Swimming clubs

Stop paying for lanes that go half empty

Pool time is bought by the hour whether swimmers turn up or not. Hard caps per squad and automatic waiting lists mean the space you paid for gets used.

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Swimming clubs

Your biggest cost is lane time

A swimming club has an unusual shape. The dominant cost is fixed and paid in advance: you book the pool, and that bill arrives whether twelve swimmers show up or four. Everything the committee does around attendance is really about protecting that spend, and most club software treats attendance as an afterthought.

ClubPal makes capacity a first-class thing. Each squad session carries a real limit, set to what the lane and the coach can actually take. When a session fills, the waiting list takes over, and when somebody drops out it promotes the next swimmer automatically. Nobody has to notice the gap and fill it by hand on a Sunday night.

Squads work as separate sessions with their own capacity, coach, and price, so development, junior, masters, and competitive squads can run on one schedule without competing for the same booking form. Eligibility rules keep swimmers in the right squad using age or a custom field you define, so a swimmer cannot book into a session they are not ready for.

A cap per squad, per lane
Set the number the lane and coach can genuinely take. The session stops accepting bookings there, so a squad never quietly turns into twenty swimmers in three lanes.

Waiting lists that refill the gap
A drop-out promotes the next swimmer automatically. The lane you already paid for gets used, without anyone chasing it.

Term blocks paid upfront
Sell a term of sessions as a pass with tracked usage and an expiry date. Money in before the pool invoice lands, rather than collected week by week.

The empty lane problem

Every unfilled space is money the club has already spent

What it costs to run half empty

Pool hire is committed in advance. A squad session with four spare spaces is not a quiet week, it is lane hire the club paid for and did not use, repeated every week of the term.

Fixed pool cost regardless of attendance

Manual waiting lists rarely get worked in time

Nobody sees the pattern without attendance data

What ClubPal does about it

Capacity, waiting lists, and attendance reporting are the same system, so a dropped place gets offered on immediately and the committee can see which sessions are consistently underused.

Automatic promotion from the waiting list

Attendance tracked per session, not per term

Reports the committee can read without exporting

Swimming club admin

Built around how a swimming club spends its money

Squads on one schedule

Development, junior, masters, and competitive squads each with their own capacity, coach, time, and price, visible in one place for members.

Eligibility rules per squad

Restrict a squad by age, or by a custom field holding a swimmer level, so bookings police themselves instead of the head coach doing it.

Gala entries without the email thread

Build a form for meet entries with entry times and events, open and close it on your deadline, then export the responses in one go.

Attendance against pool cost

See which sessions fill and which run half empty, so the committee can move or drop lane time with evidence rather than a hunch.

Safeguarding records in one place

Medical notes, emergency contacts, and consent live on the swimmer record, with GDPR tooling and a Data Processing Agreement included.

Subs and session fees together

Annual membership, term blocks, and one-off sessions all through the same checkout, with Apple Pay and Google Pay for parents in a hurry.

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Fill the lanes you are already paying for

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