Swimming Pool Management runs an aquatic center's day from the session timetable to the poolside check-in. The Aquatics Manager sets up the services on offer, such as swim lessons, aqua classes and lane hire, the membership plans members can buy and the sessions each instructor delivers.
Sessions in one list
Front Desk Coordinator confirms each requested booking against entitlement and capacity.
Every feature works on the same records. Pick one to see the screen your team works in.
Set up lessons, aqua classes and lane hire as services, and schedule sessions with an instructor and capacity.
Services
| Service name | Duration minutes | Capacity | Price | Active | |
|---|---|---|---|---|---|
| Beginner swim lesson | 40 | 810 | 780 | Yes | |
| Junior stroke clinic | 110 | 870 | 710 | Yes | |
| Adult lane swim | 80 | 650 | 770 | Yes | |
| Family open swim | 90 | 330 | 220 | Yes | |
| Private coaching session | 15 | 690 | 270 | Yes |
Take booking requests, confirm them against membership and capacity, and allocate lanes for lane hire and squads.
Bookings
| Booking label | Member | Session | Places | Booked at | Status | |
|---|---|---|---|---|---|---|
| Mira's beginner swim booking | Amara Okoye | Stroke clinic, Oct 21 at 5 pm | 620 | 14 Oct | Requested | |
| Dylan's lane swim booking | Theo Clarke | Stroke clinic, Oct 21 at 5 pm | 800 | 19 Oct | Confirmed | |
| Zara's junior clinic booking | Ethan Park | Family swim, Oct 21 at 10 am | 440 | 20 Oct | Attended | |
| Keira's aqua fitness booking | Ethan Park | Stroke clinic, Oct 21 at 5 pm | 700 | 14 Oct | No show | |
| Benicio's family swim booking | Noah Brooks | Family swim, Oct 21 at 10 am | 180 | 12 Oct | Requested |
Register members, sell plans with a session allowance and validity, and manage pauses and renewals.
Approval conditions
| Member | Plan | Starts at | Expires at | Status | |
|---|---|---|---|---|---|
| Leila Hassan | Mateo Silva | 18 Oct | 23 Oct | Active | |
| Mateo Silva | Luca Romano | 25 Oct | 27 Oct | Active | |
| Theo Clarke | Mateo Silva | 18 Oct | 23 Oct | Active | |
| Theo Clarke | Mateo Silva | 03 Nov | 05 Nov | Active | |
| Amara Okoye | Luca Romano | 19 Oct | 21 Oct | Active |
Check swimmers in at the poolside, record no-shows and complete the session.
Attendance
| Attendance label | Booking | Checked in at | Recorded by | |
|---|---|---|---|---|
| Mira at beginner swim | Keira Walsh, aqua fitness | 21 Oct | Yasmin Farouk | |
| Dylan at lane swim | Niko Petrescu, private lesson | 22 Oct | Luca Romano | |
| Zara at junior clinic | Zara Ahmed, junior lesson | 17 Oct | Priya Menon | |
| Keira at aqua fitness | Dylan Hart, lane swim | 13 Oct | Luca Romano | |
| Benicio at family swim | Zara Ahmed, junior lesson | 18 Oct | Yasmin Farouk |
Collect charges raised at booking, confirm money received and record approved refunds.
Confirmed waits for the accounts coordinator
| Payment label | Member | Booking | Amount | |
|---|---|---|---|---|
| October membership renewal | Sofia Ramirez | Esme Laurent, lane swim | 750 | |
| Beginner lesson payment | Sofia Ramirez | Niko Petrescu, private lesson | 220 | |
| Family swim day pass | Sofia Ramirez | Mira Solis, beginner swim | 270 | |
| Private coaching fee | Noah Brooks | Mira Solis, beginner swim | 710 | |
| Ten-visit pass purchase | Leila Hassan | Niko Petrescu, private lesson | 270 |
Record pH, free chlorine and temperature for each pool and act on Retest and Close results.
