The software made for swim schools
From water confidence and learn-to-swim to stroke technique and squads: organise level-based courses, fill them with public sign-up, take the register poolside from your phone and get paid, without spreadsheets or a tangle of separate apps.
Management software built for the way a swim school runs
A swim school is a logistics puzzle that repeats every week: fixed lanes and pools, instructors who can only safely watch a handful of swimmers at once, learners grouped by ability rather than age, and parents booking on behalf of their children. Add make-up classes, waiting lists for the popular slots and the constant churn of beginners moving up a level, and a wall planner with a few spreadsheets stops coping fast.
- Level-based courses with automatic progression
- Safe instructor ratios and lane capacity caps
- Poolside mobile register, no clipboard
- Passes, packs and family discounts in one place
ClassWolf is swim-school management software that brings all of it into one calm system. You set up level-based courses once and every session for the term appears on a weekly calendar automatically. You cap each class to a safe instructor ratio, open public sign-up for the slots you want to fill, take the register poolside on a phone (no clipboard near the water), sell passes and class packs at reception, and issue compliant invoices when you need them. Reception, instructors and the owner finally share one view.
It is built for European schools from day one, with multi-language communication for staff and families, EU electronic invoicing and GDPR-friendly consent capture. And it starts free: the Cub plan is genuinely free forever for a small school, so you can set everything up and run real lessons before you ever think about paying.
Built around how a swim school actually runs
Levels and progression, not just age
Group learners by ability, from water confidence to strokes and squad, and run several levels in parallel. When a group is ready, promote the whole class to the next level in one move, closing the old course and carrying swimmers across without re-typing a single name.
Safe ratios and pool capacity
Every class has a hard capacity, so an instructor is never over-subscribed and a lane is never overcrowded. The public sign-up page enforces the same limit, and once a class is full, learners join a waitlist and are promoted automatically when a place frees up.
Passes, packs and make-ups that look after themselves
Sell a term pass, a ten-lesson pack or a monthly membership at reception. When you take the register, the right credit is debited automatically, expiry is tracked, and you can see who has lessons left at a glance, so make-ups and renewals stop being guesswork.
Parents, kids and adults in one roster
A parent can be the contact while the child is the swimmer, adults can manage their own place, and everyone gets the right reminders. Per-user permissions let you invite reception and instructors without handing over billing or settings, and every change is recorded.
Everything your swim school needs, in one place
The day-to-day tools a busy swim school opens every session, designed to work together rather than as six disconnected apps.
Recurring schedule on autopilot
Set the weekdays, pool, time and instructors for a course once. Every session for the term is generated automatically on a colour-coded weekly calendar and stays in sync if you change the source course. Cancel a session and the enrolled families are notified in one click.
Poolside mobile register
Open a session on a phone and tap each row to mark present, absent, late or excused. Add a drop-in by searching or create a new swimmer in three fields without leaving the screen. Everything autosaves, and pass credits are debited as you go.
Branded public enrollment
Mark a course as public and you get a shareable sign-up link for your school. Families enrol, receive a branded confirmation email and roll onto the waitlist if the class is full, all without you touching a spreadsheet.
Fee collection and overdue tracking
See who has paid, who is on a pass and who owes money, by month and by course. The collection view turns the awkward chase into a glance, so you contact fewer people and at the right time.
Instructor payouts by your rules
Pay instructors a fixed amount or a percentage of the fees actually collected for their classes. ClassWolf does the maths per instructor and per month and produces a clean payout report you can hand over or export.
Insights, birthdays and history
A day-by-hour attendance heatmap shows which slots and instructors are really working. Birthdays of the week are surfaced for a personal touch, and a full audit trail keeps the history of your school so nothing is lost.
From sign-up to first lesson in one afternoon
- 1
Create your school
Pick your country and main activity. ClassWolf sets your timezone, language and tax regime, so the defaults already match how you work.
- 2
Add pools, instructors and levels
A short wizard maps your pools, your instructors and the levels you teach. Already have a list of swimmers? Import it from a spreadsheet in a couple of clicks.
- 3
Open your courses and share the link
Set the weekly schedule and capacity for each course, mark the ones you want to fill as public, and share the branded enrollment link on Instagram, WhatsApp or your website.
- 4
Take the register and get paid
Mark attendance from poolside, sell passes at reception, and watch credits, waitlists and payouts update themselves while you teach.
Made for European swim schools
ClassWolf speaks your families’ language. The staff app and every automated email are available in English, Spanish, Italian, French and German, and the school’s locale drives which one members receive, so a parent who signed up in Spanish is never confused by an English reminder.
- Staff app and emails in 5 languages
- EU e-invoicing: Verifactu (Spain), SDI (Italy)
- GDPR consent capture and EU-based hosting
On the compliance side, EU electronic invoicing is built in, with Verifactu for Spain and SDI for Italy and more countries arriving as we onboard schools there. Marketing and photo consents are captured at sign-up the GDPR-friendly way, data is stored on EU-based infrastructure, and nothing is ever hard-deleted: deactivating a swimmer preserves the full history so you keep your records without keeping clutter.
Swim school FAQ
Can I cap classes to a safe instructor ratio?
Yes. Every course has a hard capacity, so an instructor is never over-subscribed and a lane is never overcrowded. The public sign-up page enforces the same cap, and extra learners join a waitlist and are promoted automatically when a place opens.
Can families buy passes and lesson packs?
Yes. Sell term passes, ten-lesson packs or monthly memberships at reception. When you take the register, ClassWolf debits the right credit automatically and tracks expiry, so the balance is always correct and make-ups stop being guesswork.
Does it handle levels and moving swimmers up?
Yes. Organise courses by ability level and run several in parallel. When a group is ready, promote the whole class to the next level in one move, which closes the old course and carries the swimmers across without retyping names.
How do instructor payments work?
You set the rule per instructor: a fixed fee or a percentage of the fees actually collected for the classes they taught. ClassWolf calculates each payout per month and produces a report you can review, export or hand to your accountant.
Do you take a cut of my payments?
No. ClassWolf never takes a percentage of your revenue. When online payments arrive you will connect your own provider and pay only that provider’s standard processing fee, directly to them.
Is the free plan really free?
Yes. The Cub plan is free forever for a small school: up to three courses, three disciplines, three instructors and thirty swimmers, with public enrollment and branded emails included. Upgrade to Starter when you grow.
Start your swim school in five minutes
No credit card, no setup fee, no sales call. Create your school, set up your first courses and run your first lesson today, then upgrade only when you grow.