Swim-school software that never loses a paid lesson.
SwimPilot runs enrolments, billing, the timetable and every family conversation for Australian swim schools. A mid-block level change, an approved holiday or a week of pool closure settles on its own, correct to the cent, so nobody has to reopen a spreadsheet at the end of term.
Hosted in Sydney
Your Stripe account, not ours
Unlimited swimmers on every plan
Set up in under a minute
Two things run a swim school: the money and the messages.
SwimPilot runs both. The billing engine keeps every paid lesson accounted for. The inbox keeps every family conversation in one place, on whichever channel the family used.
The billing engine
Enrolment blocks are an immutable ledger, and each swimmer's paid-through date is worked out from it rather than stored. Move a swimmer up a level and the engine prorates the part-used block, credits every unused future block at full value and shows you the settlement before you confirm it. Corrections are new reversing entries, never edits. There is no reconciliation job, because there is nothing to drift.
The unified inbox
Email, SMS, Facebook Messenger and WhatsApp land in one place, each thread already attached to the family it came from. Reply in whatever channel the parent used, hand a conversation to whoever is on the front desk, and send the whole overdue list a reminder in one go.
Your money stays yours. Your timetable stays twelve weeks ahead.
Neither number changes as your school grows. SwimPilot charges per school, never per swimmer, and takes no share of what your families pay.
Of your families' payments. Your school connects its own Stripe account, stays the merchant of record and keeps the full amount, less Stripe's own fee.
Of timetable, always scheduled ahead. Classes roll forward overnight, and approving a holiday or entering a closure moves every affected date with them.
The rest of the week runs on it too.
Enrolments, teaching, progression and the paperwork around them. Every change that touches money settles through the same ledger, so nothing has to be squared up by hand afterwards.
Makeup credits
You grant them, they expire with the block they belong to, and they can only be redeemed into a class at the right level with room in it. No credit outlives the money that paid for it.
Holidays and closures
Families request, you approve, and every affected paid-through date extends itself. A school-wide closure is entered once and every swimmer's paid-through date moves with it, without anyone editing a single enrolment.
Poolside teacher portal
Today's classes, one-tap roll marking and skill sign-off against ordered levels, plus photo capture with the consent badge shown before the camera opens. Built for wet hands and small screens.
Guardian portal
No password for parents to forget. They sign in to a plain-English balance and paid-through date, receipts, progress, photos, holiday requests and absence reporting. Most of what families ring the front desk about, answered without the call.
Import and setup
Sign up yourself in under a minute, then work through a six-step checklist. CSV import maps your columns and runs a dry-run preview before anything commits, and demo mode lets you practise on sample data you can wipe.
Security and residency
Your school's data is hosted in Sydney. Medical notes are encrypted at rest with per-school keys, and teachers see the safety alert while the front desk sees the full note. The audit log is append-only and holds no personal data in the clear.
Questions & Answers
Pricing that doesn't punish you for growing.
Unlimited swimmers, teachers and admins on every plan, because per-swimmer pricing bills you for a good term. All prices are in AUD, per school, GST inclusive. No card is needed to start, and yearly billing gives you two months free.
Club
$79/mo
Single-location schools finding their feet
Enrolments, classes and a rolling 12-week timetable
Billing engine with derived paid-through dates and a family credit ledger
Guardian portal with balances, receipts and card or BECS payments
Teacher portal for poolside roll marking and skill sign-off
CSV import with a dry-run preview, and a demo mode to practise in
School
$179/mo
Growing schools that need the full billing engine
Everything in Club
Unified inbox across email, SMS, Messenger and WhatsApp
Templates with merge fields and bulk sends
Makeup credits, holiday requests and school-wide closures
Front-desk POS for cash, EFT and card-present payments
Level-up suggestions from teacher sign-offs
Two-factor authentication for admins
Network
$389/mo
Multi-location operators and franchise groups
Everything in School
Unlimited locations under one account
Per-location staff roles and access
Reporting across the whole group or one location at a time
A closure entered once for every location in the group
AI assistant, off by default, with a hard monthly token budget
Every AI action previewed for an admin to approve, and logged
Start with the ledger, not the spreadsheet.
Create your school, import your families and build the timetable this week. Demo mode is there to practise in first, with sample data you can wipe.