Wrapping Up: Best Practices for Closing Procedures at Your Swim Club

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As the summer sun begins to fade and the days grow cooler, it’s time for your swim club to prepare for the end of another successful season. Properly closing your swim club is essential to ensure the safety of your facilities, maintain the satisfaction of your members, and set the stage for a smooth reopening next year. In this guide, we’ll walk you through a series of best practices for closing procedures that will leave both your staff and members looking forward to the next season.

1. Effective Communication: Clear and timely communication with your members is paramount. Keep them informed about the closing dates and any special events leading up to the closure. Utilize various communication channels, such as emails, social media, and signage around the club, to ensure that all members are aware of the schedule.

2. Member Appreciation Event: Consider hosting a member appreciation event as a way to say thank you for their patronage throughout the season. This can be a festive poolside gathering, a BBQ, or a themed party. Such events foster a sense of community and make members feel valued.

3. Facility Inspection and Repairs: Before closing, conduct a thorough inspection of the entire facility. Identify any maintenance or repair needs, from broken pool tiles to malfunctioning equipment. Address these issues promptly to avoid more extensive problems during the off-season.

4. Proper Pool Treatment: Balance and sanitize the pool water according to industry standards to prevent algae growth and maintain water clarity during the months of closure. Consider shocking the pool and adding a winterizing chemical kit to keep the water in good condition.

5. Pool Draining and Winterizing: If needed, partially drain the pool to prevent freezing and potential damage. Ensure that the pool’s plumbing system, including pumps, filters, and heaters, is thoroughly winterized following manufacturer guidelines. This helps protect equipment from harsh winter conditions.

6. Secure Pool Area: Install sturdy barriers and locks around the pool area to prevent unauthorized access during the off-season. Safety should remain a top priority, even when the pool is closed.

7. Equipment Storage: Remove poolside accessories, such as loungers, umbrellas, and toys, and store them in a safe, dry location. This prevents damage and prolongs the lifespan of the equipment.

8. Clean Facilities: Give your club’s facilities a deep cleaning before closing. This includes bathrooms, changing rooms, lounging areas, and any other common spaces. A clean environment at the end of the season will set a positive tone for the next opening.

9. Document Procedures: Create a detailed checklist of the closing procedures and keep it on record for future reference. This ensures consistency in the closing process from year to year.

10. Member Feedback: Encourage members to provide feedback on the season and their experiences. This feedback can guide improvements for the next year and demonstrate that their opinions are valued.

11. Plan Ahead: As you close this season, start planning for the next one. Identify areas that could be enhanced, potential events, and improvements to the member experience.

12. Stay Engaged: Maintain communication with your members during the off-season through occasional updates, newsletters, and social media posts. This keeps them engaged and eagerly anticipating the next season’s reopening.

By following these best practices for closing procedures, your club can wrap up the season on a high note. A well-executed closure not only ensures the longevity of your facilities but also leaves a positive impression on your members, fostering loyalty and excitement for the next season’s grand reopening.

Dive Deeper: The Importance of Pool Members Contributing Volunteer Hours

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Being a member of a private pool comes with a range of benefits, from the convenience of a nearby oasis to the joys of relaxation and recreation. However, there’s more to being a pool member than just splashing around on sunny days. One often-overlooked aspect that holds immense significance for members is the concept of contributing volunteer hours. Here, we’ll explore why it’s crucial for pool members to roll up their sleeves and invest their time in volunteering.

1. Nurturing a Sense of Community: Pool and tennis clubs offer an exclusive and intimate environment for members to connect and build lasting relationships. Volunteering brings members together beyond the social interactions during swim sessions. When individuals invest time and effort into pool-related activities, a sense of camaraderie flourishes. This shared experience fosters a tight-knit community where members develop friendships that extend far beyond the pool area.

2. Preserving the Pool’s Aesthetic and Functionality: A sparkling pool area doesn’t maintain itself. Regular upkeep, cleaning, and maintenance are essential to ensuring the pool remains a safe and enjoyable space. By contributing volunteer hours, pool members actively participate in maintaining the pool’s aesthetics and functionality. From gardening and landscaping to cleaning and minor repairs, each member’s effort contributes to preserving the pool’s appeal and quality.

3. Alleviating Financial Burden: Maintaining a private pool involves various costs, including staffing, repairs, and equipment. By volunteering their time, pool members help reduce the financial burden on the pool management or ownership. Funds that would otherwise be allocated to hiring additional staff or outsourcing maintenance tasks can be redirected towards enhancing the overall pool experience, such as improving amenities or organizing special events.

