Online meet entries
Families enter events for each swimmer with eligibility checks, entry times from their bests and payment at checkout.
Swim club software: meet entries, times & squads
Swim clubs: entries, times and squads sorted. PBs tracked, not guessed.
Meet entries come in by email, times live in a spreadsheet only the registrar understands, squad fees get chased at the pool fence and the timekeeper roster is short again on Friday night. We build entry, times, squad and volunteer systems for swimming clubs that all talk to each other, then we host them and look after them.
Looking for swim club management software that handles entries, times and squads?
A swimming club runs on a handful of volunteers doing three jobs each. The registrar is chasing entries for the next carnival, the coaches are working out who's ready to move up a squad, the treasurer is matching bank deposits to families and someone is begging parents to hold a stopwatch on club night. Meanwhile the times that matter are scattered across meet results PDFs, Team Manager files and a spreadsheet nobody else is allowed to touch.
Wollopit builds custom software for swim clubs around how your club actually runs. Families enter meets online against the right events and qualifying times. Results come in from your meet software and PBs flag themselves. Squad fees bill on their own and the volunteer roster fills before the night, not during it. We work alongside SwimCentral and the meet software you already use, fill the gaps around them and host the lot on our own servers.
01The problems
What we hear from swimming clubs
Does your swimming club have these problems? Here's how we'd fix them.
Most swim clubs we talk to have brilliant coaches and committed families. The admin just lands on the same two or three volunteers every single week.
- The problemMeet entries by emailParents email event lists, someone retypes them into Team Manager and a swimmer ends up in the wrong age group or the 200 fly they never asked for.How we fix itOnline meet entries where families pick events their swimmer is eligible for, with entry times filled in from their best times and an export ready for your meet software.
- The problemTimes in a spreadsheetResults PDFs pile up, the registrar types times in when they can and nobody's sure what a swimmer's actual PB is.How we fix itA times database that imports results from your meet software, keeps every swim and flags new PBs automatically.
- The problemQualifying times missedA swimmer sneaks under a State or Regional QT and nobody notices until entries have closed.How we fix itQualifying standards loaded per meet, with swimmers and coaches alerted the moment a time qualifies.
- The problemSquad fees chased at the fenceTerm fees paid by bank transfer with random references, a few families always behind and the treasurer chasing in person.How we fix itRecurring squad fees by card or direct debit, failed payment retries, family accounts and payments flowing straight into Xero.
- The problemTimekeepers short againClub night starts with a plea over the PA for three more timekeepers and the same parents always put their hand up.How we fix itA volunteer roster where families pick shifts ahead, get SMS reminders and the club can see who's doing their fair share.
- The problemOfficials hard to trackNobody's quite sure whose technical official accreditation is current or who needs to step up to referee.How we fix itAn officials register with accreditation levels, expiry dates and reminders, plus rostering for meets you host.
- The problemClub night results by handTimes written on cards, typed up on Sunday and the handicaps and aggregate points worked out on a calculator.How we fix itClub night results entered on the night, handicaps and points calculated automatically and results published to families straight away.
- The problemSquad moves are a guessing gameCoaches carry squad lists in their heads, parents ask why their kid hasn't moved up and the waitlist lives in an inbox.How we fix itSquad lists, capacity per lane, move-up criteria and a waitlist, with families notified when a spot opens.
- The problemMessages lost in group chatsTraining changes, pool closures and carnival details go out on three platforms and half the club still misses them.How we fix itSquad updates by email, SMS and app notification from one place, sent to just the squad or families who need them.
- The problemHosting a meet is a nightmareVisiting club entries, canteen roster, marshalling, program printing and results all run off a laptop and a prayer.How we fix itA hosted meet toolkit: visiting club entries and payments, volunteer rosters, program exports and live results on your website.
02What we build
Solutions
What we build for swimming clubs. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Times & PB database
Every swim from club nights and meets in one place, with PBs, progression graphs and age group records.
Qualifying time tracker
State, Regional and club standards loaded per meet, with alerts when a swimmer qualifies.
Squad fees & billing
Term or monthly squad fees by card or direct debit, sibling discounts, retries and family statements.
Volunteer & timekeeper rosters
Families pick club night and meet shifts ahead, with SMS reminders and a fair share tally.
Officials register
Accreditation levels, expiry dates, Blue Card or WWCC records and reminders before anything lapses.
Club night results
Times entered poolside on a tablet, handicaps and aggregate points calculated and results published that night.
Club championships & records
Championship entries, age group champions, point scores and club records updated automatically.
Squad management
Squad lists, lane capacity, move-up criteria, waitlists and coach notes per swimmer.
Relay team builder
Pick relay teams from current best times by age group and stroke, with swimmer availability.
Squad updates & messages
Email, SMS and app notifications to the whole club, one squad or just this weekend's meet team.
Hosted meet toolkit
Visiting club entries and payments, canteen and marshal rosters, program exports and live results.
A website that swims
Hand-built, quick on mobile, with squad info, meet calendar, results and a join-the-club form that works.
03The systems
The big ones
Your whole swim club, in one lane.
These are the systems swim clubs ask us about most. Each one works on its own and they get properly clever when they're joined up.
Meet entries
Entries that check themselves before they reach the registrar.
Families log in, see the upcoming meets and tick the events their swimmer is actually eligible for. Entry times come from their best swims, fees are paid at checkout and the registrar exports a clean file for your meet software instead of retyping emails.
