Details

PoolDues v.5

The only all-in-one solution for Swim & Tennis clubs / HOA's.



We have officially launched PoolDues version v5! From our server-side code to our iOS and Android apps, we've written around a million lines of proprietary code for this platform and we aren't stopping there. In fact, so much has been improved recently, we’ve decided to toss out our old FAQ page and just begin again here.

But before you brew a pot of coffee and put on your reading glasses, try out the PoolDues preview site. Play around in the sandbox a little, watch some of the videos linked up next to the main tools, then come back here to read all the details on what’s possible.

One thing that should be abundantly clear - we made ALL this specifically for volunteer run Swim and Tennis clubs and Home Owner Associations. We aren’t trying to sell to gyms or schools or alumni associations. We made this for every volunteer Board Member that year after year comes back for more punishment because they realize what’s really at stake: a quaility community.

Your club represents YOUR neighborhood - the place you chose to invest in, where your kids play, and family lives. If your club doesn't have a strong social presence, if the tennis courts are unplayable, if tiles are falling off the pool, you enter into a cycle that sends potentially great neighbors elsewhere, and brings in home buyers that don’t care about the condition of the club.

Home values in your ENTIRE neighborhood rely on the club to set a strong first impression.




We know change is a big deal, but we are the best member amenity your club will ever invest in...






Overview of Service / Cost


• The cost is a flat $1499 per year (or $149 per month if paid monthly).
• Service includes hosting on one of our dedicated Ionos servers, which only host our websites. Uptime averages over 99.95%.
• We handle the entire initial setup (see details in the next section below).
• We include an SSL certificate and daily backups once your website is fully hosted by PoolDues.
• We are the admins of your site, so we update our software, not you.
• Your club will have an integrated e-commerce store where payments are received directly to your Paypal account, with no limits on sales or customers (skip to the Billing section)
• Phone and email support is always included, as well as any help onboarding new volunteers.
• Your club will be included in our iOS and Android apps (skip to the App section)
• We include white-labeling of all transactional email from the website to ensure deliverability. Transactional email includes invoices, purchase receipts, PIN or password reset emails, etc. (skip to the Communication section)
• An opt-in SMS alert system for urgent club news.
We include a liability waiver attached to your membership products. This makes it so every member must Agree to Terms BEFORE joining the club during the checkout process. This protects the club AND the Board Members themselves. Though it is optional, ask any personal injury lawyer if this is worth having!




Set up process


Set up time is typically 3-7 days.
• We will create a staging site using a sub-domain, for example, club-name.temp-domain.com
• During this time we will coordinate with your Board Members to set up your dues page, tennis grid, facility rental products, etc.
• We will import your current membership data and assign each member a product to be used for invoicing (i.e., Family membership, Couples, Seniors, etc)
• We can import nearly any member data you have (for example, if you track Year Joined, we've got a field for that).
• We will send a $1 payment to your Paypal account through the new site to test payments are being received.
• When everything is setup we will help you point your domain to our server (which will replace the staging domain with your actual domain).
• Pointing your domain to our server (changing your DNS) is done wherever your club registered your domain name. After this switch, you can discontinue your previous hosting plan, but you need to keep your domain registration active (typically thats $15 per year). We replace your current host, but we do not replace your domain registrar.




Easy Content Management


Content Management Systems (CMS for short) means your site can easily be updated by any of your approved Board Members, none of which need to know a thing about web site maintenance.
• We built our system with volunteers in mind. We see a lot of club websites with broken links, events from 4 years ago listed, non-uniform design, etc. Our CMS is meant to solve a lot of those common problems, by making content easy-to-create, update, and automatically hide itself when it is no longer relevant.
Practical example: Suppose your Social Director creates a page for an event. As an event, it has a date so it will be added to your club's Calendar page. The website will also know when to stop showing links on other pages (like the Member Dashboard) to the event page. Your Social Director could also make a new product to sell when creating the page. This could be the entry-fee to the event (for example, Single ticket = $5, Couples tickets = $10, Family = $25). Your Social Director would get CC-ed on purchases, and be able to see a list of buyers on the page they created.
• Any page your Board Members create through our CMS system is made to be simple, clean, and easily updated by other approved Board Members (note: specific Board Members can be excluded from page creation / editing).
• The page creation system can be used for Events, Information (like Court Rules), or uploading Member-only Documents (like Club By-Laws)
• Pages can be categorized as Sport-related (typically Tennis, but this is customizable), Swim Team, or General News.
• Pages can be marked as Member's Only, in which case, only signed-in Members can see the page content.



