Pool Dues Overview

PoolDues v.8

Overview of Service
The only all-in-one solution for Swim / Tennis clubs & HOAs.
  • Base cost $1999 per year (that's just $166 per month).
  • Hosting of your website on one of our dedicated servers.

  • Initial setup.

  • Daily backups.

  • SSL Certificate.

  • Email support and training over Zoom.

  • Unlimited member accounts / store products.

  • All software modules detailed below (and new ones to come)...



Set up process
Our team will do everything. Kick back, respond to a few emails, and we'll take care of the rest.
  • Rush set up time is typically 3-7 days (if you want to move quickly).
  • Staging sub-domain, for example, club-name.temp-domain.com.

  • Import of your member / resident data.

  • Invoicing and Membership product setup.

  • Connection of your website to Paypal.

  • Test payment to your club's Paypal account.

  • DNS reassignment to make your new website live.

  • Design of your fabulous new website.


Content Management
We give you all the same proprietary tools we use ourselves to make your club's website look stunning!
  • Easy page creation platform for events, documents, news, etc.
  • Social event calendar.

  • Volunteer / Potluck Sign-Ups.

  • Customizable member forms to get club feedback or even Board Member elections.

  • Unlimited Shops and Products.

  • Member & Board Member Dashboards.

  • Pool / Club Hours.

  • Board Member page.

  • Member-Only and Public pages.



Financial
Our tools will let your Board Members look back on the financial health of your club for years to come. Imagine being able to compare membership sales from one decade to the next.
  • E-Commerce platform connected to your club's Paypal account.
  • Unlimited sales revenue, sent directly to you.

  • Automatic recurring payment support.

  • Installment plan support.

  • Smart invoicing system designed specifically for yearly memberships.

  • Export payment history to Quickbooks (or connect QB Online to your Paypal).

  • Discount codes.

  • Option to add-on transaction fees / tax to members.

  • CC anyone on purchase receipts based on product.

  • Payment history stored forever.

  • Exportable member reports (paid, unpaid, yet-to-rebill, expired).

  • Mass Invoicing for unpaid guest balances or concessions.

  • Mark members paid by check or cash.

  • Accountant level access and lower-level Treasurer access.



Members
If your club is currently maintaining member info via a spreadsheet handed down from volunteer to volunteer, welcome to a wonderful new way of doing things.
  • Member management platform made specifically for STCs / HOAs.
  • Membership products for families, couples, singles, tennis-only / swim-only, you-name-it!

  • Member expiration dates to cut off reservations / site access if unpaid.

  • Member-only access for pages and products.

  • Demographic tracking, year joined, bonds, membership IDs, residency, and dozens of other fields.

  • Export your entire member database at anytime.

  • Member interest tags to segment communications.

  • Member insights.



Wait List
Is your club on a wait list? No? Well you might be soon. Many of our clients have seen new membership sales go up enough in their first couple years that they need to put applicants onto a wait list!
  • Generate more revenue through Wait List Application Fees.
  • Automatically populate your wait list based on application sales.

  • Follow-up questions can be sent after Application Fee paid.

  • Applicants can be ordered by purchase timestamp, or points based on follow up answers.

  • Invoice one or more applicants at a time.

  • Defer applicants.

  • Applicants can be on more than one list at once (for example, waiting to rent vs waiting for bond).

  • Automatic removal from wait list after a membership product purchase.

  • Customize exactly which membership products remove applicants from the wait list they are on.

  • Customizable wait list sort tags.

  • Import of your current wait list applicants.

  • Communications module can send email to only your wait list applicants.

  • Self-lookup tool lets applicants update their information and see their current place in line.



Tennis Grid
Finally a reservation system built right into your website which ensures paid members are the only ones using it. No more manually purging who has access year after year. With everything under one roof, your club can even do things like mass email just the members that reserve the courts frequently.
  • Support for an unlimited number of courts.
  • Customizable reservation types, max lengths, days in advance to reserve, max reservation, etc.

  • Option to require members to list another member they are playing with.

  • Settings to customize limits on a per-member basis or grant special priviledges to Pros.

  • Tennis Director or other staff accounts can repeat reservations and block off courts up to 52 weeks in advance.

  • Members can book through our iOS app or your mobile-friendly website.

  • Custom post-reservation notes and confirmation emails (your club can change court pad lock codes more often).

  • Add clinics, classes or other product-based reservations to the grid.

  • One-click options to create a recurring schedule with unique products, for example Beginner's Tennis Clinic - $10 every Monday at 5pm.

  • Limit capacity by shutting off product sales after a certain amount.

  • Member and Non-Member pricing for grid-based products.

  • Option to show a list of participants (buyers) for each clinic.

  • Send members to a list or calendar view of upcoming free or product-based clinics.

  • Allow your pros or instructors to collect money offsite (via Venmo, cash, etc) but mark participants as paid for the clinic.

  • Restrict certain reservation types unless Tennis Guest Passes are used to book (requires our Advanced Booking Add-On).