- Meet calendar with entry deadlines
- Events filtered by age and gender
- Entry times pulled from best swims
- Qualifying time checks per event
- Coach approval before submitting
- Entry fees paid at checkout
- Export ready for Team Manager
- Late entry and scratching requests
- Entry reminders before close
- Who's entered, at a glance
Times & PBs
Every swim recorded. Every PB flagged.
Import results from your meet software and club nights and every time lands against the right swimmer. PBs and qualifying times flag themselves and families can see their swimmer's progress without emailing the registrar.
- Import results from meet software
- Club night times entered poolside
- Automatic PB flags
- Short course and long course split
- Qualifying standards per meet
- QT alerts to swimmers and coaches
- Progression graphs per event
- Age group club records
- Family logins to view times
- Coach reports by squad
Squads & fees
Squad fees that collect themselves.
Squads, lane capacity and waitlists in one place, with term or monthly fees billed automatically by card or direct debit. The treasurer sees who's paid and payments land in Xero without the reconciling marathon.
- Squad lists and lane capacity
- Move-up criteria and coach notes
- Waitlists with automatic offers
- Term or monthly fee billing
- Card and direct debit payments
- Sibling and family discounts
- Failed payment retries
- Family statements and receipts
- Payments synced to Xero
- Overdue reports for the treasurer
Volunteers & officials
Timekeepers rostered before the whistle.
Families pick their club night and meet shifts ahead of time and get a reminder the day before. Officials' accreditation and child safety checks are tracked with expiry reminders so nothing quietly lapses.
- Club night and meet shift sign-ups
- Timekeeper, marshal and canteen roles
- SMS and email reminders
- Shift swaps between families
- Fair share tally per family
- Technical official accreditations
- Blue Card and WWCC expiry tracking
- Officials rostered for hosted meets
- Gaps flagged before the night
Club nights & championships
Results out before the car park empties.
Club night times go in on a tablet poolside, handicaps and aggregate points calculate themselves and results are published to families that night. Club championships, age group champions and records update without a weekend of spreadsheets.
- Poolside times entry on a tablet
- Handicap times calculated automatically
- Aggregate and point score tables
- Results published the same night
- Club championship entries and heats
- Age group champions calculated
- Club records updated automatically
- Relay teams picked from best times
04How it changes
Before and after
A club championship, wolloped.
Here's how a club championship weekend could change. Every swimming club is different, so we map yours first.
Before
- Entries come in by email and text for a fortnight
- Registrar retypes every event into Team Manager
- Entry fees chased by bank transfer
- Plea for timekeepers on the morning
- Results typed up and PBs guessed on Sunday night
- Point scores and champions worked out on a calculator
After
- Families enter online against eligible events
- Entry file exported straight to your meet software
- Fees paid at checkout with the entry
- Timekeepers rostered and reminded a week out
- Results imported and PBs flagged automatically
- Age group champions and records update on their own
05Services
Everything under one roof
Software, websites and systems for swimming clubs.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for swimming clubs
Built around how your swimming club actually runs: online meet entries, times & PB database and the admin in between, in one system you own.
Websites for swimming clubs
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Swimming club system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for swimming clubs
Qualifying time tracker and squad fees & billing: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect SwimCentral, Hy-Tek Meet Manager and Hy-Tek Team Manager so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your swimming club, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We work alongside SwimCentral and your meet software, connect the tools your committee already relies on and replace the spreadsheets holding you back.
- SwimCentral
- Hy-Tek Meet Manager
- Hy-Tek Team Manager
- Meet Mobile
- TeamApp
- Spond
- Stripe
- Square
- Xero
- MYOB
- Mailchimp
- Twilio SMS
- Google Calendar
- Google Workspace
- Microsoft 365
- YouTube
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your swimming club: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit in on a club night, talk to the registrar, treasurer and coaches, then work out where the admin is really piling up.
- 02
Archi-tech
We plan it before writing code: your meets, times, squads, fees, volunteers, how it talks to your meet software, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before your next carnival.
- 04
Look after
We host it, maintain it and keep improving it season to season. When something breaks you call the people who built it.
08Questions
FAQ
Things swimming clubs ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can it import results from our meet software?
Where results can be exported, yes. We can import result files from Hy-Tek Meet Manager and similar so every time lands against the right swimmer and PBs flag themselves.
Do we have to stop using SwimCentral or Team Manager?
No. Membership and registrations through Swimming Australia stay where they are and your meet software keeps doing its job. We build the entries, times, fees and rosters around them so nobody retypes anything.
Can families see their swimmer's times and PBs?
Yes. Families get their own login to see every swim, PBs, progression graphs and which qualifying times they've hit.
Can it handle squad fees by direct debit?
Yes. Term or monthly fees can be billed by card or direct debit, with sibling discounts, automatic retries and payments synced to Xero.
Can it work out club night handicaps and point scores?
Yes. We build it around your club's own rules, so handicaps, aggregate points and championship scoring calculate the way your committee already does it.
How much does a swim club system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like online meet entries or a volunteer roster can be quick. Bigger systems are planned in stages so you get the first win early, ideally before the next big meet.
Our committee changes every year. Will that be a problem?
No. Logins and permissions are handed over cleanly at the AGM and the system holds the club's history, so the knowledge doesn't walk out with the old registrar.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most swimming clubs we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a swimming club problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.