A custom form is a method where you can get bak information from your members, in a form based format. You can add questions to your form for anything you would like to ask your members about.

For example, at the moment, we are in the middle of the corona virus pandemic, and pools are to reopen shortly. One of the things Swim England has stated is that all members should be surveyed to determine whether they are fit to swim or not.

So, we will use this in today’s tutorial. Go to setup, club, custom forms. Click on the “add form” button and enter a name and introduction. Now click the “add form” button.

You now need to add the fields to the form. Click on the “add feed” button and enter the following.

In the field name, enter “covid19”.

In the description, enter, Have you had confirmed Covid-19 infection or any symptoms (listed below) in keeping with Covid-19 in the last five months?
Fever
New, persistent, dry cough
Shortness of breath
Loss of taste or smell
Diarrhoea or vomiting
Muscle aches not related to sport/training

Leave the field type as text because we need the member to be able to type details if they have.

Enter 1 in the field order, and check the “required field” option. Now click the “add field” button.

Click the “add field” button again and enter the following.

In the field name, enter “exposure”.

In the description, enter, “Have you had a known exposure to anyone with confirmed or suspected Covid-19 in the last two weeks? (e.g. close contact, household member)”.

Leave the field type as text because we need the member to be able to type details if they have.

Enter 2 in the field order, and check the “required field” option. Now click the “add field” button.

For the sake of this video, we will stop here but you would obviously need to add all the other fields as well.

Once finished, it’s now time to email out the form.

Click on the “envelope” icon in the header to take you to the club inbox. Now click on the “Compose email” button.

Select who you want to send the custom forms to, then type your email. You can enter email tags so the system will replace them with the member’s details. You must enter the email tag for the custom form you have just created. Click on the link icon, then select your custom form. A special tag will be placed in the email at the point your cursor was.

It’s good practise to un-check the “Remove duplicates” option if you have members that share email addresses, such as parents with multiple child accounts. That way, parents will receive an email for each of their children, instead of just one.

Once you have finished the email text, click on the “Send Email” button.

When the members receive the email, that link will become a clickable link that when clicked, will take them to a secure page to complete the form.

To see your form replies, go to reports, members, custom forms. Select your form, then click “run report”.

Click on a member’s name to view their form.

Invoicing your members

Members can be invoiced for a number of things, and in a number of ways. You can invoice for gala fees, club fees, groups and sessions.

Before using the invoicing features, you need to setup a few things.

Go to setup, finances, invoice types. Invoice types allow you to separate different invoices, for example gala fees, swimming fees and club kit.

You need to create at least one invoice type, but you can create as many as you like.

Once created, it’s now time to decide how you will be invoicing your members.

In this example, we will be invoicing our members every month for their swim fees. So, now we need to create some fees.

On the finances menu, under setup, click on club fees.

We will now create a fee by clicking on the “Add Fee” button, and entering the details.

Once created, click on it, then click the “Add members to fee” button. You can filter the member list by age and club group. Leave blank to get all members by clicking the “List members” button.

Go through the list and select any member you would like to assign this fee to. Then, click the “Add members to fee” button at the bottom.

Do that process for all the fees you created in the steps above.

Because we will be invoicing our members each month, we can setup a recurring invoice. Go to finances, invoices, recurring invoices. Click the “Add recurring invoice” button.

This form has the following options.

Day of month. Select the day of the month you would like your monthly invoices to be created on.

Set end date to end of month. Leave this checked and the system will set the end of the invoice period to the last day of the month.

Due date. Set how many days after the invoice is created you want the invoice due date to be. Invoice die dates are what drives the direct debit payment collection. More on that later.

Invoice period title. Enter the title for the invoice period, which is displayed on the related invoices. You can use special tags that will enter the current month and year for this.

Select the invoice type.

Account code. Account codes are for when you are using the accounting features of the system. For example when reconciling your invoices to a bank statement. More on this later.

Collect payment via Go Cardless. This is so that you can tell the system that you want these invoices to be collected via direct debit. More on this later.