4. Fostering a Sense of Ownership: Contributing volunteer hours encourages a deeper sense of ownership among pool members. When individuals actively participate in the pool’s upkeep and enhancement, they develop a stronger attachment to the facility. This sense of ownership translates into a greater commitment to preserving the pool’s quality and ensuring its longevity.

5. Enhancing Pool Programs and Events: Private pools often offer a variety of programs, from swim lessons to themed parties. By volunteering, pool members can actively contribute to the development and execution of these programs and events. Their input and efforts can lead to the creation of more diverse and engaging activities that cater to the preferences of the pool community.

6. Personal Growth and Skill Development: Volunteering at the private pool isn’t just about benefiting the facility; it’s an opportunity for personal growth and skill development. Members can learn new skills, from event planning and organization to leadership and communication. These skills are not only valuable within the context of pool-related activities but can also translate into various aspects of their personal and professional lives.

In conclusion, contributing volunteer hours as a private pool member is about more than just fulfilling a responsibility – it’s an investment in a thriving, vibrant community. Through nurturing relationships, preserving the pool’s appeal, and sharing in the responsibilities, members actively contribute to the pool’s success and longevity. So, the next time you dip your toes into the pool, consider how volunteer hours can make a splash in creating a richer and more fulfilling pool experience for everyone involved.

Unlocking Success: Embracing the Full Power of the Member Splash Platform

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Now that the Summer season is winding down, this is a great time to take a look at your platform to see which features you aren’t using regularly. Maybe you didn’t get a chance to set up certain forms or use the event calendar this season? With a plethora of features at your disposal, it’s crucial to understand why utilizing all these tools can significantly impact your club’s success. Let’s delve into the reasons why customers should harness the full potential of the Member Splash platform.

1. Simplified Membership Management: The heart of any swim or tennis club lies in its members. Member Splash simplifies the process of managing memberships by providing comprehensive tools for sign-ups, renewals, and updates. By using these features, you can effortlessly keep track of your members, send them timely reminders, and create a seamless experience that encourages long-term engagement.

2. Effortless Event Planning: From social gatherings to fundraisers, events are pivotal in fostering community spirit. Member Splash offers event planning tools like Gravity Forms and the Events Calendar that allow you to create, manage, and promote events within the platform. Whether it’s collecting RSVPs, or managing ticket sales, these features make event coordination a breeze.

3. Personalized Communication: Engagement is key to retaining members and fostering a strong community. With features like Mailchimp email campaigns and newsletters, you can deliver tailored messages to your members. By leveraging personalized communication, you can keep members informed, engaged, and excited about upcoming activities.

5. Data-Driven Insights: Gaining insights into member engagement, event participation, and growth is essential for strategic decision-making. Our Finances reports empower you to track and measure various metrics, enabling you to fine-tune your approach and optimize your operations.

6. Centralized Information Hub: No more juggling between different platforms and tools. Member Splash acts as a central hub where you can store and access all essential information, making it convenient to manage member data, event details, and communication records in one place.

7. Time and Resource Savings: By utilizing all the features of the Member Splash platform, you’re effectively streamlining your administrative tasks. This translates into significant time and resource savings, allowing you to focus more on fostering connections, planning events, and building a thriving community.

Member Splash isn’t just a platform; it’s a powerful tool that empowers your organization to thrive. By utilizing all the available features, you’re setting yourself up for success, from efficient membership management to engaging event experiences and beyond. Unlock the full potential of Member Splash and watch as your organization flourishes, your community grows stronger, and your goals are achieved with greater ease than ever before.

The Key to a Splashing Success: Early Renewals for Pools

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As the weather starts to cool down and the days get shorter, pool admins can finally take a break but pool members are already looking forward to next season. For board members and admins, this time of the year is not only about cleaning and closing pool facilities but also about securing renewing members. Let’s delve into the reasons why it’s crucial for pools to bring in renewing members early.

1. Ensuring a Steady Revenue Stream:

Early renewals lay the foundation for a stable revenue stream throughout the swimming season. By encouraging existing members to renew their memberships before 2024, admins can have a clearer picture of their financial standing. This allows them to plan and allocate resources effectively, ensuring the pool’s smooth operation and maintenance without financial hiccups.

2. Building a Sense of Community:

A pool is not just a recreational facility; it is a place where a vibrant community comes together. Encouraging early renewals fosters a sense of loyalty and belonging among the members. It reinforces the idea that the pool is more than just a place to swim; it’s a space where friendships are formed, memories are made, and families come together. This sense of community will not only strengthen existing relationships but also attract new members who are keen to be part of a close-knit pool family.