More CMS Features...


• Approved Board Members can add images and update text / links on the front page of your website.
• Your Treasurer can add Products to various Shop pages (typically your Main Shop, Swim Team, or Tennis Shop).
• Approved Board Members can fill in Pool Hours and make notes on dates (for example, 'We are closed at 3pm for Swim Meet').
• Approved Board Members can create Sign-Up Forms for tasks (like pot-luck events, work-days, etc)
• Every Board Member can add their own public profile pic and bio on the Board Members page. This page is visible to Member's Only and a great place for Board Member's to add a personal touch, for example "I love serving on the Board and I'm also a realtor, contact me!"
• Your Tennis Director can customize the reservation grid and other tennis settings. Skip to that section
• Your Facilities Manager can customize reservation grid and other facility settings. Skip to that section
• Your President (or anyone with that role) has dozens of fields in the Settings module to fine tune the site.
• Your members can see a list of who is currently serving on the Board, along with their role, some bio text or shameless plug (which could help get people to volunteer), and a note as to whether or not that Board Member is staying on, rolling off, willing to give up the role, etc.
• Your Board Members can manage a list of important club codes, such as padlocks, tennis gate locks, etc. These codes can optionally be viewable to Members as well.






Financial


• We ONLY send payments to Paypal. We do not support other payment systems. All money received goes directly into your Paypal account (not ours).
We will never take any cut of sales! Whether your site collects $10,000 or $1,000,000 your cost is the same
• Your Treasurer will be CC-ed anytime someone purchases from your site. On a per-product basis you can CC other people when a sale is made. For example, you may want your Social Director to know when an event-sale is made.
• We support a Recurring Billing Option with up to 16 price options (for example, Family, Couples, Singles), and up to 20 Non-Recurring Membership products (again, Family, Couples, Singles, whatever you want to call them).
Installment Plans can be set up to give members the option to break up hefty initiation fees or simply split their annual dues into monthly payments. For example, you could offer January-Only plans to split dues into 4 automatically-billed monthly payments.
Recurring Billing will lock a member into paying the same rate year-after-year on the same date. For clubs that don't raise dues very often this is an ideal option. Note, raising dues is always possible, but members on a recurring plan would still pay the amount agreed to when they signed up. This is just how Paypal works.
• Members on Recurring Billing plans do not get invoiced, as it would be unnecessary and confusing from their point-of-view.
• Your Treasurer can expire every Non-Recurring Membership on the same date (most likely your Fiscal Calendar). So for example, if a member joined in late July, but your Treasurer wants them to expire April 1, they can do that.
• Your Fiscal Calendar (or universal expiration date) can also be rolled forward to allow members more time to continue reserving courts, etc. So for example, if members are supposed to be paid up by April 1, but 30% have not, your Treasurer could temporarily set all those expirations to April 15.
• Mass-invoicing can be done anytime. We recommend if your Fiscal Calendar is April 1, then the club begins mass-invoicing Feb 1 and continues every 2-3 weeks. Eventually the members that need to pay is widdled down lower and lower.
• Treasurers can invoice for specific products to a single member, new member, or group of emails.
• Invoices are emails that get sent to members, requesting them to pay for a product on your website.
• We don't track sales based on an invoice (again, an invoice is essentially just a reminder email to pay). We track the actual sale. This is for simplicity's sake. For example, if you invoice a member 4 times to pay their dues, and they pay after the 4th invoice, we only care that they actually paid for their membership.
• All Payment History is available online for your Treasurer to search through.
• Your Treasurer can export a single years worth of sales data, multiple years, or specific date ranges. They can do this on a per-product basis, by customer, or export every sale to CSV file.
• Your Treasurer can create Discount codes for specific products (whatever that may be). For example if a Member performed a Work Day task you could issue a $25 off Discount Code.
• Your Treasurer can send out a mass invoice to members with unpaid Guest Balances or that owe for Concessions.
• A boilerplate liability waiver is already setup with your Membership Products (purchasers must Agree to Terms with a checkbox when they pay). This can be turned off or modify to meet the needs of your club.
• If a member needs to pay by check, your Treasuer can mark that person as Paid Offline/Other and extend their membership another year that way.
We have two tiers of Financial roles. The first is your "Treasurer" who can invoice members, create products, see order history, change what members are invoiced for, and so on. The other is your "Accountant", which is a higher level of access that can perform more backend tasks and edit your core payment data. So for example, your Membership Director could also access the Treasurer module, but be restricted from the Accountant level of access.