Ignore member discounts. You can give members discounts on their invoices. If you would not like the system to assign those discounts for these invoices, check this option.

Because we are invoicing based on club fees, select the relevant fees in this section, and ignore the club groups.

Automatically email invoices. Check this option if you want the system to automatically email out the invoices each month once they are created.

Either select an email template, or type in what you want the email to say. You can insert tags for first and last name so the system will replace those with the recipient’s actual name.

Click the “Add recurring invoice” button, and the system will automatically create invoices for all members with the assigned fees you selected, on the day of the month you selected.

Manually creating invoices

If you can’t or don’t want to use recurring invoices, you can create them manually.

Go to finances, invoices, add invoice period. Enter the relevant details into the form.

Again, we will invoice based on club fees, so leave the “which fees to use” option as it is and scroll down to the fees section. Select the relevant fees you want to invoice, then click the “Add invoice period” button.

To view all of the invoices related to an invoice period, click on the invoice period and they will be listed below. If you make a mistake, or need to delete them, deleting the invoice period will also delete all the associated invoices.

To view all unpaid invoices, go to finances, invoices, view invoices. The system automatically lists the unpaid ones, but you can use the filter options at the top to view paid ones, as well as filter by invoice type and group.

Click on an invoice number to view it. You will see all the relevant invoice details, as well as any payments made to the invoice at the bottom.

If you need to manually receive payment for an invoice, there are a couple of ways to do it. Go back to the view invoices page. Look for the invoice in question and tick the “update” check box. In the paid date field, it automatically displays todays date. If the payment date was not today, click it to edit it.

If the invoice is being paid in full, leave the value in the total field. If it is an under payment or over payment, adjust the total accordingly. If a member has paid too much, the system will automatically create a credit note for the difference.

Click the update button at the bottom and the invoice will be marked as paid, and the payment added to it.

The other way of adding a payment to an invoice manually is via the invoice details page. Click on an invoice to view it. Scroll to the bottom and click on the “Add payment” button.

Enter the relevant details and if you want the invoice to be marked as paid, check that option, then click the “Add payment” button.

Accepting credit and debit card payments. If you would like your members to be able to pay their invoices via card, go to “Setup, finances, online invoice payments”. We use Stripe for credit and debit card payments. Click on the “Connect with Stripe” button.

If you have a Stripe account already, click the “sign in” option. If not, fill in the form on this page.

You will then be sent back to SwimClub Manager and your Stripe account will be connected.

That’s it. From now on, when a member views an invoice or you email an invoice to someone, there will be a link in it that says “pay this invoice online”.

View an invoice and downlod the PDF version, then open it. Click on the link and you will be taken to a page with a “Pay now” button on it.

To take payments from your member via direct debit, go to setup, finances, direct debit payments. We use Go Cardless for direct debit payments. Click on the “Connect with Go Cardless” button and follow the instructions.

You will be redirected back to SwimClub Manager and your Go Cardless account will be linked.

If you use Go Cardless already, you can click on the “List mandates” button and link your mandates to the members in the system.

If you do not use it already, you now need to get your members to login and create their mandates. All they need to do is login, click on the “Your finances” tile and then click the link at the top and follow the instructions. Go Cardless we create a direct debit mandate and link it to their SwimClub Manager account.

Once a member creates a mandate in this way, any invoices created for them from that point on will be able to be paid for automatically via their direct debit mandate.

If a parent is creating the direct debit mandate, and they have assigned swimmers in their account, they will be asked if they would like to link this new mandate to all of their assigned swimmers.

Click “Yes” to do this.

If for any reason a member wants to cancel their direct debit, all they need to do is click on the finances tile on their dashboard, then click the “Cancel direct debit” button. From that point on, no more invoices will be able to be paid via direct debit.

Ok, now that you have setup direct debit payments, there are some useful features to be aware of.

Each invoice can be set to be collected via direct debit or not. When you are creating invoice periods, or recurring invoices, you will remember the “Use Go Cardless” option.

