AI Data Assistant
Ask SwimClub Manager for answers
The Club Data Assistant helps authorised users ask everyday questions and get structured results from approved SCM tools.
Helpful answers from your club data
- Ask questions in plain English
- Uses permission-aware SCM tools
- Results appear in clear tables
Natural-language club insight
A faster route to the information already in SwimClub Manager
The Club Data Assistant adds a dedicated page inside SwimClub Manager. Users can type a question, pick from permission-aware example prompts, and see a short assistant response followed by a structured result table.
It is not intended to replace reports, member screens or finance tools. Instead, it shortens the journey to the right information and links users back into SwimClub Manager so answers can be checked before action is taken.
Ask the question naturally
Supported prompts include missing medical details, overdue invoices and swimmers with attendance concerns.
Start from helpful examples
Example-question tabs adjust to the current user's permissions, so the page guides people toward useful requests.
Move back into the record
Result tables can link back to SCM records when the user is allowed to view them.
Implemented tool areas
Useful answers for everyday club admin
Member data gaps
Find missing medical, emergency-contact, email, phone, date-of-birth, consent and Swim England details.
Best swim times
Ask for fastest times and PB rankings by gender, age range, distance, stroke, course and date range.
Attendance concerns
Find swimmers who have been absent for a number of weeks or are below a chosen attendance percentage.
Invoice actions
Spot overdue invoices, missing Direct Debit mandates and failed GoCardless payments.
Club record search
Search emails, documents, members and club feed posts, with result types filtered by permission.
Built with safeguards
AI helps choose the route. SwimClub Manager controls the data.
The AI Assistant chooses from approved SCM tools, but it does not get open database access. SwimClub Manager validates the request, runs the query or search, and renders the results.
- No database credentials or raw SQL are shared with the AI Assistant.
- Tools are only exposed when the logged-in user has the right SCM permissions and features.
- Arguments are limited to approved options such as categories, dates, statuses, ages and record types.
- Usage is rate limited per user and club to protect the service.
- Questions, tool names, arguments, counts, token use and errors are written to the AI audit trail.
Built into the web app
A new feature with careful controls
The assistant page and server endpoint are built into SwimClub Manager, with help text, example prompts, permission checks, rate limiting, auditing and separate result tables for each supported tool area.
- The assistant page appears in the SCM user area for accounts with at least one available assistant tool.
- Unsupported questions return helpful examples matched to the user's permissions.
- Search currently uses the existing SCM index for emails, documents, members and feed posts.
- The feature can continue to grow with richer search and proactive dashboard summaries.
More ways to run your club
Explore every SwimClub Manager feature
See how the rest of the system helps with attendance, payments, galas, reporting and more.