Swim school websites: levels, make-up lessons and waitlists
Short answer: A swim school's website has to solve one problem parents have before anything else: which class is right for my child? Build a level finder, offer an assessment booking for anyone unsure, and only then show the classes for that level with live places. Behind it, your swim school software should run make-up credits through a parent portal and keep a waitlist per level, because those two things generate most of the phone calls and emails.
Feature list, in the order parents meet them
1. A level finder that speaks parent, not coach
Your levels have names that make sense inside the school ("Turtles", "Level 3", "Stroke Development"). Parents think in different terms: "she's four and won't put her face in the water", "he can swim 10 metres freestyle but not breathe to the side". Give parents a short finder:
- age of the swimmer
- three or four yes/no questions about what they can do now
- a result that names the level, with a one-line description and a photo of that class in action
Add a clear line: "Not sure? Book a free assessment" (or paid, if that's your policy).
2. Assessment booking
Older children and returning swimmers often need a short in-water assessment before placement. Make it bookable online with set times, so the front desk isn't juggling it by phone, and have the instructor record the level straight into your system so the parent's next step is an enrolment link for the right classes.
3. Classes by level, with live availability
After the level is known, show only the classes that match: day, time, pool, instructor ratio and places left. Swim school software is built for this. Oases Online, for example, describes skill-based class structures by age group and ability, and capacity limits based on ratios that close a class when it fills. Pulling availability live from your software avoids the classic problem: the website says Saturday 9 a.m. has places, the pool deck says otherwise.
4. Term or ongoing enrolment and payment
Swim schools generally run either school-term blocks or continuous (perpetual) enrolment with regular direct debits. The website should state which you use, the start and end dates or billing cycle, and what happens over school holidays (intensive programs, a break in billing, or both). Payment is handled by the software at enrolment, ideally with a card or bank account stored for ongoing billing.
5. Make-up lessons through the parent portal
Missed lessons are inevitable with small children: colds, ear infections, birthday parties. Your make-up policy should be on the website in three sentences: how much notice is needed, how long a make-up stays valid and where it can be used (same level, any pool, any day).
Then let the system enforce it. Jackrabbit's help centre is a good illustration of how the settings fit together: makeup settings define how eligibility is decided and whether there's a time limit; parent portal settings control whether parents can mark absences themselves and within what window; and if you allow it, parents can schedule makeups in the portal, choosing from the classes you allow, with your rules on when makeups can be booked and whether they can be cancelled. You can also turn the ability off for a specific contact.
The aim: a parent marks the absence on Tuesday night, books a make-up in a matching-level class on Thursday, and nobody at your desk touches it.
6. Waitlists per level, not per school
A general "join our waitlist" form loses information. Waitlists should be per level (and ideally per preferred day and time), so when a place opens in Level 2 on Wednesday afternoon, the right family hears first. Jackrabbit's waitlist help describes prioritising by enrolment status, skill level and date added, with alerts when classes have openings. Tell parents on the website how waitlists work and roughly how they'll be contacted.
7. Progress and level-up messages
Parents stay longer when they see progress. Jackrabbit lists student skill tracking among its swim features, and Oases Online describes tracking skill development beyond attendance. On the website, explain your progression: what each level teaches and how moving up works. In the portal, parents see their child's skills.
8. Practical information pages
Pool location with parking, change-room and family facilities, what to bring, parent viewing area, and what happens in bad weather if any pools are outdoor. These pages answer the questions that otherwise arrive at 6 a.m. on lesson day.
The parent journey, end to end
- Parent searches "swim lessons [suburb]" and lands on your location page.
- Uses the level finder; gets a level, or books an assessment.
- Sees classes for that level with live places; picks one.
- Enrols online, creates a family account and adds a second child if needed.
- Pays for the term or sets up ongoing billing.
- Receives a welcome email: first lesson date, what to bring, how to mark absences and book make-ups.
- Marks absences and books make-ups through the parent portal.
- Gets progress updates; receives an offer for the next level or next term.
- If no place was available, joins the waitlist for that level and day, and is contacted when one opens.
FAQ
Should parents be able to enrol without an assessment?
For beginners and preschool levels, yes, using the level finder. For older or returning swimmers, an assessment avoids the awkward move after week one.
How many make-up lessons should we allow?
That's a policy decision. Whatever you choose, publish it on the website and let your software apply it automatically, so staff aren't negotiating case by case.
Can siblings be booked into back-to-back lessons?
Most systems let parents enrol several children in one family account. Showing classes side by side by time makes back-to-back bookings easier to spot.
Do we need an app for parents?
A mobile-friendly parent portal usually covers absences, make-ups, payments and progress. Some software also offers an app; it's a convenience, not a requirement.
If your front desk spends Monday mornings rebooking make-ups by phone, tell us which system you use and we'll look at moving that online.