A CRM built for swim schools
Students, lessons, lanes and instructors on one board — the waiting list places itself, and every badge, assessment and term fee lives in one place.
Free · no signup · a real plan and price in ~10 minutes, in your words.
- to a working prototype
- ~1 week
- to start
- €500
- that places itself
- A waitlist
Off-the-shelf CRMs were built for a sales team. Not for swim schools.
The waiting list lives in a spreadsheet and someone’s memory — so a freed-up slot sits empty for weeks while families quietly drift to the pool down the road.
A coach calls in sick and it’s a frantic morning of texts to find cover — or the class is cancelled and the refunds go out.
Badges, assessments and stage progress sit in a folder nobody can find — so a parent asks what their child is working towards and nobody can say.
Term fees are chased by hand, invoice by invoice, and the ones that slip through are quietly written off at the end of term.
See it from the inside
What your CRM would look like — screen by screen.
Not stock screenshots — this is the shape of the system we’d build for swim schools: your records, your stages, your words. Click through the screens.
The owner’s morning screen — every lesson today, the waiting list and term fees — and what the automations have already handled before the pool opens.
A real starting point
Here’s the analysis we’d start from — for swim schools.
Not a template. This is the data model, pipeline and automations a business like yours actually runs on — mapped in your words. Your free analysis produces exactly this, shaped to you.
Your system, mapped
Your pipeline, exactly as your CRM would show it — your stages, your words. This is what we build from.
What it tracks
Where customers reach you
Connects to
Busywork the system takes over
- Waitlist placement — offers a freed-up slot to whoever’s next in line
- Lesson reminders — night-before text with lane, time and kit list
- Badge issuance — certificate and next goals sent when a coach signs off
- Term-fee collection — charges the saved card when a new term is booked
What this replaces — where it hurts today
- Freed-up slots sitting empty
- Scramble to cover a sick coach
- Term fees chased by hand
Your price, from your answers
Standard scopePrototype · 1 weekstart here
€500
- Student + lesson records
- The lane & instructor timetable
- The waitlist-placement automation
Full build
€3,500–€6,500
Estimate — it becomes one fixed price on the free call. Never hourly, no surprises.
What sets your scope
- · Lane & instructor scheduling
- · Waiting-list & placement flow
- · Badges, assessments & term billing
Run · monthly
€150/mo
Hosting, monitoring, fixes and small improvements.
If you go all the way: ≈ €5,300 first year, all-in — and you own everything. Today's only decision is the €500 prototype.
Questions swim schools ask us
- Does it work with our pool booking or payment system?
- Yes — we build around what you already use. Lane availability links to your pool bookings, cards charge through your payment provider, and anything with an export or API feeds the one screen your front desk works from.
- Can it run our waiting list and place children automatically?
- Yes — that’s the headline. When a space opens, the next suitable swimmer on the list is offered it automatically, by day, level and lane, instead of a slot sitting empty while you work the phone.
- How long until we’re live?
- A working prototype in about a week for €500. The full build usually lands in three to six weeks, depending on how many pools, terms and integrations are in scope.
- Who owns the system and the data?
- You do — entirely. It’s your system, hosted for you, and you can export every student, badge and payment record at any time. No per-seat lock-in.
Have a mess like this one?
Book a free 30-min call. We’ll sketch what your version of this system would look like — and put a number on it.
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