If for some reason you want to have a certain invoice not be collected via direct debit, find the invoice by going to the all invoices page under finances, invoices, view invoices. Then click on it.

Click the word “Yes” next to where it says “Collect via go cardless”, then select no and click the tick button.

Be aware though that you can only do this if the invoice due date is in the future.

If you want to update every invoice associated to an invoice period to not collect via direct debit, go to finances, invoices, view invoice periods.

Click on the invoice period in question. Set the “update collect via go cardless” to “No” then click update. Every invoice in this period will be updated to not collect via direct debit.

To email invoices to your members, go to finances, invoices, email invoices. Select who you want to email invoices to, enter the email details and then click the “Email invoices” button.

Please be aware, there is an option at the bottom titled “Remove duplicates”. If a parent has more than one child assigned to their account and they have the parent’s email in all of them, you must uncheck this option. If you do not, the parent will only receive one email as the duplicates on the other children will be ignored.

To send an account statement to your members, go to finances, invoices, email statements. On the form, select who you want to send the statements to, enter the email, then click the “Email statements” button.

Every member you selected will receive an email with a PDF attachment of their account statement.

To download the mobile app, go to our website and click on the “App” link on the menu. Then, click on either the Apple app store link or the Google play store link.

Once installed, open the app and enter your SwimClub Manager username and password.

The first page you will see is the dashboard. Click on the “Dismiss” button to remove the welcome message.

The dashboard contains the following tiles.

Club Feed

Tap this tile to view your club feed. Messages are listed in date descending order, with the most recent at the top.

Images are displayed automatically, and to view a video or other document type, simply tap on it.

Emails

Tap this tile to view any emails the club has sent to you over the last 30 days. Tap on an email to view it. To delete it, tap the delete button at the bottom.

Old emails are deleted after 30 days.

Calendar

Tap this tile to view your calendar, which lists your training session times, and any club events you or your children have been invited to attend. Tap on the dates to view the details. Tap on the details below the calendar for more information.

Events

Tap this tile to see any events you or your children have been invited to. Tap the “View past events” button to view old events. Tap an event to view the details.

If you have a valid postcode in your account details, and the event has a valid address, tap the “Directions” button to get directions to the event from your home.

Finances

Tap the finances tab to view your unpaid invoices. Tap an invoice to view details. If your club has setup card payments, and you do not have an active direct debit mandate on your account, there will be a “Pay Now” button that will allow you to pay the invoice by credit or debit card.

Shop

If your club has setup the club kit shop, tap this tile to view the product categories. Tap a category to view the products, and tap a product to view it.

To order a product, select the quantity, any relevant options and enter any instructions if applicable. Then tap the “Place Order” button.

Your order will be placed and an invoice generated automatically.

Swimming

Tap this tile to view the club sessions, learn to swim lessons, club groups, club fees, progress reports and personal best swim times for you and your children.

If you or one of your children can not attend a specific session, you can notify the coach via this page. At the top, swipe the swimmer in question to the left, then tap the “Can’t attend” button. Then tap the date in question and enter any relevant notes for the coach at the bottom. Then tap the green tick button to submit.

The coach for that specific session will be notified, and a non attendance will be added for that date automatically.

Role

Tap this tile to view the club roles, DBS and Safeguarding, Skills and Qualifications for you and your children.

Details

Tap this tile to view your details. The details you see are for your account, if you are a parent, not your children’s accounts. Make any adjustments as necessary, then tap the green tick button to submit.

The Menu

To view the menu, where there are links to other pages, tap the hamburger icon at the top left.

The menu is split into the following sections.

Dashboard
Tap that to go back to your dashboard.

Club
The following links are under the club menu.

Club kit
Takes you to the club kit page.

Club feed
Takes you to the club feed page.

Documents
Takes you to the club documents page. Tap on the folders to open, tap on the file names to download.

Events
Takes you to the club events page.

Who’s Who
Takes you to the club who’s who page. Tap on the envelope icon to email that member.

Finances
Takes you to your invoices page.

Members
The following links are under the members menu.

