Offer a space

Offer a space when a class has a free place and you want to give it to a waiting student. The offer books a trial for the student. This page applies to Perpetual and Term registers. For a Crash Course register, see Enrol in a crash course.

For what happens after you send the offer, see Offer and trial statuses.

What you need before starting

The class has a free place. The Offer Space button on the class card must not be greyed out. See When the button is greyed out.
You can act on the class. Only the class’s instructor, a Manager, or a Super Administrator can offer a space.
Your business information is complete. Swimio needs it to create an offer. If it is missing, Swimio shows a message with an Update Business Information link.

Open the Offer Space window

You can open it in three ways:

Select Offer Space on the class card.
Select Leaving action required or Moving action Required on a student row. This offers the place that student is leaving.
From a Smart Matches screen. The window then opens straight on the send-offer screen for the matched student.

Step 1: Choose who gets the offer

The first screen has up to three tabs.

New Offer

Use this tab to offer the place to a student on the waitlist.

Check the class details at the top: venue, sport, time, class average age, and class average.
Narrow the list if you need to:
- Student Name: type part of a name.
- Ability Score: drag the range to the scores you want.
- Age: drag the range to the ages you want.
Select Search.
Check the list. You can sort by name, score, age, skill gap, date added, or VIP. The MC column shows any medical condition.
Select Offer Space on the student’s row.

Skill Gap shows how far the student’s score is from the class average. A smaller gap means a closer fit.

Move Requests

Use this tab to offer the place to a student who asked to move within this register. The tab lists the open move requests in this register whose preferred days and times fit the class, and shows how many there are. See Move Requests overview.

Check each request’s Student Availability and Created At date.
Select Offer Space on the request’s row.

Reserve Seat

This tab shows only for Perpetual registers. Use it to hold the place back so it is not offered to anyone. See Reserved Seats.

Step 2: Send the offer

After you pick a student, the send-offer screen opens.

Step 1: Choose a start date. This is the trial date. You can only pick days the class runs on. When you offer a place that another student is leaving, the earliest date is the day after that student’s last day.
Step 2: Choose communication channels. Tick how Swimio should contact the account holder.
Step 3: Select Payment Method. Choose how the student will pay. A method that the account holder cannot use is greyed out.
Step 4: Auto-accept Offer? Choose one:
- Off: Swimio sends the account holder a link to accept the trial offer. The card shows Pending confirmation until someone answers.
- On: Swimio books the trial straight away, without a link. Use this when you already agreed the place with the account holder. The card shows Trial on and the trial date.
Select Offer Space.

To pick a different student, select Back.

With Auto-accept Offer? on, the student gets a trial, not a full place. The student gets a full place only after staff confirm the trial. See Manage a trial.

Result: Swimio creates the offer and holds the place for the student. The class card updates to show the student.

Warnings before the offer is sent

When you select Offer Space, Swimio checks the student against the class. If something needs your attention, a Please confirm box lists every reason at once:

This student is outside the age range the class takes. The class has an age limit, and the student is outside it on the trial date. See How the age limit works.
This student cannot start before a date. The waitlist entry has an earliest start date, and your date is before it.
A level difference. In a Term register, the student’s level is two or more levels away from the class level.

Select Offer anyway to send the offer, or Cancel to go back and change it.

A level difference of one level shows only as a note on the send-offer screen. It does not ask you to confirm. A move request never shows a level warning, because the student stays in the same register.

Common problems

Problem	Why it happens	What to do
The New Offer list is empty, but students are waiting	A student appears only when they have a level under the register’s award scheme and fewer than 3 purgatory strikes. The filters can also hide students.	Widen the Ability Score and Age ranges and search again. Check the student’s ability score and purgatory strikes.
The seat you were offering is no longer available. Please select a different date	Someone else took the place for that date while you were filling in the form.	Pick another date.
A message about incomplete business information	Your company details are missing something that an offer needs.	Select Update Business Information and complete the details.