Online enrolment
Parents find the right level by age and ability, pick a class with live spots and pay in one go.
Swim school software: enrolments, levels & make-ups
Swim schools: levels, enrolments and make-ups sorted. More time in the water.
Re-enrolment day jams the phones, swimmer levels live on soggy clipboards and every sick kid means another make-up juggled by hand. We build enrolment, level tracking, make-up and billing systems for swim schools that all talk to each other, then we host them and look after them.
Looking for swim school management software that parents actually like using?
A swim school runs on a puzzle that changes every week. Classes by level, ratios by age, lanes by time slot, instructors by qualification. Then a kid gets sick, another moves up a level and three families want Saturday at 9am. Most swim schools patch it together with an off-the-shelf system that almost fits, a whiteboard at reception and a lot of phone calls.
Wollopit builds custom swim school software around how your pool actually runs. Parents enrol online into the right level, book their own make-ups and see the skills their child is working on. Instructors tick off skills poolside on a waterproofed tablet. Direct debits run themselves. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers, so reception can stop answering the same question forty times a day.
01The problems
What we hear from swim schools
Does your swim school have these problems? Here's how we'd fix them.
Most swim schools we talk to have brilliant instructors and a front desk drowning in calls, clipboards and make-up requests. It holds together until the first week of term.
- The problemRe-enrolment day jams the phonesEvery family wants the same Saturday slot, the phone rings non-stop and reception juggles a waitlist on paper.How we fix itOnline re-enrolment with priority windows for current families, live class availability and an automatic waitlist.
- The problemLevels on clipboardsSkills are ticked on a clipboard that gets wet, lost or never makes it back to the office.How we fix itInstructors tick skills poolside on a tablet. Every swimmer's record updates instantly and stays with them for life.
- The problemParents unsure of progress"Why is she still in Level 3?" gets asked at the desk every week and nobody has the answer handy.How we fix itA parent app showing current level, skills achieved, skills to go and notes from the instructor.
- The problemMake-ups arranged by handSick kids, school camps and holidays mean a stream of make-up requests by phone, text and Facebook.How we fix itSelf-service make-ups. Parents pick a spot in a matching level and time, with credits and expiry tracked automatically.
- The problemOverfull or lopsided classesOne class has five toddlers and a single instructor while the next lane sits half empty.How we fix itCaps per level and age, ratio checks per instructor and a clear view of every lane before you open bookings.
- The problemTerm fees chasedInvoices go out, half get paid, the rest get a polite reminder and then an awkward chat poolside.How we fix itDirect debits weekly, fortnightly or per term, with failed payment retries and sibling discounts applied automatically.
- The problemMid-term starts done on a calculatorA new family joins in week four and someone works out the pro-rata fee by hand.How we fix itPro-rata pricing worked out on enrolment, with term dates, public holidays and pool closures already in the calendar.
- The problemAssessment week is manualInstructors assess on paper, the office retypes it and level-up certificates are printed one at a time.How we fix itAssessments recorded poolside, level moves suggested to the office and certificates emailed to parents the same day.
- The problemInstructor rosters and ticketsWho's covering lane two on Tuesday? And whose working with children check expired last month?How we fix itInstructor rosters by lane and level, with qualification, CPR and WWCC expiry alerts before they lapse.
- The problemClosures go out one text at a timeLightning, a pool fault or a sick instructor means ringing every family in the affected classes.How we fix itOne tap sends SMS and email to every family in the affected classes, with make-up credits issued automatically.
02What we build
Solutions
What we build for swim schools. 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.
Re-enrolment & waitlists
Priority windows for current swimmers, rollover into next term and waitlists that offer spots automatically.
Swimmer level tracking
Your own levels and skills, ticked poolside, with a full history that follows the swimmer from bubs to squad.
Parent app & progress
Current level, skills to go, instructor notes, upcoming classes and make-up credits in their pocket.
Make-up booking
Self-service make-ups into matching levels and times, with credit limits and expiry rules you set.
Direct debits & billing
Weekly, fortnightly or per term debits, pro-rata starts, sibling discounts and failed payment retries.
Class capacity & ratios
Caps per level, age and lane with instructor ratios checked before a class can be overbooked.
Assessments & certificates
Assessment week on a tablet, level-up suggestions and certificates emailed in your branding.
Instructor rosters
Lanes, levels and cover shifts on staff phones, with qualification and WWCC expiry alerts.
Holiday intensives
Short programs and crash courses with their own pricing, capacity and booking pages.
School & group bookings
Schools and groups book blocks of lessons, with student lists, levels and invoices in one place.
Closures & bulk messages
Weather or pool closures sent by SMS and email to affected families, with credits issued in one tap.
Pool safety & water logs
Chemical and temperature readings, opening checks and incident reports logged on a phone.
A website that fills classes
Hand-built, quick on mobile, with live availability and levels explained, built to rank for 'swimming lessons near me'.
03The systems
The big ones
Your whole swim school, on one system.
These are the systems swim schools ask us about most. Each one works on its own and they get properly clever when they're joined up.
Enrolments & waitlists
A new term without the phone meltdown.
Parents enrol online into the right level and time with live spots showing. Current swimmers get first dibs on re-enrolment and waitlists offer freed-up places on their own.
