Common terms
Account holder
Section titled “Account holder”The parent or carer responsible for one or more students. They have their own Swimio login, and they manage their students, waitlists, and bookings from their account. See Account Holders overview.
Student
Section titled “Student”A person who attends or may attend classes. Each student belongs to an account holder and holds a level under an award scheme, which is used to place them in suitable classes.
Register
Section titled “Register”A group used to organise related classes. Every register has a type (Perpetual, Term, or Crash Course) that sets how it runs. See Registers overview.
A recurring activity with its own schedule and available places. Students enrol into a class, not into the register, and each class has a limited number of places.
Schedule
Section titled “Schedule”The days and times when a class normally takes place. It repeats on a set pattern until the register ends.
Schedule exception
Section titled “Schedule exception”A change that affects an individual class session without changing the normal recurring schedule. You can cancel, move, or add a single session this way.
Class closure
Section titled “Class closure”A date or date range when classes do not run, such as a public holiday or a team trip. Each closure has a reason so staff know why the classes stopped.
A closure can apply to all classes, or only to chosen registers or locations. You can opt a register out of a closure so it keeps running, and you can keep a single class running on a closed date if you need to.
An activity your organisation teaches, such as swimming. Each sport has its own award schemes. When a sport has more than one award scheme, one of them must be set as the sport’s default. You manage sports under Module Settings.
Award scheme
Section titled “Award scheme”A grading framework for one sport. It is a set of levels ordered from lower to higher, and each level lists the skills a student must learn. A register uses one award scheme to place students at the right level and track their progress.
An award scheme belongs to one sport only. It is never shared with another sport, because each sport measures different skills.
Smart Match
Section titled “Smart Match”A tool that helps find suitable classes for a student. It matches students who are waiting to open places, based on the student’s level and the class details.
Waitlist
Section titled “Waitlist”A list of students waiting for a suitable place. When a place opens, students on the waitlist can be matched and offered it. To be matched, a student needs a level under the register’s award scheme.
Move request
Section titled “Move request”A request to move a student from one class to another. In most registers the student keeps their current place until the move is confirmed.
Reserved seat
Section titled “Reserved seat”A free place in a class that staff hold back for a reason, so it is not offered to anyone. Only Perpetual registers can reserve seats. See Reserved Seats.
A place in a class that staff offer to a student, with a trial date. The account holder accepts it, or staff act on it for them. An unanswered offer expires after 3 working days. See Offer and trial statuses.
Enquiry
Section titled “Enquiry”A question an account holder sends from their Swimio account, using the crash course form or the private lesson form. Staff see enquiries under Enquiries. Each enquiry has a status: New until someone deals with it, Replied when staff answered the account holder, or Closed when it needed no answer.
An enquiry is a record only. Swimio does not send a reply from it, and it does not book a place for the student. See Enquiries.