Members


• We organize Membership payments and make it simple to see who is actually a member for the current year and who has expired.
• Every membership product can specify a certain number of sub-accounts the buyer can create (for ages 13 and up). For example, a Couples membership would typically allow for 1 sub-account which would be the Primary Purchaser and their significant other. A Singles membership would usually not allow for any sub-accounts.
• For check-in purposes, children can be listed under Primary Purchasers as Dependants. Dependant data is limited to Name and Age. Due to COPPA, we do not allow photographs of children under age 13. Alternate solutions for identifying minors at your front gate are available at this link.
• When a member pays they are given membership privileges for an entire year after purchasing. That includes reserving tennis courts, pool reservations, accessing the Member Dashboard, paying for Guest Passes, etc.
• Membership Products can also be linked to club demographics. For example, a Senior Couples Membership product would tag that member family as a "Senior Couple". Demographic data provides an insight into your club's overall membership, and can also be used for emailing specific segments.
• Board Members can export CSV files of all the data stored on your members. This information is easily accessible online, but we understand the importance of having a spreadsheet.
• Members can marked as receiving their yearly wristband, ID tag card, keyfob, etc. The current year they received this time is also noted in your CSV exports.
• First time members are marked as "New" in your database, this is a useful data point for emailing only new members, for example, if your club hosts a New Member Party or has specific information only new members should know (like padlock codes).
• The Member Insights page compiles information on the entire club: Resident vs non-resident, current standing, bond holder, non bold holder, new members, special cases, renters, non-renters, children, sitters, and more. Some of this data your membership director will need to mark manually.




Wait List Module


• Applicants get on your wait list by purchasing your Wait List Application Fee product. This could be any amount above $0 (many of our clubs pay for the cost of our services from these fees alone).
• Wait List Application Fees are necessary to weed out applicants that aren't serious about joining (and for the website to store any followup information, we want to establish an actual customer-relationship).
• By default your wait list is ordered by the timestamp of when the Wait List Application Fee is paid.
• After purchasing, applicants are added to your Wait List and also emailed a followup application form. This form can include any number of questions you want ask of applicants. Typically this would include secondary email addresses / phone numbers, the type of membership they are interested in, or if they need a payment plan for the initiation.
• Your followup application can optionally assign point values to questions. For example, if your club is at-capacity you might want more singles than families. You could assign a higher point value to someone applying as a Single.
• If you choose to use a point-based system (versus a simple timestamp), you can also assign a point value based on the time they've been on the wait list. For example, this could be 1 point per year. Someone on the list for 2 years and 6 months would have 2.5 time-based points, plus any more based on their application form.
• When memberships are being offered to wait-listers, your Membership Director simply picks the first applicant at the top of the list and sends them an invoice for the Initiation and Annual Dues. Their Status is automatically changed from "Waiting" to "Offered". If the applicant joins the club, we automatically change their status to "Off the Wait List".
• If your club allows wait-listers to defer for a year (or more) we have an optional deferred status.
• Over time we will be able to tell your club the average time applicants spend on the wait list.
• For new clubs, we can import your current wait-listers.