3. Preparing for the Season:

Early renewals allow pool management to anticipate and accommodate the number of members. Understanding the number of renewing members helps in preparing staff schedules, ensuring sufficient lifeguards are available, and maintaining an optimal member-to-staff ratio. It also helps plan for potential renovations or facility upgrades if the demand for membership exceeds the current capacity.

4. Streamlining Administrative Processes:

Administering renewals can be time-consuming and tedious. However, encouraging early renewals lightens the administrative burden, allowing staff to focus on other essential tasks to make the pool season successful. With members already signed up, the staff can direct their attention to marketing, events planning, and improving member services.

5. Creating a Positive First Impression:

First impressions matter, and an efficiently managed early renewal process sends a positive message to the members. It shows that the pool management values its members and is committed to providing them with a smooth and enjoyable experience throughout the season. Positive first impressions lead to increased member satisfaction and, in turn, generate word-of-mouth referrals, attracting new members in the future.

The benefits of bringing in renewing members early in the pool season cannot be overstated. From ensuring financial stability and building a sense of community to streamlining administrative processes and creating positive first impressions, early renewals set the stage for a successful and enjoyable swimming season. Pool operators should invest time and effort in encouraging existing members to renew their memberships promptly, reaping the rewards of a thriving and vibrant pool community. So, let’s dive in early and make this season a splashing success!

 

 

Fun in the Sun: Epic Event Ideas for August!

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Hey there, party people!

Summer is slowly coming to a close, and you know what that means – it’s time to soak up the sun, enjoy the warm weather, and have a blast before we move into Fall! Whether you’re a foodie, movie buff or just looking for an excuse to chill with friends, end of Summer events create lasting memories. So, let’s dive right in and explore some exciting ideas to get the party started!

1. End of Summer Splash-tastic Pool Party: Okay, who doesn’t love a good old-fashioned pool party? Gather your squad, put on your most stylish swimsuits, and get ready to make a splash! Deck the pool area with colorful floaties, beach balls, and fun water toys. Play some cool tunes in the background, or have a friendly water volleyball match.

2. Tennis Bonanza Mixer: Calling all the tennis lovers out there – this one’s for you! Organize a tennis bonanza mixer at the club, where players of all levels can team up for some fun doubles matches. It’s a fantastic way to meet new people, bond with fellow players, and maybe even show off your tennis skills a bit. Remember, it’s all about fun and camaraderie, so don’t worry if your backhand isn’t Wimbledon-worthy!

3. Tropical Luau at the Pool: Transport your friends to a tropical paradise with a luau-themed pool party. Think Hawaiian leis, tiki torches, and fruity mocktails served in coconut cups. Set up a limbo contest, and don’t forget to have a blast with a spirited hula hoop competition. Bonus points for playing some classic ukulele tunes in the background to complete the island vibes.

4. Evening Pool Splash Bash: Want to take your pool party to a whole new level of awesomeness? Host a twilight pool splash bash! Illuminate the pool area with twinkling lights or LED balloons. Everyone’s favorite pool games get a neon glow makeover, and glow sticks become the must-have party accessory. Pro tip: Make sure you have some delicious snacks to keep the energy high!

5. Backyard BBQ Party: Combine the joys of swimming and tennis with the deliciousness of a backyard BBQ! After an exhilarating match, fire up the grill and serve some sizzling hotdogs, burgers and your favorite sides. From grilled veggies to succulent steaks, there’s something for everyone to enjoy. BBQ’s are perfect for socializing, sharing laughs, and indulging in some seriously mouthwatering food.

6. Aqua Zumba Pool Party: Add a splash of fitness and fun to your swimming pool event by organizing an Aqua Zumba pool party. Hire a professional instructor to lead the group in a dynamic and exciting aquatic workout. Aqua Zumba is easy on the joints and suitable for all fitness levels, ensuring that everyone can participate and have a blast.

7. Movie Night Under the Stars: Transform the poolside or tennis court area into an open-air cinema for a delightful movie night under the stars. Set up a large screen and provide comfortable seating with blankets and cushions. Guests can enjoy a selection of classic films or the latest blockbusters, creating a relaxing and enjoyable evening for everyone.