- Level finder by age and ability
- Live class availability
- Priority re-enrolment windows
- Automatic term rollover
- Waitlists that offer spots by SMS
- Pro-rata mid-term starts
- Sibling bookings in one checkout
- Medical and consent forms online
- Trial lessons and assessments
- Enrolment reports by level and day
Level tracking
Skills ticked poolside. Parents see progress.
Instructors tick skills on a tablet at the edge of the pool and the swimmer's record updates on the spot. Parents see exactly where their child is up to, so the 'why aren't they moving up' chat mostly goes away.
- Your own levels and skill lists
- Tick skills poolside on a tablet
- Works offline in the plant room dead zone
- Instructor notes per swimmer
- Lifetime swimmer history
- Parent view of skills to go
- Level-up suggestions to the office
- Certificates emailed in your branding
- Swimmers flagged as stuck for a review
- Progress reports by instructor and level
Make-up lessons
Sick kids sorted without a single phone call.
Parents mark an absence in the app and get a make-up credit. They book it themselves into a matching level with a free spot, inside the rules you set.
- Absences marked in the parent app
- Credits issued automatically
- Only matching levels and ages shown
- Caps so classes never overflow
- Credit limits per term
- Expiry dates you control
- Bulk credits for closures
- Make-up roll on the instructor tablet
- Reminder SMS before the lesson
- Credit balances visible to reception
Direct debits & billing
Fees that collect themselves.
Direct debits run weekly, fortnightly or per term with sibling discounts and pro-rata starts worked out for you. Failed payments retry on their own and everything reconciles into Xero or MYOB.
- Weekly, fortnightly or term billing
- Card or bank account debits
- Sibling and multi-class discounts
- Pro-rata for mid-term starts
- Failed payment retries and alerts
- Holiday pauses and suspensions
- Voucher programs recorded per swimmer
- Parents update their own card
- Invoices and receipts emailed
- Sync to Xero or MYOB
Rosters & pool deck
The right instructor in every lane.
Instructor rosters by lane and level with ratios checked automatically. Qualifications, CPR and working with children checks are tracked so nobody hits the water with an expired ticket.
- Rosters by lane, level and time
- Ratio checks per class
- Cover shifts offered by SMS
- Qualification and CPR expiry alerts
- WWCC numbers and expiry dates
- Class rolls on the tablet
- Pool chemical and temperature logs
- Incident reports on a phone
- Pay hours ready for payroll
- Closure messages in one tap
04How it changes
Before and after
A new term, wolloped.
Here's how the start of term could change. Every swim school is different, so we map yours first.
Before
- Phones ring non-stop on re-enrolment day
- Waitlist scribbled on a notepad at reception
- Levels copied off wet clipboards into a spreadsheet
- Make-up requests arrive by text, phone and Facebook
- Fees invoiced, then chased poolside
- Parents still asking why they're in Level 3
After
- Current families re-enrol online in their priority window
- Freed-up spots offered to the waitlist by SMS
- Skills ticked poolside and saved instantly
- Parents book their own make-ups in the app
- Direct debits run on their own
- Parents check skills to go on their phone
05Services
Everything under one roof
Software, websites and systems for swim schools.
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 swim schools
Built around how your swim school actually runs: online enrolment, re-enrolment & waitlists and the admin in between, in one system you own.
Websites for swim schools
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Swim school 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 swim schools
Swimmer level tracking and parent app & progress: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Jackrabbit Swim, iClassPro and Ezypay so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your swim school, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside swim school platforms you're happy with or replace the ones holding you back.
- Jackrabbit Swim
- iClassPro
- Ezypay
- Debitsuccess
- Stripe
- Square
- Xero
- MYOB
- Deputy
- Mailchimp
- Twilio SMS
- Google Workspace
- Microsoft 365
- Google Calendar
- Google Business Profile
- Canva
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 swim school: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time at reception, on the pool deck and in the office during a busy session, then work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your levels, skills, classes, make-up rules, billing, rosters, 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 next term's re-enrolments.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things swim schools ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can parents see what skills their child is working on?
Yes. Each swimmer's level, skills achieved, skills to go and instructor notes are visible to parents in the app, updated the moment an instructor ticks a skill.
Can we use our own levels and skills?
Yes. We set it up around your program, whether that's your own levels or one based on Swim Australia or AUSTSWIM frameworks. Change them later without calling a developer.
Can parents book their own make-ups without overfilling classes?
Yes. They only see classes at a matching level and age with a free spot. You set the rules on credits, limits and expiry.
Will it work on tablets around the pool?
Yes. It works on tablets and phones, keeps working if the wifi drops near the plant room and syncs when it's back.
We already use swim school software. Do we have to switch?
No. If Jackrabbit, iClassPro or another platform is doing its job we build around it: the parent app, make-ups, level tracking or website on top. If it's holding you back, we'll show you what replacing it would involve before anything changes.
Can it handle direct debits and sibling discounts?
Yes. We connect to Ezypay, Debitsuccess or Stripe for weekly, fortnightly or term billing with sibling discounts, pro-rata starts and failed payment retries.
How much does a swim school 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 make-ups or a parent progress view can be quick. Bigger systems are planned in stages so you get the first win early, ideally before the next term starts.
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 swim schools 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 swim school 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.