The unit that matters
Money, membership, waivers and guest-pass allowances hang off a household, not off a person. That is why the family card, and not the person page, is where most desk conversations end up.
What you can do today
Households (needs manage_club_members) lists the club's families and opens
a family card showing:
- Everyone in the household and their role in it — admin, adult, dependent, caregiver
- Membership status for the current season
- Balance and account state
- Outstanding waivers
- Guest-pass allowance and what is left
Adding and editing families
With manage_club_members you can:
- Add household on the Households list — the family and its first people are saved together, so a refused person means nothing is written
- Add person on a family card — a new person seated in that family, with their role, relationship and whether they may collect the children
- Edit the family's name, address and contact preferences (anyone with
manage_club_members; the family's own member number and joined date too) - Change on a member's row — their role, relationship, whether they may collect the children, whether they pay the bills, and which emails they get
Every one of these is audited. Some combinations are refused with a sentence that says why:
- A caregiver is not added from these forms — a caregiver needs a caregiver credential with an issuer, an expiry and a named list of children
- Somebody whose date of birth makes them a minor cannot be a household admin or adult
- An email already on the roster belongs to a person the club already knows; add that person instead of creating them twice
- Pickup, billing and financial responsibility on somebody who joined the family less than 30 days ago need a registrar — a household admin cannot switch them on alone, whether the person is being added or changed later. Switching one off is never refused
- The family's only household admin cannot be changed to another role — make somebody else the admin first
To give somebody their own login, invite them into the family instead.
Inviting someone into a household
On a family card, Invite to household emails one address a link to join that family as an adult or a household admin. The person signs in — or creates a login — with their own email and password on your club's website and accepts; the family card shows them the moment they do. The card also lists every invitation sent, pending ones first, with Withdraw for the ones not yet used.
The family's other adults are emailed when an invitation goes out and again when it is accepted. That is the safeguarding control, and it is not optional.
Household roles
Every household keeps at least one household admin. SwimWin refuses to remove the last one rather than leave a family nobody can act for — that refusal is a service-level one with a clear message, not a database error.
A caregiver can collect a child and be checked in, and cannot sign a waiver or message a coach. See Households, guardians and caregivers.
Notes about a family
Staff notes attached to a household carry a visibility tier. This replaced a plain notes box that had no tier, no capability and no audit — the box where "mother is difficult, father has a restraining order" gets typed and then read by anybody who can open the family.
Safeguarding-tier notes are readable by the Safe Sport lead alone. Not the owner, not the board.
On the family card, Notes lists the staff and admin-only notes you may read,
pinned ones first, and lets you file one at any tier you hold. A note is filed,
not edited. The safeguarding tier never loads with the card: whoever holds
read_safeguarding_notes presses Read safeguarding notes, and every note
shown writes a row to the audit trail naming them.
Consents
Consents on the family card (and on a person's page) shows the current answer
for each of marketing email, marketing texts, the club directory, health-data
processing and third-party sharing — Yes, No, or Never asked, which is
not the same as no. Recording an answer from a paper form or a phone call adds a
new row; the old answer stays in the history. The family card's mailing-list and
directory flags follow the newest answer. Needs manage_club_members.
Photo consent is separate, and lives with the photo review queue.
Contact restrictions
When a court order, a guardian's request or a club decision says a named adult must not collect a child, the registrar files a contact restriction. If the adult is on the roster, find them by typing the start of their first or last name; if not, type their name as it appears on the order. The family card then shows, above the people list and to staff only:
- "Do not release to {name}" — the adult may not collect this child
- "Do not admit with {name}" — the adult may not come in with them
plus any of the quieter limits (no contact details, no schedule, no team chat, no club messages). The card says nothing when there is nothing in force; an empty space is not a clearance. A family never sees the badge.
The free-text safeguarding notes on a restriction are never shown on the
card. A person holding read_safeguarding_notes can open them one at a time,
and every such read is written to the audit trail.
A family's request waiting for a second admin
Collecting children, paying the bills and the billing email cannot be switched on by one household admin for someone who joined the family less than 30 days ago. The family can still ask: one admin ticks it in the portal, and it waits until a second household admin — one who has been an admin of the family for 30 days or more — confirms it. Those admins are emailed when the request is made.
While it waits, the family card shows it under the person's Pickup column: Waiting for a second admin, who asked, for what, and when. It is there to read, not to act on — if the club agrees, use Change and switch the flag on yourself (a registrar needs nobody's confirmation), and the waiting request clears.