Club management for swimming clubs

Everything your club manages. In one place.

Members and fees, accounting, training, swim lessons, events and documents. The board works in the browser, coaches and instructors use the app on the pool deck.

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In daily useSchwimmverein Haren e.V.

The back office in the browser – here the membership overview with open applications and cancellations.

The back office in the browser, here the memberships. Swipe sideways to explore.

In daily use

Schwimmverein Haren e.V. works with SwimDesk every day.

From the board in the back office to coaches and instructors at the pool: members, fees, finances, training and swim lessons all run on SwimDesk.

For everyone who keeps the club running.

In the back office

The board, treasurer and membership secretary work in the browser. Everyone only sees the areas they have permissions for. Ready-made roles such as treasurer, membership secretary or chair can be assigned right away.

On the pool deck

Coaches, instructors and members use the “My Club” app on their phones: take attendance, tick off requirements, submit receipts. Whatever is recorded there shows up in the back office instantly.

The modules

Each area is a separate module that can be switched on per club. The modules work together: a direct debit run books itself into the finances, and the statement lands in the documents as a PDF.

Memberships

The family is the paying unit with address, fee rate and SEPA mandate; the member is the individual person with joining and leaving dates, departments and positions. Membership applications come in directly via the website.

From application to leaving
  1. Application via the website or on paper
  2. Accept as a new or existing family
  3. Set fee rate and interval
  4. Collect fees by SEPA direct debit
  5. Record and confirm cancellations

Finance

Bank transactions arrive as CAMT files or directly from the bank. Every transaction is booked to a category and cost centre and gets its receipt. Bookings use ledger accounts based on the German SKR 49 chart of accounts for non-profits, split into the tax spheres of a club. Donation receipts are created and signed directly from the donations. At year end, SwimDesk produces the cash-basis income statement (EÜR) as a PDF.

How the accounting works
  1. Import or fetch transactions
  2. Book to category and cost centre
  3. Attach receipts, stamped with the transaction number
  4. Assign SKR 49 ledger accounts
  5. Create and sign donation receipts
  6. EÜR: cash position, annual result and breakdown by account

Competitive swimming

Squads, swimmers, coaches and the regular training schedule. Coaches take attendance in the app; this drives coach compensation and the families’ pool entry fees.

Included
  • Training and attendance
  • Coach statements approved by the coach
  • Pool entry billing by direct debit
  • Municipal billing and coach hours

Recreational swimming

Swim lessons from the waiting list to the badge. Instructors tick off requirements at the pool, the coordinator awards the badge officially. Nothing is awarded automatically.

Included
  • Waiting list and enrolment
  • Groups with badge goal and schedule
  • Children, instructors and attendance
  • Badge statistics and lesson overview

Calendar

Meetings, events and deadlines, single or recurring. For each event you decide who can see it and who can edit it. Events can also be tasks to tick off.

Included
  • Month, list and task views
  • Visibility per person and role
  • Colour-coded categories
  • Subscription link for Google, Apple and Outlook

Documents

Applications, cancellations, certificates and receipts live in one place and are linked to families and members. PDFs generated by SwimDesk land here automatically.

Included
  • Upload PDFs and images
  • Define your own document types
  • Linked to family and member
  • Statements, invoices, donation receipts

The “My Club” app

Ditch the clipboard at the pool.

After signing in, everyone sees one tile per area they are allowed to use. An instructor sees swim lessons, a coach their training, the treasurer the receipts.

  • Take attendance at training and swim lessons
  • Tick off requirements and add notes on children
  • Photograph expenses and submit them as receipts
  • Review and approve coach compensation
  • See club events, tick off tasks

No app store required: the app runs in the browser and can be added to the home screen on iPhone and Android like a regular app.

Member data belongs in good hands.

A club manages dates of birth, bank details and children’s data. SwimDesk is built for that from the ground up.

Hosted in Germany

The application runs on servers in Germany. Every club has its own address, and club data is kept separate.

Roles and permissions

Every page has its own read, write and delete permissions. Someone who only needs to look up members never sees the finances.

Two-factor sign-in

In addition to the password, sign-in can be secured with an authenticator app, in the back office and in the app.

Backups

Database backups are created and can be downloaded or restored.

Traceable

System logs and sent emails are visible to administrators.

Data quality

SwimDesk shows where information is missing, such as a date of birth or a SEPA mandate, and takes you straight there.

Switch without starting over.

At Schwimmverein Haren e.V., all data from the previous system was migrated, including SEPA mandates and archived PDFs. The import can be repeated as often as needed: anything already there is skipped.

  1. Migrate member dataFamilies, members, SEPA mandates, applications and cancellations from your previous system.
  2. Bring your documentsExisting PDFs are uploaded and linked to the right members.
  3. Connect your bankBank statements as CAMT files or directly from the bank.
  4. Set up and goA setup wizard guides you through club details, logos and email delivery.

Let’s talk about your club.

We’ll show you SwimDesk in a demo and discuss which modules you need and how your data gets migrated.

info@swimdesk.de

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