Every feature your swim school needs — in one platform
Natare is not a booking widget with a pool bolted on. It is a complete operating system for a learn-to-swim business: the enquiry that arrives on WhatsApp, the trial that becomes an enrolment, the lane it sits in, the coach who teaches it, the register that gets marked, the invoice that goes out and the report that tells you whether any of it worked.
Lead & enquiry management
Swim schools rarely lose enrolments because the teaching is poor. They lose them because nobody called the parent back on Tuesday.
Natare gives every enquiry a home, an owner and a next action — from the moment it arrives to the moment the swimmer is in a lane.
- Capture from everywhere. Website forms, WhatsApp, phone calls, walk-ins and referrals all land in one enquiry list.
- A pipeline, not a notebook. New → contacted → trial booked → attended → enrolled, with the stage visible to the whole front desk.
- Trial bookings against real capacity. Offer only the slots that genuinely have space, in the right level and venue.
- Follow-up reminders. Assign the next touchpoint to a named person with a date, so nothing quietly goes cold.
- Source attribution. Tag where each enquiry came from and see, at the end of the term, which channel actually produced paying swimmers.
- Convert in one click. An enrolled enquiry becomes a family and a student record — no re-typing names, ages or contact numbers.
Waiting lists
Parents who want a full class join a waitlist per class, level and venue — and are first in line when a space opens.
Duplicate detection
The same parent enquiring twice doesn't become two records and two follow-up calls.
Notes & history
Every call, message and trial attendance stays on the enquiry so whoever picks it up knows the story.
Conversion reporting
Enquiry-to-enrolment rate by source, level, venue and staff member.
Student & family management
A swim school's real customer is the family, not the swimmer. Natare is built that way from the ground up.
One family account holds every sibling, every guardian, every invoice and every message — so the front desk answers "which class is my daughter in again?" in three seconds.
- Family accounts. Multiple swimmers, multiple guardians, one balance, one communication history.
- Complete swimmer profiles. Age, level, class, coach, medical notes, allergies, emergency contacts, photo-consent flags.
- Enrolment lifecycle. Enrol, transfer between classes, place on hold for travel, withdraw and re-join — each move recorded with a date and a reason.
- Documents on file. Consent forms, medical letters and certificates attached to the swimmer's record.
- Search that finds people. Look up by child's name, parent's name, phone number or class and land on the right record.
- Full history. Every term the swimmer has attended, every level passed, every invoice raised — kept for as long as you keep the family.
Sibling handling
Siblings share one account and one invoice, with sibling discounts applied automatically.
Holds & freezes
Pause an enrolment for a holiday without losing the lane or the level history.
Bulk actions
Move a whole class up a level, or roll a group into next term, in one operation.
Data export
Export students, families and enrolments to spreadsheet whenever you need them.
Class scheduling & term timetables
The hardest part of running a swim school is the grid: pools, lanes, times, levels, coaches and capacities that must all line up.
Natare treats a lane at a time on a day as one physical resource, and refuses to let you book it twice — in the browser and again on the server, so a mistake can't slip through the back door.
- Four views. Day, week, month and coach, each filterable by venue, pool, level and term.
- Clash detection that names the clash. "Lane 1 at Yishun Pool A is already booked on Friday at 4:00 PM (Baby Otter)" — not a generic error.
- Coach double-booking blocked. The same coach can't be assigned to two classes in the same slot, even in different pools.
- Term-bound classes. Bind a class to a term and it starts, ends and disappears with that term — automatically.
- One-click term rollover. Copy an entire term's timetable — day, time, pool, lane, level, capacity and coach — into the next term. Safe to re-run.
- Timetable generator. Build a whole term's grid in one pass instead of creating classes one at a time.
- Closures & holidays. Mark public holidays, pool maintenance and school breaks; sessions and messages account for them.
- Capacity rules. Per-class capacity and per-pool lane limits — you can't put a class on lane 5 of a four-lane pool.
Attendance & make-up classes
Make-ups are where goodwill is won and revenue is quietly lost. Natare makes the policy the software's job, not the front desk's memory.