My details
Takes you to your details page.

My emails
Takes you to your emails page.

My swimmers
Takes to to your children’s pages. Tap on one to view and edit their details.

Logout
Logs you out of the app.

More
Tap the “more” button at the bottom and there are links to our blog to view app updates, a link to share the app with somebody, a link to send us feedback on the app and a link to refresh your data.

If your club permissions change, you will either need to log out opf the app then back in again, or, tap the refresh local data button.

When you first log in, you will see your dashboard.

Any code of conducts and club disclaimers that you have not acknowledged will be listed at the top.

Click on the green button to acknowledge them.

Your dashboard contains various tiles, and each tile is a link to a page to view that information.

The tiles are as follows.

Communications

Click this tile to view any emails the club has sent you in the past 30 days. Below your email notifications is your club documents. Click on the folders and files to view them.

Calendar

This page lists your calendar that contains your training sessions, and the club calendar below that.

Events

This page lists the events you are participating in, and events you’ve been invited to participate in.

Click the view past events button at the top to view older events.

In the events you’ve been invited to section, if you click on the event name, you will see the event details and it will allow you to select events to swim in, or, say whether or not you can attend.

Your finances

This page lists all the invoices your club has sent to you. At the top of the page, if your club has setup the direct debit integration, you will be able to create a direct debit so that future invoices can be collected from your bank account automatically.

Below this are your invoices. Green ones have been paid, grey ones have not.

Click on the invoice number to view it, and if your club has setup credit card payments, and you do not have an active direct debit mandate, you will see an option to pay the invoice via credit or debit card.

Click on the “pay with card” button to pay for this invoice now via credit or debit card.

Below your invoices are any credit notes your club has created for you. Click on the number to view the details.

Club shop

If your club has setup the club shop, this page lists all of the products. Click on a catagory to view the products. Click on a product to view it.

To order this product, select the quantity and enter any specific instructions if applicable. Then click the “Add to cart” button.

Click the link at the top, then click the checkout button. Click the “Create Order” button an the system will create your order and create an associated invoice automatically.

Your swimming

This page lists various information regarding your swimming, such as your groups, fees, sessions, attendance, progress reports and awards.

At the very bottom you can search the system for your swim times as well.

Your role

This page lists various information regarding your role at the club.

Your details

This page lists all of your personal details, such as address, contact numbers, emergency contacts and medical history.

Below your personal details are any code of conducts that you have acknowledged.

Club feed

On the right is your club feed. Click on any images, videos or documents to view them.

Navigation

On the left is the navigation menu. It is broken down into the following sections.

Dashboard
This takes you back to your dashboard page.

Club
This section has links to the following pages:

Club kit
This is the same page as the page you go to when you click the club shop tile on your dashboard.

Discussion forums
If your club has setup discussion forums, they will be listed here. Click on the “View forum” button to view that specific forum. You will then see all of the forum topics.

Click the “Add topic” button to create a new one, or click a topic to view one.

When viewing a topic, to add a post to it, click on the “Add post” button. To receive an email when someone posts in the topic, click the “Subscribe topic” button. Click it again to unsubscribe.

Documents
This lists your club documents and they are the same documents as listed on the page when you click on the “Communications” dashboard tile.

Events
This page is similar to the page you see when you click on the events dashboard tile.

Member pages
If your club uses member pages, you will see them here. Click on a page title to view it.

Noticeboard
If your club uses the noticeboard, messages will be listed here. You may also see your noticeboard items on your dashboard, if your club has set that option.

Who’s who
This page lists the club who’s who members.

Finances
This section lists your club kit orders.

Reports
This section has links to the following pages:

Best swim times
Use this report to view your swim times in the system.

Fastest club relay times
Use this report to view the club’s fastest relay times.

Fastest club swim times
Use this report to view the club records.

The report we will be using today is under reports, members, view members.

There are lots of options here. The grey box at the top contains your filtering options. For example, if you wanted to only include swimmers between the ages of 10 and 15, enter 10 and 15 in the age options, then select swimmers for the member type option.