Mobile Reservations
Show prospective members your club is on it's A-game when it comes to tennis / other reservations.
  • Reserve tennis courts, swim lanes, poolside tables, etc, through our iOS app.
  • Create or cancel reservations within seconds.

  • Report reservation no-shows.

  • Offer last minute availabilities to in-demand areas, such as poolside tables.



Communications
Send newsletters or other mass communications directly from your website. Stop paying for separate services like Constant Contact which are not always in sync with your member database.
  • Communications Module allows Board Members to send information to segmented members.
  • All mail is white-labeled through a separate delivery service to ensure deliverability.

  • Email members based on interest tags, reservation frequency, demographics, product purchased, etc .

  • Search sent email logs.

  • Mass emails can be sent to a review queue for testing.

  • Export member emails to CSV to import to outside newsletter providers.

  • Option to connect MailChimp to push new member emails to their service.

  • Separate member and non-member contact forms to reach board members.

  • SMS urgent issues (members must opt in).

  • Day-of-reservation reminder emails.



Facility Reservations
Transform Clubhouse Manager from one of the most time-consuming roles to one of the easiest. Automate nearly every aspect!
  • Up to 12 facility areas, reservable by members-only.
  • Pricing option 1 - Time bracket style - For example, Morning, Afternoon or Evening.

  • Pricing option 2 - By reservation length

  • Pricing option 3 - By custom text, such as 1-10 people, 11-20, etc

  • Reservations are pending until paid for via Paypal, then automatically confirmed.

  • Agree to Terms toggle that must be checked when paying for a reservation.

  • Admin-only reservable areas.

  • Bypass checkout for certain areas to send members to alternate pages or sites instead of paying.

  • Admins can reserve for members and request payment at time of booking.

  • Send custom follow-up emails after members make payment, this can include door codes or other important instructions.



Front Desk App
Are you really a Member's Only club if anyone can just walk on in? Be sure your Front Desk attendants always have the latest data on who is or isn't a member.
  • Search and check-in members using our Front Desk app.
  • Log data to comply with any state requirements to track members vs guests.

  • Track both the Total In for the day and Total Currently at the Club (yes, another requirement in some states).

  • Realtime attendance total can be shown in the Member Dashboard.

  • Take photos of adult members.

  • Attendants can subtract or add Pre-paid Guest Passes using our app.

  • Attendants can add to a member's unpaid guest balance so payment is not required at time of entry.

  • Concession credit can be added or subtracted in the same fashion using our app.

  • 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
Not the type of club that has a Front Desk attendant? That's okay, plenty of our clients don't either. Simply station an iPad near your front gate, and let the members check themselves in.
  • Use our Member Check-In App in kiosk mode to let members self-check-in.
  • Real-time directory of active members only.

  • Log attendance data to comply with any State requirements.

  • PIN-based authentication.

  • Members can check-in sub-accounts, dependents, & babysitters.

  • Members can self-deduct Pre-Paid Passes when bringing guests.

  • 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.



Pool/Fitness Reservations
Control capacity at your pool or fitness room with our customizable reservation grids. Developed during the Summers of Covid, we have all the features you would expect to safe-distance your members, but give everyone a fair allotment of reservations.
  • Make use of an unlimited number of pool or fitness reservation grids.
  • Each grid can have 60 reservable areas.

  • Customize area names (Table 1, Lounger 2, Lane 3, etc).

  • Customize reservation limits on a per-grid basis, for example - number of days in advance, max per day and overall total on the grid.

  • Reservation tallies can be totaled among all grids (swim or fitness).

  • Reserve blocks in timed intervals throughout the day, for example, every 3 hours.

  • Create rules to block off random times of the day or specific areas.

  • Reservations can be cancelled anytime up to the Start Time.

  • Reservations can be marked as Up for grabs after the Start Time, then transferred to another member.

  • Reservation types can associate a number attending, for example - Single Swimmer = 1 attending.

  • Grids can automatically shut off further reservations if capacity is exceeded (even if some spots are still available).

  • Swim / Fitness reservations can be made through our iOS app or your mobile-friendly website.



Member's Only Dashboard
Your members' one-stop-shop for club-related news, social events, member-only documents, account management and more!
  • Quick access via PIN or persistant sign-in to a Member Dashboard.
  • Dashboard access allows members to make reservations on your tennis, fitness or pool grids.

  • Members can add family to their household.

  • Members can view past mail sent to them from your website.

  • Members can view their Pre-Paid Guest or Concession balances.

  • Members can change their email or PIN.

  • Members can toggle on or off Interest Tags (customized by your Board Members).

  • Members can see how many people are at the club.

  • Board Members can add personalized notes to members.

  • Board Members can post links to forms such as surveys, potlucks, volunteer signups or Board of Director ballots.



Privacy Notes
  • 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 using our iPad app. Account holders must be either 13 (or older) or 18 (or older) depending on the club's policy choice and have a valid email.

  • Members can remove their child's name and age at anytime.

  • Your member data is never shared or sold.

  • All of our client websites include SSL certificates.



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Pool Dues LLC.  Made in Georgia 🍑   |   Email us