Introducing the Club Data Assistant

We have added a new feature to SwimClub Manager: the Club Data Assistant.

It is there to help with a familiar problem. Clubs already hold a lot of useful information in SwimClub Manager, but sometimes the hard part is getting to the right bit quickly. You might know the question you want to ask, but not which report, filter or page will get you there fastest.

The Club Data Assistant gives authorised users a more direct way to ask those everyday questions.

Ask normal club admin questions

The assistant page lets you type a question in plain English and returns a short answer with a structured results table where possible.

For example, a club administrator might want to find swimmers with missing medical details, members without emergency contact information, overdue invoices, failed payments, or swimmers whose attendance has dropped below a certain level. Instead of moving through several screens, they can ask the question and review the results in one place.

It is designed for practical club jobs, not vague promises. The first set of supported areas includes member data gaps, best swim times, attendance concerns, invoice actions and club record search.

Built around permissions

Good access control matters, especially when a system holds member, attendance and finance information. The Club Data Assistant follows the permissions already in SwimClub Manager.

Users only see example questions and results for the areas they are allowed to access. The assistant does not get open access to the database, and it does not receive database credentials or raw SQL. SwimClub Manager checks the request, runs approved tools, and displays the results back inside the web app.

That means clubs can make use of the feature while keeping the same boundaries they already rely on for day-to-day administration.

Results you can check and act on

When the assistant finds matching records, the results are shown in clear tables. Where the user has permission, those results can link back to the relevant member, invoice, email, document or club record in SwimClub Manager.

This is important because the assistant is not intended to replace the existing screens or reports. It is a quicker route into the information. Once you have the answer, you can still open the record, check the detail and take the next step in the usual way.

Helpful examples when you are not sure where to start

The page also includes example questions. These change based on the user's permissions, so people are guided towards requests that make sense for their role in the club.

If a question is not supported yet, the assistant will point the user back to examples it can help with. We think that is better than pretending every possible question can be answered perfectly from day one.

Available now

The Club Data Assistant is now live in SwimClub Manager for users with access to at least one supported assistant tool.

As with many SwimClub Manager features, this will continue to improve from real club use. We will be listening to feedback and looking at where it can save clubs time without making the system harder to understand or control.

You can read more about it on the AI Data Assistant feature page.