Pool water checks
| Check label | Pool name | Checked at | PH | Free chlorine | Temperature c | |
|---|---|---|---|---|---|---|
| Main pool, Oct 19 morning | Main pool | 15 Oct | 940 | 230 | 540 | |
| Teaching pool, Oct 19 morning | Teaching pool | 12 Oct | 940 | 720 | 450 | |
| Leisure pool, Oct 19 afternoon | Leisure pool | 26 Oct | 960 | 660 | 780 | |
| Hydrotherapy pool, Oct 20 morning | Hydrotherapy pool | 22 Oct | 80 | 40 | 410 | |
| Outdoor pool, Oct 20 afternoon | Outdoor lap pool | 02 Nov | 830 | 70 | 120 |
Booking to attendance ships ready to use. One step needs a named approval before the work moves on: Confirm booking (Front Desk Coordinator).
Schedule the lesson or swim with its instructor, times and capacity.
Record the member's request for places.
Confirm places for entitled members while the session has room.
Split lane hire and squads into lanes with times and swimmer counts.
Check swimmers in at the poolside and mark absences.
Close the session once every booking is accounted for.
Open any session to see its bookings, the roles that work on it, its process stages and its approvals on one page.
Service, Instructor, Starts at and Ends at.
Each line is linked to this session.
Aquatics Manager, Front Desk Coordinator and Swim Instructor, each with their own permissions.
Set up services and plans and Open session, with the role that acts.
Confirm booking, with who decides.
Beginner swim lesson · Planned
| Booking label | Member | Session |
|---|---|---|
| Mira's beginner swim booking | Noah Brooks | Beginner lesson, Oct 19 at 4 pm |
| Dylan's lane swim booking | Yasmin Farouk | Beginner lesson, Oct 19 at 4 pm |
| Zara's junior clinic booking | Theo Clarke | Family swim, Oct 21 at 10 am |
Signed in as Front Desk Coordinator
| Decision | Approver | |
|---|---|---|
| Confirm bookingConfirm places for entitled members while the session has room. | Front Desk Coordinator | |
| Approve pool water checks, lane bookings, Payments refunds | Aquatics Manager | |
| Approve Bookings | Front Desk Coordinator |
Everyone opens Swimming Pool Management to the work that is theirs. Pick a role to see what it starts with.
Owns the session timetable, services and membership plans, reviews lane bookings and water checks, and decides refunds and pool closures.
This is the first screen this role sees.
Sessions · Aquatics Manager
Registers members, manages their plans and confirms or cancels bookings against session capacity.
This is the first screen this role sees.
Payments · Front Desk Coordinator
| Payment label | Member | Booking | Amount | |
|---|---|---|---|---|
| October membership renewal | Sofia Ramirez | Esme Laurent, lane swim | 750 | |
| Beginner lesson payment | Sofia Ramirez | Niko Petrescu, private lesson | 220 | |
| Family swim day pass | Sofia Ramirez | Mira Solis, beginner swim | 270 | |
| Private coaching fee | Noah Brooks | Mira Solis, beginner swim | 710 | |
| Ten-visit pass purchase | Leila Hassan | Niko Petrescu, private lesson | 270 |
Teaches assigned sessions, allocates lanes for their sessions and checks swimmers in.
This is the first screen this role sees.
Sessions · Swim Instructor
Takes and records pool water checks and retests on schedule.
This is the first screen this role sees.
Pool water checks · Pool Operator
| Check label | Pool name | Checked at | PH | Free chlorine | Temperature c | |
|---|---|---|---|---|---|---|
| Main pool, Oct 19 morning | Main pool | 15 Oct | 940 | 230 | 540 | |
| Teaching pool, Oct 19 morning | Teaching pool | 12 Oct | 940 | 720 | 450 | |
| Leisure pool, Oct 19 afternoon | Leisure pool | 26 Oct | 960 | 660 | 780 | |
| Hydrotherapy pool, Oct 20 morning | Hydrotherapy pool | 22 Oct | 80 | 40 | 410 | |
| Outdoor pool, Oct 20 afternoon | Outdoor lap pool | 02 Nov | 830 | 70 | 120 |
Confirms money received against pending charges and records approved refunds.
