its own reminder schedule and its own late fee rule. A failed payment isn't retried automatically. Two misses in a row auto-disables autopay and notifies the household, so nothing silently slips through.
Extra time for one family without moving the date for anyone else
A single household can get more time to renew when they need it. Nobody else's deadline moves because of it.
Membership tiers the club controls
The club sets its own membership tiers and its own pricing. A retired tier stays in the record so old history never breaks.
Automatic sends are capped, and the workflow engine previews first
The workflow engine dry-runs a send before it goes live. The renewal reminder ladder's preview samples one household, not the whole list, and late fees have no preview today. When the workflow engine sends, it caps each run at 50 recipients and disables itself if that cap is breached, so one mistake can't reach every family at once.
A few good questions
Membership questions.
How does the waitlist decide who gets the next opening?
Your staff decide. The list is an ordered set of positions your team sets and can reorder, with residency shown so you can apply your club’s own policy. There is no hidden scoring, every change is recorded, and an offer goes to whoever your ordering puts next.
What exactly is a refundable bond, and when does a family get it back?
A bond is a refundable deposit a household pays when it joins and gets back, minus anything owed, when it leaves. The amount is configured in Settings and can be zero. When a membership ends, the bond refund enters your check-run queue, where staff approve it and record the check.
Can one family get more time to renew without moving anyone else’s deadline?
Yes. Staff can give a single household more time to renew. Nobody else’s deadline moves because of it, and the change is recorded on that household’s record.
What happens after autopay fails twice in a row?
Swim Ops does not retry a failed payment on its own. Two misses in a row turn autopay off for that household and notify them, so a closed bank account or an expired card surfaces instead of quietly failing every year.
Can we charge different dues for different membership tiers?
Yes. Your club defines its own membership tiers and the price of each, configured in Settings. Retiring a tier keeps it on the records that already used it, so past history stays readable.
Ready to see your membership year in Swim Ops.
Twenty minutes. Bring your own numbers and we will walk through the whole year.