Tennis Grid


• We support up to 12 courts, each court can have it's own name. For example "Upper Court 1".
• Only Members can reserve courts. For example, non-member tennis teams can not reserve courts (unless they were given access to the Member's Only section of the site).
• Your Tennis Director can reserve courts for non-member teams and label the Team Name on the grid.
• Your tennis grid is available for Members and non-members to see on your site, as this make it easy for everyone to find out which court they should be playing on. And again for non-member teams, this is essential. Note: non-members viewing the grid do NOT see the private names of who reserved a court.
Members have access to reserve any one of your courts. We do not support Membership Tiers that only allow access to specific courts.
• Courts can be blocked off by your Tennis Director and set aside as First-Come, First Serve. Those courts could also be left off the grid entirely so they do not even need to be blocked off.
• Your Tennis Director (or other approved member) can block reserve multiple courts, over multiple recurring days / weeks. For example, a single reservation could be made for Courts 1 & 2 on every Tuesday for 10 weeks in a row.
• Members can be restricted to reserving a certain number of times per day, per week, and a certain number of days in advance. For example, most clubs choose to restrict members to one reservation per day, with a max of 7 reservations in a single week (or 7 days).
• Tennis Directors or other approved members, like team captains, can reserve without daily or weekly restrictions on the website (restrictions apply to every member, even your Tennis Director, if reserving through our iOS or Android app).
• Tennis Directors can cancel any reservation they choose. Block-reservations will cancel existing reservations (typically block reserving is done well outside of the time frame members can book in advance anyway).
• Tennis Directors can fill in up to 12 reservation types for members to choose from when booking. For example, "Practice", "Clinic", "ALTA", "USTA", etc. Each type can also have it's own max time limit in 30 minute increments. So for example, a Clinic might have a 30 minute time limit, whereas a USTA match might have a 3 hour limit.
• Tennis Directors can add a pre-reservation Grid Note, for example "Attend our Boozy Round Robin - Only $10" with an optional URL link or email address.
• Tennis Directors can add a post-reservation Note, for example "The court pad-lock codes have changed to 4321 " with an optional URL link or email address.
• If your club chooses to allow Members to have sub-accounts (for example, a separate account for a spouse) they will be able to reserve a court separate from the Primary Purchaser. We recommend clubs selling Family and Couples membership allow at least 1 sub-account (as most members are already used to having dual accounts).
If your club chooses, we can send members a morning reminder if they have an upcoming tennis reservation that day. For clubs where courts are in high-demand, this reminder tells members to cancel courts if they do not expect to use them.




Tennis Clinics or other Paid Events


Clinics or other Product-based Reservations can be added to your tennis grid.
• Your Tennis Director can quickly add recurring clinics/products for example "Beginner's Tennis Clinic - $10" every Monday at 5pm
• Recurring clinics can be a separate purchase for each time slot or a single price for multiple weeks.
Clinics can have limited capacity to ensure safe-distancing. After the capacity is met, the purchase link on the grid is removed.
• We support Member and Non-Member pricing for clinics, as well as Member-Only purchasing. If the clinic is for Members-Only, the grid purchase link will not be seen by someone who is not signed in.
• We also support variable pricing for clinics. For example, 1 person: $15, 2 people: $30, 3 people: $40.
• Your Tennis Director can see a list of purchasers for each clinic.
Product-based reservations are compiled on a Calendar-style view, separating them from member reservations, and making it easy to find what is being offered that month




Communications


• All emails sent from the server are white-labeled through a separate mail delivery service to help ensure deliverability.
• Certain Board Roles can send out an Urgent Alert, for example if the pool is unexpectantly closed. These emails go to all members with accounts (Primary Purchasers and sub-accounts) to inform the most people as possible.
Urgent alerts can now be sent as text (sms) messages. Your members need to opt into receiving these and likewise, can opt out at anytime (remember we all have weather apps and windows!).
Connect your MailChimp account with PoolDues - We can automatically add new members to your MailChimp newsletter list and update existing contacts when they are changed on your website.
Not using MailChimp? Your Communication Director (or any Board Member) can export out a CSV file of just First Names, Last Names and Email Addresses, then mass-import that into your newsletter service. If a member changes their email address in the Member Dashboard, we note that as a To-Do item for your Communication Director.
• Our new Club Reminders Modules saves Board Members from having to create an unnecessary newsletter for minor news or information that isn't relevant to some members.
• Club reminders target members based on how THEY interact with your club. For example, you can email members that have upcoming facility reservations or members that reserved tennis courts in the last month.
• Club reminders can also be sent to members that have purchased particular memberships or a specific demographic (like Couples).
• Features like our Sign-Up Builder or Member Polls will also send emails to every member.
• Instead of using domain-based mail forwarding, our Contact Form masks a Board Member's own email, but allows the form data to be sent directly to them. It also allows the club to quickly swap in and out members from specific roles, without changing forwarding email addresses every year. Read more about why we don't recommend email forwarding.
• We have a module in the Dashboard to select groups of Board Members to email (like your Voting or Advisory Board). Within those groups people can also be excluded, thus eliminating unnecessary contact for Board Members.
• Emails using this module can be composed in your preferred program (Mac Mail, Outlook, etc) or be sent as a No-Reply Notification, which will avoid sending the email on a group thread (eliminating an unnecessary chain of emails).