This is the first screen this role sees.
Payments · Accounts Coordinator
| Payment label | Member | Booking | Amount | |
|---|---|---|---|---|
| October membership renewal | Sofia Ramirez | Esme Laurent, lane swim | 750 | |
| Beginner lesson payment | Sofia Ramirez | Niko Petrescu, private lesson | 220 | |
| Family swim day pass | Sofia Ramirez | Mira Solis, beginner swim | 270 | |
| Private coaching fee | Noah Brooks | Mira Solis, beginner swim | 710 | |
| Ten-visit pass purchase | Leila Hassan | Niko Petrescu, private lesson | 270 |
Maintains user access, staff records and configuration without taking pool decisions.
Review session fill, lane use, attendance, charges, renewals and water check results.
This quarter
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Planned | 31 | ||
| Open | 21 | 68% | |
| Full | 11 | 52% | |
| Completed | 7 | 64% |
Sample totals per stage
Compare confirmed and attended Places on Bookings with each session's Capacity, grouped by Service and then by session.
Total swimmer count on lane bookings by lane number and starts at hour.
Count Attended, no show and Cancelled Bookings for each Instructor's sessions, then by Service.
List Pending Payments with Amount, Member and Booking.
Total Payments Amount by Status and received at month.
Count Active member plans for each membership plans plan name with Price and session allowance.
List Active and Paused member plans by expires at for renewal calls.
Count pool water checks by pool name, then by Result, with average PH, free chlorine and temperature C.
List pool water checks with Result Retest or Close by pool name and checked at.
See how Swimming Pool Management fits your kind of team.
Each stage of booking to attendance names the role that acts and the status it records, so a change is never anonymous.
Each stage, the role that acts and the status it records
Prepare and review pool sessions, bookings and water checks with Proto.
Set up connections through ERP.AI and Proto workflows, with every change logged.
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 12 tablesStart with one team and one process, then add the rest once the basics are running.
The scope is pool operations: services, sessions, members, plans, bookings, lanes, check-in, payments and water checks. Payments, online booking, messaging and chemistry controllers remain connected. The pool decides its booking, refund and closure policies and water thresholds; Proto prepares configuration for review.
Bring the service list, the timetable, members with plans, lane limits and the water testing schedule.
Pilot one pool for one week. Confirm bookings, allocate lanes, check swimmers in and record water checks.
Confirm a booking for a member without an entitlement. Overfill a session. Book a lane past the session end. Record a Close result and cancel sessions. Approve a refund.
Compare members, plans, places and payments with the source. Obtain the Aquatics Manager’s acceptance before adding pools.
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
Click Get started, then use Proto to configure Swimming Pool Management for your business. Pilot one pool for one week: confirm bookings, allocate lanes, check swimmers in and record water checks, then reconcile places and payments before adding pools.
Yes. A confirmed lane hire or squad booking is split into lane bookings with lane number, start and end time and swimmer count.
When confirmed places reach the session's capacity, the session shows Full and further requests wait at the desk.
A term is a membership plan with a session allowance and validity. Each attended lesson uses one session.
Operators record pH, free chlorine and temperature with the pool and time. The result is Pass, Retest or Close for the manager to review.
The Aquatics Manager cancels affected sessions, the front desk cancels the bookings and refunds are decided and recorded.
The Aquatics Manager approves refunds; the Accounts Coordinator records them.
Payments from a connected provider are matched to pending charges and confirmed.
Ordinary manual use has no per-user charge under the platform policy. Imports, integrations, agent execution and other machine work consume prepaid credits; implementation is scoped separately. The pricing page lists the current rates.
Start free, then use Proto to change fields, steps and approvals before your team goes live.