8. Wine Tasting Soirée: For a more sophisticated social event, consider hosting a wine tasting soirée at the country club. Partner with local wineries to offer a selection of wines for guests to sample and enjoy. Accompany the wine tasting with delectable hors d’oeuvres, live music, and an elegant ambiance, making it a refined and memorable evening.

So, there you have it – a bunch of awesome and laid-back ideas to throw the most epic social events. Clubs aren’t only about sports but also about making memories, building connections, and having the time of your life. From splashing around in the pool to swinging your racquet on the tennis court, the possibilities are endless for an unforgettable summer of fun in the sun!

Now, go ahead, get your friends together, and start planning your next poolside or tennis court shindig. Remember, the key is to let loose, embrace the good vibes, and create moments that will have you reminiscing and laughing for years to come. Happy partying, folks! 🎉

Join our Facebook group

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Connect with fellow Admins

As an administrator using Member Splash, you have access to a powerful swim club management system that simplifies your operational processes. However, managing a swim club can still come with its challenges and questions. That’s why we’re excited to introduce you to the Member Splash Facebook Community, an exclusive private Facebook group page created specifically for all Member Splash customers.

This community serves as a platform where you can connect with fellow knowledgeable Member Splash clients. It’s a vibrant community of administrators just like you, who understand the unique intricacies of using the Member Splash system. By joining this community, you gain access to a wealth of expertise and experiences that can help you optimize your system and improve your club’s operations.

Here are some compelling reasons why you should join the community:

1. Learn from fellow administrators

The Member Splash Facebook Community provides a space where you can interact with other administrators who have been using the system for a while. Whether you’re a seasoned pro or new to the platform, you can benefit from the collective knowledge and insights of the community members. Engage in discussions, ask questions, and share your own experiences. It’s an excellent opportunity to learn new tips, tricks, and best practices that can enhance your efficiency as an administrator.

2. Seek guidance and advice

Running a swim club involves various operational processes, and sometimes you may encounter challenges or have questions about specific features of the Member Splash system. The community is a valuable resource for seeking guidance and advice. When you face a roadblock or need clarification, you can rely on the vast expertise of fellow admins who have likely encountered similar situations. They can offer practical solutions or direct you to relevant resources that can help you overcome obstacles and make the most of the Member Splash platform.

3. Stay updated and share feedback

Being part of the Member Splash Facebook Community means you can stay informed about the latest updates, feature releases, and enhancements to the system. The Member Splash team regularly shares news and announcements within the community, ensuring you stay up to date with the platform’s advancements. Additionally, your participation in the community allows you to provide valuable feedback and suggestions directly to the team. Your insights and ideas can help shape the future direction of Member Splash, ensuring it continues to meet the evolving needs of swim club administrators.

Don’t miss out on the opportunity to connect with fellow admins, seek guidance, and gain valuable insights. Join the Member Splash Facebook Community today by visiting the Member Splash Facebook Community. It’s a supportive and engaging space where you can enhance your Member Splash experience and connect with a network of professionals who share your passion for swim club management.

Remember, the power of a community lies in collaboration and shared knowledge. Together, we can make the most of Member Splash and create thriving swim clubs.

NEW! Managed Member Splash consultations

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Identify solutions to your challenges

We understand that sometimes setting up your organization’s complex business rules can be challenging, but Managed Member Splash is here to help. Consider a group or one-to-one consultation call with a Member Splash coach! It can make all the difference in the world. Book your consultation call today and take the first step towards achieving your business goals! Book a Call

  • $120 for a one hour consultation call

Let us lighten your workload

We understand that navigating complex software setup and management can be daunting at times and with a staff of volunteers your organization sometimes needs that extra support. By purchasing our Premium Block Hours, our skilled coaches at Member Splash can quickly and effectively tackle your organization’s needs. Buy Block Hours. We have three blocks of hours to choose from:

  • $5,000 for a block of 100 hours (best discount)
  • $3,000 for a block of 50 hours
  • $2,000 for a block of 25 hours
  • $1,000 for a block of 10 hours

FREE weekly Q&A group live on Google Meet! Join today!

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You’ve got questions? We’ve got answers!

Do you have questions about setting up and configuring your organization’s Member Splash account? Take advantage of this free, weekly Q&A session hosted by a Member Splash coach. With our first come, first serve approach, we encourage you to enroll as early as possible… and did I mention it’s free? Enroll Today

Need to boost revenue this Summer? August Memberships Increase Club Funds!

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Adding August-only members can give your club the boost in revenue it needs to round out the Summer season. Maybe you have special projects in mind for the fall, like renovations to club facilities, or landscaping projects? Offering these limited memberships is also a great way to offer your prospective members a quick preview of the perks of full membership while they wait for your offer.

