SOLUTION
Gym Management Software for Swimming Schools
Swimming schools face unique scheduling and attendance challenges. GymFlow handles registrations, lane scheduling, and parent reminders — built for the pool deck.
The Challenges
Parent payment tracking
Swimming school fees are often paid per term or per batch of sessions. Tracking which parents have paid, who has outstanding balances, and managing refunds for rainy days is time-consuming without software.
Session-based attendance
Swimming lessons run in sessions — 8, 10, or 12 per term. You need to track which students attended which sessions and flag those falling behind.
Parent communication
Parents expect updates on their child's progress, lesson reminders, and pool closure notices. WhatsApp is the dominant channel, but sending individual messages to 100+ parents manually is unsustainable.
How GymFlow Helps
Session pack billing
Sell swimming lesson packs in GymFlow — 8, 10, or 12 sessions per term. Track attendance per session and deduct automatically. Parents see exactly how many lessons remain.
Automated parent WhatsApp messages
Send lesson reminders, progress updates, and pool closure notices to parents via WhatsApp — automatically, personalized by child name and class time.
Attendance reporting for instructors
Instructors see their class roster in GymFlow and can mark attendance with a single tap. You get real-time visibility into which classes are full and which have openings.
Key Features
- Session pack management for swimming lesson terms
- QR code check-in for pool entry
- Automated WhatsApp messages to parents — reminders, updates, closures
- Instructor attendance marking with real-time dashboard
- Financial tracking for term fees and make-up lessons
- Multi-class scheduling support
Frequently Asked Questions
Can GymFlow track swimming lesson attendance per session?
Yes. Create session packs for each term — 8, 10, or 12 lessons. Each pool entry deducts from the student's pack. Instructors mark attendance in real time and parents can see remaining lessons via GymFlow.
Can GymFlow send WhatsApp messages to parents for lesson reminders?
Yes. Automated WhatsApp messages go out 24 hours before each lesson — personalized with the child's name, class time, and pool lane. Pool closure notices are sent automatically when weather or maintenance affects operations.
Does GymFlow handle different swimming class levels?
Yes. Create different membership plans for each level — beginner, intermediate, advanced. Each plan tracks attendance separately, and you get level-specific reporting on attendance rates and churn.
Can swimming school owners track revenue by term?
Yes. Financial reports in GymFlow show revenue by term, by class level, and by individual instructor. Export term financial reports for your accountant in minutes.
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