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Customised software
for swim schools

Because running a swimming school
is complicated

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Easier, more efficient swim school administration

Integrate your ecommerce website, member's areas, teacher's portal and administration tools

By integrating, streamlining and automating processes such as membership management, scheduling, and billing, a significant amount of administration time, otherwise be spent on manual tasks can be saved .


This allows swim schools to focus on delivering a better experience to their members, improve their overall operations and maximize their productivity.

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Features to connect and improve the experiences of customers, teachers and swim course administration

Streamlined

Routines have been simplied, repetition avoided and tasks offloaded where possible

Integrated

Information has been deeply connected and linked, provinding flows and filters so all users can benefit

Automated

System actions or states are triggered by specific conditions and/or times

Integrated e-commerce website

A customised and branded website that directly connects to your administration tools
  • Open for business 24/7
  • Designed and branded for your buisness
  • Gathers customer info to inform your database
  • Integrate e-commerce to administration database
  • Automatic stock control
  • Device Responsive
  • Familiar online payment mechanics

Membership Area

Customers log in to access all of their upcoming lessons, swimmer progression, awards history and more.
  • Accessibles 24/7
  • High visibility upcoming lesson dates
  • Branding is maintained - same site - no confusion
  • Personal activity and payments history
  • Personal rewards and certificates
  • Account Information informs database and vice versa
  • Swimmer medical information follows the swimmer on admin and teacher portals

Teacher Portal

Each teacher can directly inform the system about their course lessons from their own device
  • Mark student attendence and progress
  • Assess students against curriculum criteria
  • Mark student suitablability for level progression
  • Create end of term reports
  • Allocate graduation certificates
  • Send assessments, reports and certs to user accounts
  • At a glance notes on students (contact info and medical notes)
  • Daily reporting on the pool and environment

Daily Admin Features

Get and supply the correct information as fast as possible
  • Easy Term & Course Creation
  • Term Management (scheduling, forecasting)
  • E-Commerce Management (creating of term calendars and course products to sell online)
  • Automatic Labelling of Customer Statuses
  • Easily cater for the arrival of new customer (new joiners / new accounts) and the retaining of existing customers
  • Quickly filter and search for users and swimmers
  • Create accounts and swimmers
  • Place/move swimmers into accounts and courses

Re-enrolment Module

Maximise customer retention with a low workload
  • Enrolment period courses are automatically highlighted
  • Setup pre-rendered email offer templates
  • Setup natural progression points for courses
  • Send 1-click offers to existing customer
  • Offers are accessed by member accounts
  • Offers have time out settings
  • Auto-enrolment by purchase
  • Offer numbers, places and statuses are highly visible
  • Offer feedback via members section

Marketing Admin Features

Quickly ascertain course popularity and performance
  • Powerful filtration
  • Assess performing and non performing courses
  • Collect interested parties / prospects
  • Export Lists
  • Directly correspond with lapsed customers
  • Easily create new courses
  • Easily update website

The Power of 1
Unified Platform

A dedicated set of connections, flows & triggers ensures the right information flows to the right people at the right time, meaning less administration overheads, fewer bottlenecks and a more informed customer base.

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Designed to streamline admin & save time

Swimica has been specifically designed to alleviate the workload and headache of administration bottlenecks. Explore examples of how the plaform could save you time and resources.

Example 1

New customer management

Example 2

Re-enrolments

Example 3

Providing reports and certificates

Features summary

  • E-Commerce Website Programme and Course Builder
  • Integrated E-Commerce to Administration System
  • Customers can log in to see their upcoming classes
  • Customers can log in to review their course(s) history
  • Customers can log in to access and download certificates
  • Customers can log in to access payment receipts
  • New Customer data entry is automated
  • Controls to provide existing customers with priority places in new terms
  • Payments are handled via an internet-standard method
  • Filter to very specific groups or customers
  • Export or directly email filtered groups
  • Holistic brand experience
  • Use email templates to communicate specific operation or marketing messages to specific groups
  • Teacher portal automatically updates admin area and can directly inform customer accounts
  • Save 100’s of administration work hours each term
  • Save 1000’s of euros each term

Pricing

1. Installation & Setup

Each swimica installation is built around each of our customer's business and swim school needs. Costs are calculated on a case by case basis as each build is custom

Phases:

Consultancy

We dialogue to understand requirements, points of differentation and design specifics

Design

Existing styles and branding are maintained on the frontend and various touchpoints

Build

Your feature set and design specifics are built and integrated

Launch Prep

Training, onboarding and seed content are put in place

Go Live

The site is launched

2. Annual Subscription

After the installation and setup stage there will be an annually subscrition fee. Costs are calculated on your swim school size and active feature set

Includes:

Hosting

Your swimica platform is hosted and backed up

Maintenance

Version updates, bug and security fixes to the swimica engine are routine

Updated features

New, updated and improved features are ongoing

Customer Care

Our team are on hand to help you with issues or concerns

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Like to swimica in action?