Facility Reservations


• Your club can have up to 12 reservable areas, three of which can have alternate pricing for Friday, Saturday and Sunday (your more in-demand days) and those same three can have hourly pricing.
• Any of your 12 facility areas can have pricing based on a time-bracket, for example, Morning, Afternoon or Evening. You can have at most 3 time brackets. So you might have a Day rate where the area is $50 anytime before 5pm, and a Night rate where the area is $100 after 5pm. If a member were to overlap time-brackets, they would be instructed to purchase both options.
• Pricing can alternatively be based on an hourly rate instead of bracket rate. So for example, your Clubhouse might be $20 per hour to rent Monday through Friday, and $30 per hour to rent Saturday and Sunday.
• Your Clubhouse Manager can set a minimum and maximum amount of hours ALL facilities can be reserved for. This is a global setting that applies to reservable all areas.
• Your Clubhouse Manager can set a start and end time for your reservation grid. This is a global setting that applies to all reservable areas
• Although a Deposit Fee could be added to any product, we do not recommend this as it will not automatically be refunded. Your Treasurer would need to refund this amount through Paypal after every rental. Your club has a lot of leverage with members. Their good-faith deposit is their membership with the club. If they damage the facility and refuse to pay, their membership can be revoked.
• Your Clubhouse Manager can add "Agree to Terms" text that must be checked on when they pay to confirm a membership.
• Only verified members can self-book a reservation area through your website.
• Your Clubhouse Manager can disable specific reservation areas so Members can not self-book it. For example, your main Clubhouse may be disabled, but your picnic pavilion can be enabled for self-booking.
• When a member chooses a time frame on your grid to reserve it, that reservation is put into a Pending status until they pay through Paypal. Once they pay it will switch to a Confirmed status. Exceptions to this would be if the member immediately closes the browser before allowing Paypal to return them back to the site
• If a member does not go through the pay-to-confirm process, Pending reservations stay that way unless your Clubhouse Manager cancels them entirely, or manually Confirms them. Undoubtably you have many members booking the clubhouse for "complimentary events" like Social gatherings, Scouts, Book club, etc. So for example if your Clubhouse Manager is on vacation and not diligently checking those Pending reservations, there is no threat they will be taken by another member.
• Your Clubhouse Manager can choose to by-pass the entire pay-to-confirm reservation process on a per-area basis. So for example, if a member chooses to book the Clubhouse, they could be redirected to a page that simply says "Contact our Office Manager regarding this booking". This functionality could be useful for party bookings in the pool area that require extra lifeguards, and those guards are hired through the Pool Management company.
• Your Clubhouse Manager can disable the grid entirely and have it used as a view-only guide to show members what is available.
• Your Clubhouse Manager can set up a Pending reservation for a member (or non-member) and send them an invoice-email to confirm the booking by paying online.




Front Desk App


• If your club has front desk staff, they can search and check-in members using our Front Desk app.
• Checking-in members adds them to your attendance logs for the day. Attendants can also check in their sub-accounts (typically spouses) and any children/babysitters listed in their account
• Using our app, attendants can take photos of members with accounts.
• We do not support photographing member children or babysitters if they do not have their own sub-account. Attendants can see ages of children and babysitters and use that as a verification method if need be.
Attendants can subtract or add Pre-paid Guest Passes using our app. Members can purchase Pre-paid Guest Passes on your website, which are saved to their account, to be subtracted later by attendants.
• If a member pays for Guest Passes at the gate exceeding the number of guests they are bringing, those additional passes can be added to their account through the app
• If a member brings Guests and can not pay for them at the front desk, those guests can be added to their unpaid guest balance (if the pool instructs employees this is acceptable to do)
• Guests are also noted in attendance logs for the day. Your Board Members will be able to see the total number of members and guests that checked in for the day.
• Concession credit can be added or subtracted in the same fashion using our app.
• Members can have a negative concession balance if they do not have money at the time goods are given out. Members with unpaid balances for either guests or concessions can be invoiced later by your Treasurer.
• We track both the Total In for the day (which is required in some states) and the Total Currently at the Club which due to Covid has been an essential metric for many clubs.
• The total currently at the club appears in the Board Dashboard, Front Desk mode of your website, the Front Desk app, and can optionally be shown to members in their Dashboard.
Members can optionally receive Text or Email notifications when sub-accounts or dependents check into the pool solo or leave without an adult member there.




