The following are real-life examples of how swimming schools are using First Class to streamline their operations, reduce administrative workload, and improve customer experience. These swim schools have successfully implemented automation to handle enrollments, payments, and communications, allowing them to focus on delivering high-quality lessons rather than managing manual processes.
1. Automated Term Roll Over with Invoicing and Reminders
How It Works:
- At the end of each term, the swim school uses the rollover feature to roll over all existing enrollments into the new term.
- Invoices are generated for each customer, with auto discounts and tag-based discounts applied. (This occurs as part of the roll-over process.)
- A bulk email notification is sent to inform customers that their invoice for the next term is ready.
- Customers can log into their custom app and pay via credit or debit card.
- If a customer hasn’t paid by the deadline, a reminder email (from a pre-set template) is sent by the swim school. They may send a series of reminders as the deadline approaches.
- On the day after the deadline, the swim school has the option of bulk voiding all unpaid invoices, which:
- Removes the invoice from the system.
- Releases the associated class spot, making it available for new bookings.
- The swim school processes new bookings throughout the term by having their front-line staff book on behalf of the customer. Their invoice is created on enrolment, and an automated welcome email is sent, providing the customer with access to their app and portal where they can process their payment digitally.
Key Benefits:
✅ Eliminates manual invoice creation and discount application.
✅ Reduces admin workload with automated reminders and bulk voiding.
✅ Ensures unclaimed spots are quickly made available for new students.
✅ Enhances customer experience with an easy app-based payment system.
2. Online Booking with Automated Discounts & Payment Flexibility
Swim School B has moved to an online booking system, allowing customers to self-manage their enrollments while maintaining full scheduling control.
How It Works:
- Instead of rolling over enrollments, the swim school only rolls over class schedules and makes adjustments for seasonal changes.
- Once the schedule is finalised, the swim school sends an email to customers, announcing that bookings are open for the new term.
- Customers log into the app or portal to book their preferred class.
- The swim school supports two payment options:
- Full payment via credit/debit card.
- Direct debit installment plan.
- The app automatically applies multi-lesson and multi-student discounts based on the school’s discount matrix in First Class.
- A series of reminder emails (pre-set as templates) are sent to encourage last-minute bookings.
Key Benefits:
✅ Reducing staff workload by automating the booking process.
✅ Gives customers full control over choosing and booking classes.
✅ Supports flexible payment options, improving affordability and retention.
✅ Drives faster bookings with automated email reminders.
3. Perpetual Enrollment with Monthly Direct Debit Billing
Swim School C operates on a perpetual model, meaning classes run continuously without term-based re-enrollment. They use First Class to manage monthly direct debit billing, ensuring a predictable and seamless payment process.
How It Works:
- New customers sign up for an assessment before enrolling in regular classes.
- The swim school provides recommended level advice, leveraging First Class’s recommended level feature to ensure customers book the correct class.
- Customers log into their portal or app, find a suitable class time, complete their booking, and set up their direct debit payment.
- The first month’s payment is pro-rated based on the customer’s start date, and the first payment is deducted immediately upon booking.
- The system automatically applies auto discounts and tag-based discounts where applicable.
Key Benefits:
✅ No need for re-enrollment—classes continue indefinitely.
✅ Direct debit simplifies billing, reducing late payments.
✅ The automated assessment-to-booking process ensures accurate class placement.
✅ Reduces admin work by applying auto discounts without manual input.
Conclusion
These real-life examples show how swim schools are using First Class to optimize their operations, automate payments, and improve efficiency. Whether using term rollover, online booking, or a perpetual model, these swim schools have reduced admin time, improved customer satisfaction, and maximized enrollment opportunities—all while focusing on what they do best: teaching students how to swim.