You can also filter by club sessions and club groups.

Leave them blank to include all members.

Below the filter options are check boxes for each field you can include on the report.

By default, only first name and last name are checked.

One thing to note. You will only be able to see the fields that you can access according to the club roles you are assigned to.

So, if you would like to create a report containing all swimmers and their medical details and emergency contact details, select the following.

first name, last name, medical history, and the emergency contact ones. Now click the run report button at the bottom.

To export the data, click on one of the buttons above the results table.

Basically, it’s as simple as that. To include more fields on the report, click on them.

There are 4 ways to take attendance, and they are as follows.

Via the dashboard

On your dashboard, click on the “add attendance” button at the top right. The system will list all the sessions happening today. Click on a session to see a list of members attending that session.

Click the checkbox for each member that is attending the session, and leave it unticked for anyone absent.

Click the button at the bottom to add the attendance.

Via the menu, by group

Go to Members, Attendance, Add by group.

Select the attendance date, select the group and optionally filter by session, then click the list members button.

The “include check boxes” option is there to allow you to partially mark attendance. When you check that option, you need to check a check box for each member that is attending.

If you do not check it, attendance is recorded for every member on the page when you click the add attendance button.

Select if each member has attended or not, then click the add attendance button.

Via the menu, by session

Go to members, attendance, add by session.

Select the attendance date, select the session and optionally filter by group, then click the list members button.

The “include check boxes” option works in the same way as adding attendance by group.

Select if each member has attended or not, then click the add attendance button.

You can also add what is known as one off attendance. One off attendance is when a member trains at a session that they are not officially assigned to. On the add attendance by session page there is a button to add one off attendance.

Via the mobile app

Open the app and on the dashboard, tab the “Attendance” button at the top right. Select the attendance date and the session and filter by group if desired.

Tap the plus icon at the bottom, then tap the icon next to list swimmers.

Each member assigned to the session you selected will be listed. Tap the Y or N for each member. Once you tap on either Y or N, the attendance is logged immediately. Tab the red icon to undo an attendance.

If a member has some medical issues listed, and the person doing the attendance has the role permission to view medical details, a red flag will be shown for that member. Tab on the flag to view the member’s medical issues.

You can also add one off attendance via the mobile app. Tap the attendance button on the dashboard, select date and session then tab the plus icon, then tap the icon next to add one off.

Attendance reports

There are 2 main attendance reports, and they are accessible via the reports menu.

Go to reports, members, attendance.

Select the date range you want to report on, the sessions, groups and reasons.

Attendance reasons allow you to log categories of non attendance. For example you can have working, school, sick and anything like that.

The attendance report lists each member, how many times they have attended, along with their attendance hours, and how many times they have been absent.

Click on the buttons above the table to export it.

Attendance by session

Go to reports, members, attendance by session. Select the date range and session. The report lists the dates and attendance counts in the date range. Click on the buttons above the table to export it.

Exporting attendance

To export attendance in more detail, go to members, attendance, export. Enter the date range, and optionally filter by sessions or groups.

Click the export data button and a link will appear allowing you to download it in the format you selected.

When you login, you will see your dashboard. The new club feed is on the right hand side on desktop and laptop computers, and at the bottom on mobile devices.

The messages in the feed display automatically, and only members with the, can post to club feed, role permission will be able to add messages.

To post a message, click on the post message button at the top.

Enter a title, your message, and select any media items you would like in the message. You can select documents, images and videos.

To enter multiple media items, simply select multiple files after clicking the, choose files, button.

Click post to post the message to your club feed.

Your message will appear at the top of your feed because messages are listed in descending date order.

Click on an image to open a larger view, click on the video or document icons to view them.

To edit a feed item, hover your mouse over the avatar image, then click the edit button. You can’t add or delete media items, only edit the text. If you need to delete a media item, delete the whole message and create a new one.

The club feed is also available in the mobile app. From your dashboard, tap the club feed icon. To view a video, tap on it. You can’t add, edit or delete messages via the mobile app.