Self-Service Kiosk App


• If your club does not hire a front desk employee, we have a Member Check-In App (iOS only) to add accountability at your pool.
• Our kiosk is a real-time directory of active members, so if there's any question as to whether someone is a member the answer is right there on your kiosk.
• Members are able to check-in by scrolling through a list of names, then entering their 4-digit numerical PIN code.
• Members can check-in sub-accounts and any children / babysitters they have listed in the Member Dashboard.
Members can self-subtract Pre-paid Guest Passes when checking in OR note they are bringing guests which will be added to their unpaid guest balance (your Treasurer can mass-invoice members with unpaid guest balances at anytime).
• An icon (👨‍👩‍👧) appears on the kiosk whenever a member has noted they are bringing guests. This important visual element is an easy identifier for other members to see a member noted guests are with them.
• When a member checks in they can share with other members they are at the club. So verified members using our Member Check-In App (not in kiosk mode) can see who is at the club. This adds a fun social aspect to your club. A member can also check in privately.
• Our kiosk also supports our Unlimited Guest Pass option, a product your club can sell to give members the option to bring a specific number of guests for free every visit.
• A random Swim Team Sponsor ad will pop up after every check-in. This is a HUGE value-add for your Sponsors. The higher the sponsor level (e.g. Gold, Silver, Bronze) the more likely they are to pop-up.
• Members can optionally receive Text or Email notifications when sub-accounts or dependents check into the pool solo or leave without an adult member there.




Mobile Check In / Reservations


• Our Member Check-In App for iOS or Android adds another exciting element to your club's membership offerings.
• Members can create or cancel tennis court reservations within seconds, as they do not need to login every time (once signed in with their email and PIN they stay signed in)
• Members can check into the club and do most of the things possible in kiosk mode (this varies by device)
• Members can see who else is at the club (if that person checked in and made their status public)
• A random Swim Team Sponsor ad will pop up after every check-in and court reservation. This is a HUGE value-add for your Sponsors. The higher the sponsor level (e.g. Gold, Silver, Bronze) the more likely they are to pop-up.
• Board Members can also add links to pages / events for members to see after they check-in.




Role-based Board Member Access


• Roles are a central part of the PoolDues system. Just like Board Members have certain "lanes to stay in" in real-life, they have specific modules they can access in your Board Member Dashboard.
• Your President / Vice President is the recommended Board Member to assign roles to other Board Members. Though this could be any Board Member.
Board Members can have multiple roles. For example, the same person might be Tennis Director and Clubhouse Manager.
• These roles generally determine who is emailed via your Contact Form, but this can't be changed per person. So for example, your Tennis Director might also have access to the Clubhouse Manager module, but choose to exclude themselves from Clubhouse related emails.
• Your Board Roles admin area can also establish who is a Voting Board Member and who is in a Board Advisory (non-voting) Role. This could mean something different at different clubs. For example, some clubs have a non-voting "at-large" role, or include the ex-President in Board-related matters.
• Authorized Board Members can create a Motion to Vote on someting. This could also be considered a non-binding poll for feedback from other Board Members (for example "Should we stay open after Labor Day").
• Authorized Board Members can create public pages, member-only pages, events, or upload member documents.
• Board Members given access to the most general Board Member module (which is recommended for all Board Members) can see who is a Member, edit some non-essential member data (phone, address, notes), create Sign-Up lists (for member's to help volunteer for tasks), add Internal Board-only Documents, search notes, create to-do items, and see the Kiosk PIN.
• Regardless of all the various modules a Board Member can access, you can assign them a single, primary role which will be visible to members. So for example, your Secretary may have the same level of access as your President, but publicly they are listed as the club Secretary.
Images of Board Members can be uploaded via the Board Roles admin area.
• Board Member Dashboard access requires logging in with a password, not a simple PIN like Members use (see details below).




Member's Only Dashboard


• When a new member signs up with your club, they are given a 4-digit PIN to access the Member's only area. So their initial login credentials are their email and PIN
• Members are prompted to change their PIN, but are not required.
• PIN access does not allow for purchases to be made (all that occurs on Paypal's site anyway)
• A Member's website PIN is the same one they will use during the summer to check-in with our self-service Kiosk app.
• Signing in as a member allows that person to reserve a tennis court or initiate renting the facility (if your club allows members to self-book a facility)
• The Member Dashboard allows a member to check their account history, pre-paid Guest balance, pre-paid concession credit and see when they have brought guests
• The Member Dashboard allows a member to add sub-accounts, assuming the club allows members to add additional sub-accounts for spouses. Members can also list children / babysitters that will be checking into the club (this data is really only used for logging attendance)
• The Member Dashboard allows a member to change their email or PIN.
• The Member Dashboard allows a member to access the public Member Directory and on a consent-basis enter the information they choose to share.
For privacy reasons, we DO NOT allow clubs to publicly list member information without their permission (other than the member's name). So for example, unless a member chooses to share their email, phone number, address etc, that information can not be shared.
• If a member does decide to list information the Member Directory, they can share things like kid's names and ages, pet names, personal interests (for example Poker Night, Progressive Parties, Wine Night, Jogging, etc).
• Members can also list whether their children can do odd jobs / babysit.




