CRM for Swim Schools

• The problem

  A new child is put straight into a group that turns out to be the wrong level.

  In Kompot.ai

  New families pick an assessment slot on your online booking page. After the assessment the teacher saves the swim level on the child's record, and the opportunity moves from “assessed” to “place offered” with a group that fits.

• The problem

  Re-booking for the coming term is done with paper slips handed out on the poolside.

  In Kompot.ai

  A scheduled workflow messages current families before the term ends, and the term invoice goes out with a payment link. A paid invoice confirms the place; for families who have not answered, the front desk gets a task to call.

• The problem

  A parent asks when their daughter moves up, and the teacher who knows is in the water.

  In Kompot.ai

  The current level, the date of the last move and the teacher's notes on what is still missing — a push and glide, breathing to the side — are on the child's record. The front desk opens it on a phone and answers.

• The problem

  The pool closes for a morning, and every family in those lessons has to be told at once.

  In Kompot.ai

  Lesson day, time and group are custom fields on the contact. Send an email campaign to the segment of families in the affected lessons, and answer the replies in WhatsApp or Messenger with a saved reply about make-up lessons.

• The problem

  Term fees arrive in pieces, and places are held for families who have not paid.

  In Kompot.ai

  Each term booking is an invoice the parent pays by card through a link. A part paid at the desk or by transfer is recorded by your staff, the invoice shows what is still open, and overdue invoices are flagged. Families who pay monthly can be billed with a subscription invoice.

What you keep on record

Swim level and progress

Current level, the date the child last moved up and the teacher's notes on skills still to pass, as custom fields and notes.

Group, day and teacher

The lesson day, time, lane group and teacher for each swimmer in custom fields on the family's contact.

Parent and swimmer details

The parent's phone and email, the child's date of birth and what the parent told you — nervous in deep water, wears ear plugs.

Lesson types and term fees

Parent-and-child, learn-to-swim, stroke technique, one-to-one lessons and school-break intensives in your price list.

Questions owners ask

Can I record each child's swim level and when they moved up?

Yes. Level and the date of the last move are custom fields on the child's record, and teachers add notes on the skills still to pass. Anyone at the desk can read them when a parent asks.

How does re-booking for a new term work?

A scheduled workflow messages current families before the term ends. You send the term invoice with a payment link, payment confirms the place, and unanswered families become call tasks for the front desk.

Can teachers update a swimmer's record from the poolside?

Yes. Kompot.ai works in a phone's browser. A teacher opens the child's record between lessons, changes the level and writes a note for the conversation with the parent later.

Can parents pay swim term fees online?

Yes. Each term invoice has a public payment link for card payment through Stripe or PayPal. The link charges whatever is still open on the invoice; a part paid at the desk is recorded by your staff. Monthly payers can be put on a subscription invoice.