- Poolside registers. Coaches mark attendance on a phone or tablet in seconds — present, absent, late, notified in advance.
- Absence reasons. Your own reason list, so "illness" and "no-show" are treated differently.
- Automatic make-up credits. Issued according to your rules — notice period, credits per term, expiry window.
- Make-up booking with real availability. Only classes at the right level with genuine space are offered.
- Credit ledger. Every credit issued, used and expired is visible on the family account.
- Attendance analytics. Spot the swimmers drifting away before they withdraw.
Offline-tolerant
Pool basements have bad signal. Registers are built to be quick and forgiving on a phone.
Class notes
Coaches leave a note on a swimmer that the next coach — and the parent report — can see.
Policy, enforced
Make-up rules configured once, applied consistently by every staff member.
Registers to print
Printable class lists for pools where phones stay in the locker.
Skills, levels & progression
Parents renew when they can see their child getting better. Natare turns that from a conversation at the poolside into a record they can hold.
- Your level structure. Build the stages and awards your school uses — national frameworks, club grades or your own scheme.
- Skill checklists. Each level carries the skills that define it; coaches tick them off in class.
- Ready-to-progress flags. The system surfaces swimmers who have completed their level and are waiting on a space above.
- Promotion workflow. Move a swimmer — or a whole class — up a level, with the history preserved.
- Progress reports & certificates. Printable, branded reports parents actually keep.
- Assessment history. Every assessment, by every coach, across every term the swimmer has been with you.
Level capacity planning
See how many swimmers are waiting to move up before you decide which class to open next term.
Coach consistency
Shared skill definitions mean two coaches assess the same swimmer the same way.
Parent-friendly wording
Report language you control, so "streamline glide" can read as something a parent understands.
Award tracking
Record badges and certificates issued, with dates, on the swimmer's file.
Invoicing & payment management
Your enrolments already contain everything an invoice needs. Natare simply reads them.
- Bulk term billing. Generate a whole term's invoices in one run, review the list, then send.
- Flexible billing models. Per term, per month, per class, per package or a fixed recurring charge.
- Automatic adjustments. Pro-rated mid-term joins, sibling discounts, promotional rates and package deductions applied as the rules say.
- Branded PDF invoices. Your logo, business name, registration number and payment instructions — emailed from your own verified domain.
- Credits & refunds. Issue, apply and track credits against the family account, with a clear audit trail.
- Outstanding balances at a glance. Who owes what, for how long, with one-click reminder sends.
- Payment recording. Bank transfer, card, cash and online payment all recorded against the invoice.
- Accountant-ready exports. Clean spreadsheet exports of invoices, payments and credits for your bookkeeping.
Marketing, CRM & parent communication
The families you already have are the cheapest enrolments you will ever get. Natare is built to keep them, and to bring back the ones who drifted.
- WhatsApp-first. Message families on the channel they actually open, with each family's own class details written into the message.
- Term schedule broadcast. Send the new term's timetable to every family in one pass — day, time, pool, lane, coach, level and the term's closures, personalised per swimmer.
- Email campaigns. Sent from your verified domain with your from-name and reply-to, so parents recognise the sender.
- Preview before you send. See exactly what each family will receive, in both the WhatsApp and email versions.
- Delivery & engagement tracking. Sent, delivered, opened, clicked, bounced — logged per message with timestamps.
- Segments that mean something. Target by level, venue, coach, term, waitlist, lapsed, or unpaid.
- Automated touchpoints. Renewal reminders before term end, closure notices, payment reminders, birthday messages, win-back sequences.
- One communication history. Every message to a family, from every staff member, in one thread on their record.
Renewal campaigns
Reach every current family before the term ends — with their child's suggested next class already in the message.
Win-back lists
Automatically build a list of families who left after Stage 2 last year and invite them back.
Referral tracking
Tag which family referred which enquiry, and reward the ones who keep doing it.
Review requests
Ask happy families for a Google review at the moment their child passes a level.
Staff, coaches & permissions
A part-time coach should be able to mark a register without being able to see the school's revenue. Natare makes that the default.