Privacy is important


Your member-to-member directory is 100% consent based, meaning we require member's to enter the information they want shared with other members. Board members can of course see all member data.
Financial information is never stored on your site. Paypal handles all data related to a member's payment method.
• Attendants can take photos of account holders (generally a primary purchaser and adult-aged sub-account) using our iPad app or upload from the Front Desk mode of your website. We do not store photos of dependents.
• Members can remove their child name and age anytime so your site stays well within COPPA compliancy.
Your member data is never shared or sold.
• All of our client websites include SSL certificates.




Pool Reservations


• Every club can have up to 6 different swim reservation grids, each with 12 areas or PODs.
• Grids can note sections of the pool area, for example, "Baby Pool Area", "Main Deck", etc.
• PODs (or Places of the Day) can likewise be labeled something that suits your club, for example "Table 1", "Double Lounger", etc.
• Members can be restricted to reserving a certain number of days in advance, a max number per day (typically 1) and an overall total on the grid at once (the number of upcoming reservations).
Reservation limits apply to all grids. For example, if the max total is 2, a member could have 1 on the Baby Pool grid and 1 on the Main Deck, but no more.
• Time slots are in half-hour increments and each grid can have it's own schedule. For example, one grid might only have morning hours for lap-swimming.
Slots can be blocked off through out the day to allow for cleaning, for example, 1:30pm and 4:30pm might always be unavailable.
• Blocked off slots can also be used to prevent members from booking within one "shift" and into another. For example, if 5-5:30pm was blocked off, a member booking at 4pm could only reserve for 1 hour.
• Reservations can be capped a certain length, for example, at most 3 hours or they can be a forced-length of exactly 3 hours. These lengths are considered Grid Rules.
• Rules can apply to specific grids, days and PODs.
• Reservations can be cancelled anytime up to the Start Time.
• After the Start Time reservations can be marked "Up for grabs" if the member can not make it. This allows another member the opportunity to transfer the reservation to themselves. If no one takes it, the reservation still counts toward the family's daily count (likely preventing them from booking again that day)
Max reservations limits are always forward looking. So for example, if a member can have 3 reservations on the grid at once, and books Sunday, Monday and Tuesday, once Sunday is past, they could book Wednesday. This allows frequent-users the option of going every day (but also giving long-term planners the opportunity to snag weekend spots).
Put another way, once the day is over, a reservation no longer counts toward their limits. This is an important concept so members don't care much if it rains one of their days. They've always got tomorrow!




Reserving time - the surprise hit of 2020!


• Every club that used our reservation system during the Summer of Covid told us the same thing: Members want it every year!
• Similar to assigned seating a movie theater, reservations give members a guaranteed table and time to be there. Or better put: MAX time to be there, meaning there's less all-day drinking and sun burns.
Safety, safety, safety!! Fewer children in the pool means the guards can not only keep a closer eye on children, it means members can spot where their kids are quicker as well.
Staff less! A lower capacity pool requires fewer guards.
Reservations keep the club cleaner! Members realized right away that leaving their POD a mess would trace back to them on the reservation grid!
The pool resets like clockwork! Imagine getting a front row parking spot at 2pm. Imagine walking into the pool and it not being packed on a Saturday.
Families book with other families so they can sit nearby! Again, another advantage of guaranteed seating.

Members get to see who will be there! Being able to look at the grid and see what other families booked the same block means members can plan group dinner orders together (members can also avoid people they don't like).


For a club with over-crowding on weekends (or trying to survive a pandemic), we would recommend a schedule like this: 9am-Noon, Noon-3, 3-6, and 6-Close. If 20 family-sized PODs were available each 3 hour block, the club could facilitate around 100 people each shift, or 400 in an entire day. That's a lot of members!




Some of our clients that are generating more revenue AND making volunteer-life easier!


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