In progress
Setting up programs, picking a program on plans, forms and discounts, and the family's view grouped by program all work today. Training groups and classes inside a program, revenue reports by program, and staff limited to one program on every screen are still to come. Each is listed under Not yet, below.
What a program is
A program is a part of your club that runs as its own line of business: a Competitive Team, a Swim School, Masters, a Pool Membership. Each one has its own name, colour, membership types, registration forms and discounts. Its charges post to its own revenue line.
A family is still one household with one balance. A parent whose daughter swims on the team and whose son takes lessons signs in once, pays once and gets one statement, laid out by program.
If your club runs one thing, you never see the word. Every club starts with one program named after the club. Nothing about programs appears anywhere, for staff or families, until a club has two.
Who can do this
manage_seasons — owner and club_admin, the same people who set
membership prices.
Setting up: what does your club run?
Club setup → Programs (/setup/programs).
Tick everything your club runs:
| Tick | Becomes | Membership needed? |
|---|---|---|
| A competitive team | Competitive Team | Yes, a Team Registration per swimmer |
| A swim school / lessons | Swim School | No, families pay per class |
| Masters | Masters | Optional |
| A pool or facility membership | Pool Membership | Yes, per family, per season |
The first box you tick turns your starting program into that one, so a club that ticks one box still has exactly one program. Asking again never makes a duplicate.
Afterwards you can rename any program, recolour it, reorder it, and switch membership required on or off. Families only ever read the name you choose.
A program that has sold anything is archived, never deleted, and can be restored. Your club's default program cannot be archived.
Once you run two
A Program picker appears on:
- membership types (Club setup → Membership plans), so "Team Registration" belongs to the Competitive Team;
- registration forms, so the join page knows which program each form joins;
- discount rules, which apply to the whole club unless you pick one program. A sibling discount follows the family across programs by default.
Lists of those show a small program badge.
Team Registration per swimmer
A membership plan has a Charged setting: Per family, Per person or Per swimmer. A per-swimmer plan is still bought once per family, on one form and one checkout. The invoice lists each child:
Team Registration — Maya ........ $95
Team Registration — Leo ......... $95
Sibling discount (2nd swimmer) .. −$10
A sibling discount comes off the second swimmer's own line. A per-swimmer plan for a family with no children on it is refused rather than sold for nothing.
What families see
- The join page asks What would you like to join?, with one card per program, using your names and colours. A parent enters their details once, then adds each child.
- Family home shows one card per program the family is in.
- What I owe groups charges by program. The balance is the same single number it always was.
A family in two programs
A family can hold one membership in each program in the same season. A family on the Competitive Team can also buy a Pool Membership for the summer, and each has its own price, its own invoice lines and its own card on Family home. A second membership in the same program is refused. To switch a family from one membership to another in a program, change the one they have.
At the gate, the family is let in by whichever membership opens that gate. A Team Registration that does not include pool entry never turns the front gate red when the Pool Membership lets them in. The other way round, a lapsed Pool Membership still shows as lapsed at the front gate, even with an active Team Registration. A suspension on either one still stops the family. Guest passes come from the membership that includes them.
Staff in one program
A role can be granted in one program, for example a swim school instructor
who should see swim school families only. An owner or club admin does it in
Club setup → Staff (/setup/staff): choose the person, the role, and pick
the program under Program instead of Whole club. The picker only appears
once your club runs two programs. Someone with a role in one program sees the
roster, the person card and medical alerts only for people in that program.
Someone in two programs is visible to staff of both. A club-wide role is
unaffected.
A role in one program does not yet open the other staff screens. The schedule, memberships, forms and charges still need a club-wide role.
A role in one program cannot grant roles either, not even inside that program. Granting needs a club-wide owner or club admin role.
Not yet
- Training groups and classes inside a program. The squads and lessons themselves are the next stage. See Learn-to-swim lessons.
- Revenue reports by program. Every charge records its program, so the reports will split cleanly when they arrive. See Reports.
- Moving a swimmer between programs in one action ("Leo made the team").