Swimming club software without paper lists
Level groups from beginners to the competitive squad, rented pool times, morning practices and hundreds of families: Klubio keeps a swimming club's administration in one system that coaches open on a phone right at the poolside.
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The pool's timetable runs the whole club
A swimming club's life is set by the pool: lanes are rented for fixed times and every group has to fill its slot precisely. Children move by level, from a beginners' course to the advanced group and on to the competitive squad, where morning practices before school join the mix. Every level means a new timetable, a new fee and often a new coach.
At the same time, swimming has some of the highest turnover in sport: beginners' courses fill and finish in waves, level tests move children between groups, and parents want to know exactly which lane and what time their child is in the water. In spreadsheets this becomes unmanageable fast. In Klubio the groups, pool times and billing are one piece.
From level groups to pool times
Level groups
Beginners, advanced and the competitive squad: each level with its own timetable, fee and coach. After a level test the child moves to a new group with everything attached.
Pool-time schedules
Every group's sessions at fixed times and in fixed lanes. Changes reach families by app notification, not from the changing-room wall.
Attendance from the poolside
The coach marks participants on a phone right at the poolside. The wet paper list becomes history.
Course admissions
Beginner groups fill through website applications; a full group grows a waitlist and an offer goes out with one click when a spot opens.
Billing by level
Each group has its own monthly fee, families get tiered discounts and illness means a payment pause. Invoices go out automatically with reference numbers.
The competitive squad's own schedule
Morning and evening practices, camps and competitions as separate events, with a swimmer's load and participation tracked from one place.
How Klubio starts working in a swimming club
Levels, tests and movement between groups
In swimming a child moves between groups more often than in any other sport: a course ends, a level test is passed, a spot opens in a stronger group. In Klubio every such move is a group change: the new timetable, fee and coach's roster switch automatically, and history stays on the child's card. The club sees at any moment how many spots each level has free and where a waitlist is growing.
Rented lanes demand a precise schedule
Pool time is a swimming club's most expensive resource. Klubio's schedule keeps every group's times and locations exact, and when the pool's calendar changes for maintenance, a competition or a public holiday, you change the groups' times and every family gets an app notification the same moment. The changing-room confusion and unanswered calls disappear, because everyone has the same information.
Course economics made clear
Beginners' courses are the economic engine of many swimming clubs, and their biggest administrative load: constant admissions, dropouts, mid-month joiners. In Klubio courses fill through applications, invoices follow the group's rules automatically, and a mid-month joiner can get an exception. Attendance statistics show which courses genuinely fill up and where there's room to open a new group.
The competitive squad's load is trackable
A competitive swimmer's week can hold nine practices, morning pool slots and the gym. When attendance is marked at every session, the coach and the club get a real load picture: who is consistent, who has gaps and whose volume grows before competitions. It is the same marking that feeds billing, but in the competitive squad it becomes a training-plan tool. The same place holds the swimmer's licence number and expiry date, so nobody has to hunt for paperwork before entering a meet.
January in a club with 350 swimmers
Two pools, three levels, nine coaches. The first month of the year looks like this in Klubio:
- The winter beginners' course opens: 80 applications in a week, six groups fill up and two waitlists grow, waiting for offers.
- After level tests, 14 children move to advanced groups; timetables and fees switch with the group change, and not one invoice needs manual fixing.
- During the pool's maintenance week three groups move to the other pool, and 120 families get the change by app notification the same evening.
- The competitive squad's January camp goes into the calendar as a separate event, with the participation fee as a one-off invoice only to those attending.
A month that used to mean juggling registration sheets, lane schedules and invoices is one system in Klubio, and the coaches work on swimming.
See how these pieces work in detail
- InvoicingAutomated membership invoices, reference numbers, bank statement import and a debtor overview.
- Members & groupsYour whole membership, training groups, applications and contracts in one database.
- Schedules & attendanceTraining calendar, attendance marking and shared schedules for coaches.
- App for parents & athletesSchedules, invoices and notifications in the iOS and Android app, with the whole family on one account.
- Accounting integrationTwo-way sync with Merit Aktiva, Excellent Books, SmartAccounts and SimpleBooks. Invoices and payments move on their own.
Frequently asked questions
Does Klubio suit baby swimming and beginners' courses?
Yes. A course in Klubio is a group like any other: with its own timetable, fee and roster. Admissions run through applications, fill rates are visible continuously, and when the course ends the participants can be moved to the next level.
How do we manage several pools or locations?
Every group's schedule carries its own venue, so a club can operate in several pools at once. In the app, a family always sees which pool and what time their child swims.
Can coaches mark attendance at the poolside?
Yes. The app works on a phone and marking takes a couple of taps. No paper lists, no copying into a spreadsheet afterwards.
How does a group change after a level test work?
You move the child to the new group and everything else switches along: the timetable, the coach's roster and next month's invoice at the new level's fee. History stays on the child's card.
Can camps and competitions be billed separately?
Yes. A camp or participation fee can be issued as a one-off invoice to exactly those attending, without touching the group's monthly fee.
How does a swimming club migrate to Klubio?
Export your swimmers' list as a spreadsheet or give us access. We import members and groups for free, and a personal manager helps set up schedules and billing rules. Most clubs start within a week.
What does Klubio cost for a swimming club?
Pricing is based on the number of swimmers and starts at €20/month. Billing, schedules, attendance, apps and the accounting integration are all included. Start with a 14-day free trial.
Run your club the smarter way.
Join clubs who've ditched the spreadsheets and brought their operations into one modern platform.