Please use the form below to arrange a swimica demonstration. A team member will respond get back in touch within 2 work days to arrange a suitable time.

Current Difficulties

Please outline your current pain points or areas of difficulty, so we can focus our swimica demonstration to your particular needs.

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Have a few question we haven't covered? No problem.

We will attempt to respond to you within 2 working days.

Query
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Time Savings Example

New Customer Management

Typical Process

  1. A Customer makes a purchase through website - swimmer information is collected
  2. Admin sees new customer on website backend
  3. Admin enters customer data into swim school management tool
  4. Admin enters customer data into spreadsheet
  5. Admin send a templated welcome email to the customer and records this activity
  6. A few days before to course start date Admin sends an ‘excitement’ preparatory email to customer and records this activity

Estimated admin time
per customer:

10 minutes

Estimated admin time
for 1,000 customers

10,000 minutes

Vs

Swimica Process

  1. A new customer purchases a course on the website - As part of the process they create an account and enter the course swimmer details.
  2. These details are immediately viewable in the administration area - Details such as medical information are stored, flagged and make visible wherever useful
  3. A receipt is issued to the customer via email - It is catalogued on the system and a pdf copy is available on the customers account page
  4. A ‘welcome email’ is automatically sent to the customer
  5. A few days before the course an ‘excitement’ preparatory email is automatically sent to the customer

Estimated admin time
per customer:

0 minutes

Estimated admin time
for 1,000 customers

0 minutes

×
Time Savings Example

Re-enrolment Phase

Typical Process

  1. Near the end of the term the teacher assesses each swimmer and whether they can progress their course level
  2. Admins process the progress info and send each customer details of their next term course and an invoice
  3. Dialogues with unhappy and/or confused customers ensue
  4. Cross checks on whether the swimmer has siblings and when and where they are enroled is undertaken
  5. Invoice are issued
  6. Reminder emails and payments are manually chased
  7. Remaining course places arr sold to new customers

Estimated admin time
per customer:

7 - 10 minutes

Estimated admin time
for 1,000 customers

7,000 - 10,000 minutes

Vs

Swimica Process

  1. System flags courses that are in a re-enrolment period
  2. Teachers use the teacher portal to mark students and their progression suitablability - This activity automatically updates the admin system
  3. The system categorises students by offer type and the admin sends a pre-rendered offer to a customer (Drop down and click). Each offer reduces course places automatically and temporarily
  4. Customer receives an email to review their next term offer through their account page.
  5. Customer offers can be accepted, marked as unsuitable (with feedback) or declined. Offers are accepted with an e-commerce purchase which enrols the student and updates the system
  6. Reminder email are automatically sent prior to timing out. When offers timed out the places are automatically put on general sale.

Estimated admin time
per customer, per term:

2 - 3 minutes

Estimated admin time
for 1,000 customers, per term

2,000 - 3,000 minutes

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Time Savings Example

Report Card & Certification

Typical Process

  1. Certificates are pre-printed in advance - different certs for different age groups / course etc
  2. Course swimmer names are gathered
  3. Certificates are manually titled, dated and signed (x 9 per course)
  4. The certs are possibily laminated (x 9 per course)
  5. Certs are distributed to the the right teacher and location for graduation days (x 9 per course)
  6. The Teachers award the certs to students/parents
  7. Damaged and/or misplaced certs and the issue of absent students is on-going

Estimated admin time per customer:

3 minutes

Estimated admin time for 1,000 customers

3,000 minutes

Estimated cost per customer, per term:

€1.50

Estimated cost for 1,000 customers, per term

€1,500

Vs

Swimica Process

  1. The teacher marks assessment criteria for each student, writes a short report and allocates an attendance certificate
  2. Each ‘digital’ certificate automatically populates with the student name and the date of the graduation
  3. The course assessment, report card and cert becomes available on each user account page under the respective swimmer. The user account is notified.
  4. Certs can be be downloaded and printed by members if desired

Estimated admin time per customer:

0 minutes

Estimated admin time for 1,000 customers

0 minutes

Estimated cost per customer, per term:

€0.00

Estimated cost for 1,000 customers, per term

€0.00