End-of-Season Wrap-Up – Swim Clubs

Review member balances: Check for unpaid dues, snack bar charges, rentals, or late fees. Issue bills for any POS transactions that have been billed to an account. Communicate clearly to members about outstanding balances and any consequences for delayed or non-payment.

Make open bills mandatory for payment: This can be enabled in Member Splash under Settings > Payment Settings > Invoice Settings by turning on Make Open Bills Required.

Issue credits or back-billing as needed: Use products like Account Balance to adjust accounts appropriately.

Update payment status and account types: Verify that accounts for families or individuals meet your business rules. Limit the number of members per account by account type if needed. Review check-in notes using the account filter and update as necessary. Use the Membership Account screen to pull a report of how many members are currently on each account by enabling the # Member filter.

Export financial reports: Include payments, refunds, and concessions for board review and record keeping.

Reset seasonal account tags: For example, “20XX Maintenance Fee Paid.” Determine whether tags from the previous season should be removed and which new tags may be helpful for next season.

Use tags for segmentation: Account tags can help offer price variations or special access for different groups within your membership. Consider tags based on membership type, family size, or access level.

Bulk update tags if needed: The Manage Tags bulk update tool can efficiently adjust tags for a large portion of your membership.

Potentially update account types: Verify that each account has the correct account type based on membership rules or new seasonal offerings, and make adjustments as necessary.

Audit custom fields: Remove or archive outdated data to keep your system clean and organized.

Add new products or memberships: Plan offerings for next season, such as a “August Membership.”

Update pricing for existing products once the board has finalized rates for the following year.

Review POS items: Remove unused items and update prices as necessary.

Audit facility reservations: Review facility groups, programs, and events to see what worked well for members and what may need adjustment. Determine if limits should be updated, facilities eliminated, or new programs introduced. For more details, visit the Reservations section in the Knowledge Base.

Inspect and schedule maintenance: Ensure pools, equipment, and facilities are maintained and ready for next season.

Winterize facilities: Prepare your facilities appropriately for the offseason to prevent damage.

Review staff and volunteer performance: Note successes and identify areas for training or improvement.

Schedule planning meetings: Coordinate with boards or committees to review financials, operations, and strategic planning.

Update policies and waivers: Review published documents to ensure clarity, compliance, and readiness for the next season.

Transfer knowledge to incoming board members: Document key processes, reports, and operational insights to ensure a smooth transition. Share access to accounts, important files, and lessons learned so the incoming board can start the next season prepared.

Send a season wrap-up message: Thank members for their participation and support.

Gather member feedback: Use surveys or informal check-ins to learn what worked well and where improvements can be made.

Plan a member appreciation event: Recognize your members and volunteers, if possible, to foster community and loyalty.

Analyze attendance trends: Use historical visit data to inform scheduling and program planning for the next season.

Review sales and concessions trends: Make informed decisions about inventory, pricing, and offerings.

Prepare budget or forecast: Use collected data to guide financial planning for the upcoming season.