- Four ready-made roles. Owner/Admin (everything), Manager (operations, no financials or settings), Coach (schedule and attendance only), Front Desk (customers, enquiries, schedule, attendance and invoicing entry — no reports or pricing).
- Enforced on the server. Permissions are checked at the page, the API and the navigation — not just hidden in the interface.
- Coach rosters. Who teaches what, when and where, with hours and class loads visible.
- Qualification tracking. Record certifications and expiry dates so a lapsed lifesaving award never goes unnoticed.
- Staff self-service. Coaches see their own upcoming classes and registers on their phone.
- Safe by design. Nobody can change their own role.
| Can access | Coach | Front desk | Manager | Owner |
|---|---|---|---|---|
| Schedule | ||||
| Attendance | ||||
| Students & enquiries | ||||
| Invoicing entry | ||||
| Reports & pricing | ||||
| Settings & team |
Manager covers day-to-day operations without financial or settings access; Front Desk can raise and record invoices but not see reports or pricing. Role definitions can be adjusted for your school.
Reports that answer real questions
Not a wall of charts. The specific numbers an owner needs before deciding to open a class, hire a coach or take on another pool.
Where is my empty capacity?
Lane and slot utilisation by venue, day and time — the clearest picture of unsold inventory in your business.
Who is leaving, and after which level?
Retention and churn by level, coach and venue, so you can see where swimmers fall out of the funnel.
Which marketing actually works?
Enquiry-to-enrolment conversion by source, with the cost of the enrolment attached.
What have we actually collected?
Revenue billed vs collected, ageing of outstanding fees, and collection rate by term.
How is each coach performing?
Class load, attendance rate, class fill and progression rate per coach.
Is the school growing?
Active swimmers, new enrolments and withdrawals term over term, per venue and in total.
Every report exports to spreadsheet, and can be scoped to a single venue or the whole business.
Multi-venue, multi-pool operations
Most growing swim schools don't own their water. They teach across condo pools, club pools and public complexes — and the software has to keep up.
- Unlimited venues and pools. Each with its own lane count, lane names and capacities.
- Independent timetables. Every venue runs its own grid, terms and closures.
- Staff assigned per venue. Coaches see only the pools they teach at.
- Consolidated or per-branch reporting. Look at one pool, one region or the entire business from the same screen.
- One login for the owner. No separate accounts, no separate exports to merge in a spreadsheet.
What parents get
Every hour your front desk doesn't spend answering "what time is Ava's class?" is an hour spent selling the next enrolment.
Their child's schedule
Day, time, pool, lane, level and coach — sent to them, and always current.
Visible progress
Which skills their child has passed and what comes next — in language they understand.
Clear invoices
Branded, itemised and paid without a phone call.
Answers on WhatsApp
Absences reported and questions answered where they already are.
Security & data ownership
You hold children's names, ages, photos, medical notes and parents' contact numbers. Natare is engineered to treat that seriously.
- Two independent isolation layers. Row-level security in the database and tenant filtering in the application, so a single misconfiguration cannot expose another school's data — or yours.
- Singapore region hosting. Your database runs in the ap-southeast-1 region.
- Encrypted everywhere. TLS in transit, encryption at rest, automated daily backups with point-in-time recovery.
- Least-privilege access. Role-based permissions enforced server-side, with no self-promotion.
- Validated at the source. Business rules are enforced on the server, not just in the form — bad data can't get in through a side door.
- Your data is yours. Full export at any time, in standard spreadsheet formats. No lock-in clause, no export fee.
Most multi-tenant systems rely on a single filter. If that filter is bypassed — a misconfigured database role, a forgotten condition in one query — every school in the system sees every other school's families. Natare enforces tenancy in the database and independently in the application, so both would have to fail at once.
Audit trail
Who changed what, and when, across records that matter.
Daily backups
Automated, retained, and restorable to a point in time.
Book a walkthrough of Natare
We'll set up your venues, levels and terms before the call, so you're looking at your school — not a demo account with someone else's classes in it.