CAMS connects signup, legal packs, scheduling, attendance, billing review, admin approvals, accounting, and parent communication so coaches can spend less time chasing admin and more time coaching.
The goal is not to make coaches become administrators. CAMS gives them the minimum useful tools at the right time: who is swimming, who is missing, what changed, and what needs attention.
A coach opens their schedule and sees the swimmers assigned to each session, lane notes, group billing context, and any profile warnings before they get to the pool deck.
Select a stage to see what CAMS would surface to coaches, admin, and accounting at that point in the journey.
Adult or minor signup captures contact details, parent/guardian details, sibling context, medical notes, agreement acceptance, and a digital signature.
Admin sees the signed legal pack, profile completeness, adult/minor status, sibling matching, and whether anything must be corrected before activation.
The coach sees the swimmer in their lineup with level, group, start date, medical alerts, billing tier hints, and notes from admin.
Accounting reviews signup invoices, recurring invoice setup, sibling tier, account code, Xero contact state, payments, and monthly fee exceptions.
Daily attendance flows into coach reports, admin reviews, parent queries, and monthly billing context without manual spreadsheet chasing.
Emma Venter, age 12
Legal signedGroup recommendation
Needs coachReference email sent
TrackedToday's groups, assigned swimmers, attendance shortcuts, medical alerts, monthly review notes, and schedule changes.
Less admin on deckSignup approvals, legal documents, swimmer profile cleanup, group placement, parent follow-ups, and staff user management.
Cleaner approvalsSignup invoices, repeating invoices, Xero contacts, payment capture, account codes, fee exceptions, and debtor reporting.
Xero readyApplication tracking, legal signing links, missing information requests, status emails, and clear next steps.
Fewer phone calls"Move Liam to Silver Squad from June. Attendance is consistent and pace has improved."
Admin notified"Please confirm updated emergency contact details before the next session."
Email sent"Sibling tier mismatch detected. Review repeating invoice before Xero sync."
Billing queue"Your application is approved. Watch for billing and first-session details."
Visible onlineCoaches record the session from one screen and reports update without spreadsheet merges.
Pool-deck friendlyLegal, medical, contact, adult/minor, and sibling data arrives before admin activates the swimmer.
Less retypingCoaches can flag group changes and accounting can review fee impact before invoices go out.
Fewer surprisesFamilies, coaches, admin, and accounting stop working from different versions of the truth.
Connected workflow