Best Software for Small Swim Schools
Running a boutique swim school with a few dozen swimmers means juggling parent communication, seasonal terms, and level certificates while watching every dollar. Here’s how to choose swim school management software that handles swim lesson scheduling, attendance tracking, and billing.
Why tiny swim schools need dedicated software
Swim lesson scheduling software keeps class rosters, make-up lessons, and swim class management in sync so you spend less time on admin.
- Attendance meets safety: coaches need fast check-in to know who is poolside and who is late.
- Progress drives retention: parents expect level updates and certificates when their child completes a skill set.
- Cashflow is fragile: one missed monthly payment in a small program hurts; automated billing keeps revenue predictable.
- Seasonal churn: terms, make-ups, and waitlists change quickly—software keeps rosters tidy without spreadsheet chaos.
Non-negotiable features for swim school management software
Swim school billing software
Recurring term/monthly billing, family balances, and online payments so you’re not reconciling bank statements.
Swim lesson attendance tracking
Tablet or phone check-in that coaches or parents can use; logs feed into eligibility and missed-class tracking.
- Self check-in
- Coach mobile app
- Late/absent markers
- Exportable logs
Swim level tracking & certificates
Track skills by level and issue digital certificates when swimmers complete a band—no more Word templates.
- Skill checklists
- Certificate templates
- Parent portal visibility
- Level-up alerts
Top software options for small swim schools
NNERB
Built for growing swim schools with transparent pricing (including a generous free tier), plus local currency support for Caribbean operators.
- Strengths: automated term billing, attendance kiosk, skill tracking, certificate generation, family accounts.
- Why it fits: simple enough for owner-operators, but still covers payments, attendance, and level progression in one place.
Jackrabbit Swim
Feature-rich and trusted, but plans start around $49/month for up to 100 students and can feel heavy for many small rosters.
- Pros: solid online registration, decent skill tracking, add-on branded app.
- Watch for: higher tiers as you grow, more setup work than many tiny schools prefer.
SwimBiz (ThinkSmart)
Swim-focused scheduling and invoicing with QuickBooks integrations. Pricing is typically paid from day one.
- Pros: swim terminology out-of-the-box, established user base.
- Watch for: no free tier, cost jumps with scale; interface can feel dated versus newer tools.
Why NNERB fits small (and growing) swim schools
- Predictable billing: automate monthly or term fees, track family balances, and avoid hidden payment add-ons.
- Instant attendance: kiosk mode or coach check-in on mobile with exportable logs for compliance and safety.
- Certificates in a click: track level completion and send certificates to parents without juggling separate tools.
- Local-first: multi-currency and Caribbean-friendly payment options so you’re not forced into US-only gateways.
- Quick start: import rosters from spreadsheets and publish classes without consulting projects.
Quick setup checklist for swim schools
- Map your current classes by level and days, then create them in software with caps and waitlists.
- Set recurring invoices for term or monthly billing and enable reminders before due dates.
- Publish a self check-in flow (kiosk PIN or phone-based) for coaches or parents at the pool entrance.
- Build your first certificate template and tie it to level completion so parents get an automatic “well done” email.
- Test a full journey: enroll a test family, pay online, check in, mark a skill complete, and issue a certificate.
Watch the demos: attendance tracking, billing, level certificates.
