Documentation
How SwimWin works,
and what it does not do yet
Help for swim parents, coaches, registrars and club boards. Every article carries a status, and it is the truth — 31 features work today, 14 are partly built, and 8 are still coming. Nothing here describes a screen that does not exist without saying so.
Start here
What SwimWin is, and the first thing to do on either side of the pool deck.
- What SwimWin isOne system holding the roster, the schedule, the money and the club website — and why that matters more than any single feature.Read
- Your first hour running a clubThe order to do things in when you are setting a club up: season, people, waivers, registration, doors.Read
- Your first ten minutes as a parentJoin the club, get your family on the account, sign what needs signing, and know where to be.Read
- Signing in and your accountOne login per person, tied to one club, on that club's own web address — and what to do when it does not work.Read
- Roles and who sees whatRoles grant capabilities, capabilities draw the menu, and the server decides every request on its own.Read
For families
Joining, signing, paying, and getting into the water on a Saturday.
- Joining a clubThe public join form for new families, the registration wizard for members, and what happens after you press send.Read
- Your family homeIn progressEight cards, one screen: today, money, signatures, the week ahead, and your family's gate details.Read
- Households, guardians and caregiversIn progressThe household is the unit money and membership hang off. Who can be in one and what each person may do.Read
- Signing waiversWho may sign, what typing your name means, and why a waiver goes stale on an eighteenth birthday.Read
- Dues, balances and receiptsWhat you owe and why, paying online, saving a card, and what a hold means.Read
- Bringing a guestIn progressHow many guests your membership includes, what happens when you run out, and the daily cap.Read
- Getting into the poolWhat the front desk sees when you walk up, what green, yellow and red mean, and how to avoid a surprise.Read
Running the club
The staff screens, in the order a season uses them.
- SeasonsThe year the club runs on. Everything — membership, dues, the gate — hangs off the current season.Read
- The rosterEvery person the club knows about — swimmers, guardians, coaches, guests — held once and used everywhere.Read
- Households and the family cardThe family view staff work from: who is in it, what they owe, what they have signed, who may collect.Read
- RegistrationsReading what families submitted and deciding: approve, decline, or ask for more.Read
- The waitlistWhen the season is full: keeping the queue, making an offer, and what happens when it expires.Read
- The schedulePractices, meets and closures on a facility day board: put a repeating or one-off block on the water, and skip, move or re-time one.Read
- The lane sheetIn progressWho is in which lane, for a session. Read-only today.Read
- Waivers and formsPublishing the documents families sign — and the one flag that invalidates every signature in the club.Read
- Membership plans and registration formsWhat the club sells, what it costs each season, how many there are — and the join forms that sell them.Read
- The front deskFind a person or a guest by name, get one verdict with a reason and a remedy, grant an override, let them in with that verdict frozen, and see who is still open today.Read
- Dues and billingAccount balances, statements, and what a hold actually does at the gate.Read
- Guest book and lost & foundThe record of who visited, who sponsored them, who is not welcome back, and what was left behind.Read
- Audit trail and overridesWho did what, who read what, and every override still in force.Read
- Club settingsThe knobs a club can turn — ages, safeguarding floors, the desk's override limit, guests, messaging — and the ones it cannot.Read
- Importing your clubIn progressBringing last season's families, extra family members and memberships across from a spreadsheet: upload, map the columns, check the dry run, commit, work the reject list — and undo it if it went wrong.Read
Your club website
Your public face: the address, the branding, and what you can put on it.
- Your club websiteEvery club gets its own public site on its own address, in its own colour, with a join form on it — and your committee edits it.Read
- Site alertsIn progressThe banner that tells everybody the pool is shut, without emailing four hundred families.Read
- See your site before it goes liveEvery club has a working web address from day one. Read the finished site, and show it to your committee, before you touch your own domain.Read
- Using your own domainIn progressAdd the address families already know, prove it is yours with one DNS record, and point it at SwimWin.Read
- Pages and newsWrite and publish your own pages, news, coach profiles, galleries and sponsors — from the Website tab, without a developer.Read
Money
Charges, payments and the ledger every screen reads from.
- How money movesIn progressCharges, payments, Stripe, and the rule that stops a duplicate webhook charging a family twice.Read
- Discounts and creditsIn progressSibling, staff, early-bird, pay-in-full and promo-code discounts that apply themselves. Credits are not built yet.Read
- Team storeComing soonCaps, parkas and club shirts as a proper store with sizes, deadlines and one payout. Not built yet.Read
Telling people things
Email, announcements and chat — what sends today and what does not.
Programs
Lessons, coaching, meets, attendance and volunteers. Planned, not built.
- Learn-to-swim lessonsComing soonLevels, class caps, instructors and enrolment that pays for itself. Not built yet.Read
- Private coachingComing soonCoaches publish slots, parents book and pay in one step. Not built yet.Read
- Meets and entriesComing soonEntries built from the roster with the fees collected alongside. Not built yet.Read
- AttendanceComing soonMarked on the deck from a phone, so a coach knows who has been in the water this month. Not built yet.Read
- Volunteers and officialsComing soonPosting the timekeeper slots a meet needs and seeing the gaps while you can still fill them. Not built yet.Read
- ReportsComing soonMembership, attendance and money in the plain reports a treasurer has to present. Not built yet.Read
Apps
Where SwimWin runs, and what each surface can do.
- The mobile appIn progressHome, family, roster and schedule on a phone, in your club's own colours. Sign waivers, pay dues, keep safety information and check swimmers in on deck, and switch between clubs.Read
- The in-app assistantIn progressAsk why a charge is what it is, in plain words. Read-only for now, and on the web only.Read
Fixing it yourself
The failures that actually happen, with the real cause first.
- I can't sign inNine times in ten it is the web address. Work down this list in order.Read
- I can't find a screen I expectThe menu is drawn from what you can do. A missing item is a missing capability, not a bug.Read
- A family says the email never arrivedIn progressCheck whether SwimWin sent it at all — most of the Phase 1 emails do not send yet.Read
- "Club unavailable" or a 404What each error on a club address means, and which of them are on purpose.Read
- Who can see a swimmer's detailsParents see their own family, coaches see their squads, and reading a medical record leaves a trace.Read
Reference
Lookup tables: every gate reason, every word, and what is finished.
- Every gate reason, explainedIn progressThe complete, closed list of reasons somebody is yellow or red — what each means, who fixes it, and which cannot be overridden.Read
- GlossaryThe words SwimWin uses and exactly what each one means, including the ones that sound interchangeable.Read
- What's available todayEvery feature in these docs with its status, in one table. The honest version.Read