If you would like to invite August-only members to join the club, it’s time to start thinking about how you’ll offer membership to these special members. Start by determining if you have room for August-only members. Who should receive an August offering? Where do they go? (i.e., which account type should they have) and how much is an August Membership?

You’ll want to create a new account type so that you can keep your August-only folks in a special membership category. Next, you’ll want to think about how you would like to present dues for August members…with a flat-rate product, or a per-member product? Would you like to use tags to mark these accounts so that you can track them after the 2023 season? A post-payment action on your August membership products can be set up to automatically add a tag to an account.

Adding a special membership offering can be a quick and easy way to increase revenue and club exposure, making your pool the talk of the town for upcoming seasons.

Increase Club Revenue in 2023!

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Increase Revenue and Offer More Options to Your Members with our Reservations, Point of Sale System and House Guest Products!

We hope that your new season is off to a great start! Congratulations, on making it through opening weekend and the beginning of the season! We know that you’re still pretty busy, but hope that you can soon join your members on the pool deck for some fun in the sun!

Interested in Making Reservations Available to Members?

The best place to start when building your reservations facilities for the first time is our Member Splash University Role Based Course – Front Desk Administration. Here we provide a full overview of the Reservations system. We also have a very detailed article on the system here: Reservations Overview article.

Once you finish looking through our learning resources, the first step is creating facilities – Facilities refers to anything that a member can make a reservation for: a lap lane, the main swim pool, a tennis court, etc. To get started go to Reservations -> Facilities and create your first one.

You’ll want to start by creating Facility Groups. Facility Groups is a collective of facilities. For example, if you have six lap lanes and allow each member to make a single reservation per day you can create a Lap Lanes group, define the individual lanes, and apply reservation restrictions that apply to all lanes regardless of which one a member selects.

The reservations system is an amazing tool and there are a lot of settings to help you customize your facilities according to your business rules. In addition to our Reservations Overview article, we have a section of the Knowledge Base dedicated to the reservations system with articles that go into detail on specific settings and ways to use the system.

Need to Add Nannies, Babysitters and Other Additional Members to Your Setup?

We have updated the system so that you can have more than 1 house guest product! What this means is that if you set up a House Guest product called “Grand Parent” for $100, you can use it as many times as you want. Thus you can put all 4 of your child’s grandparents on the account. You can create a second House Guest product called “Nanny” for $200 and both will bill correctly. Many pools want to invite additional family members or caretakers to join for the season at a lower membership rate, now you can easily accommodate all of these seasonal members. Please see our House Guest article for setup instructions.

Use the Point of Sale to Charge for Event Fees, Lessons and More!

Did you know that the POS system can be used to charge members for things like rentals, lessons, event fees? POS is not just for snack bars! Many pools don’t have a snack bar and think that they wouldn’t use the POS system, but some of our clubs use it to charge for admission to events and even sell pool accessories!

The New and Improved Visits Report!

Our updated Visits report, located under the Front Desk tab on your menu, offers a few new sorting options that make this report very helpful! You’ll see a button called “Columns” to the right of the Export button. From here, you can add more information to your report and exports. With the last update, we’ve added columns for attendant, member type, payment status and visit type (member vs. guest).

The Latest Software Updates:

The Logins Report:

Many HOA pools and property management organizations do not collect annual dues through our system, so they typically do not use the account payment status to indicate to the admin who has logged in, paid their dues and updated their required information. We understand that HOA and property management clubs have specific needs and we’ve created a new report to help them better manage resident/owner and renter accounts.

For organizations that do not collect dues through the platform, our new logins report is designed to show the pool admins who has logged into the system and when. The report is located under Membership > Logins. Please visit our new article on the Logins Report.

The New Sales Detail Report:

The Transactions Report allows you to view everything your club has sold as an individual line item. In the new Sales Details screen (located under Finances) you can do the same thing, but with enhanced ability to filter, search and sort the results. You can also export records to CSV, Excel or JSON and you can control which columns are displayed (and exported).

The New Account Orders Screen:

We added a new Orders screen (formally called “Unpaid Charges”) for Members where they can view all orders they have placed and filter by payment method, payment status, etc. If your club allows bill-to-account orders this lets your members see in real time the accrued charges so there are no shocks when the bill comes due!

Please keep an eye on your dashboard and our customer newsletters for all the latest on our software updates and more helpful hints throughout the season.