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Smart Matches overview

Smart Match looks for empty places in your classes and suggests a waiting student for each one. A match is only a suggestion. Nothing is sent to the account holder until a staff member offers the space.

How Smart Match runs

Section titled “How Smart Match runs”

Smart Match searches in two ways:

  1. Automatically. Swimio checks for empty places and suitable students on a regular schedule, using the rules on this page.
  2. By hand. A staff member starts a search for chosen registers. See Fetch new matches.

Both ways use the same rules. The matches they find appear in one list. See Review match results.

There is also a quick search for one waitlist entry. See Find suitable classes.

Which places are matched

Section titled “Which places are matched”

A place is matched when all of these are true:

  1. The place is free today.
  2. The class is not archived.
  3. Consolidate Mode is off for the class. See Set up a class.
  4. The place has no match yet. Each empty place gets one match at most.
  5. For the automatic search only: both the register and the class have Visible to Account Holder and Smart Match turned on. A search by hand can include any register that is not archived.

Which students can be matched

Section titled “Which students can be matched”

Smart Match looks at two lists for the register of the empty place:

  • Move requests, when the search includes them. Smart Match checks move requests first. If a move request fits the place, it is matched before anyone on the waitlist.
  • The waitlist.

A student on the waitlist is matched only when all of these are true:

  1. Their waitlist entry is active for that register.
  2. They have an ability score under the register’s award scheme. A student with no score is never matched.
  3. Their score fits the class. In the automatic search, the score must be within 5 points of the class average. When the class has no average yet, any score fits. In a search by hand, the score must be inside the Ability Score range you set.
  4. The class day and time suit them. The class must fit the days and times on their waitlist entry. An entry with no preferred days fits any class.
  5. Their age is inside the search range. In a search by hand, you set this range.
  6. They were not matched with this class before.
  7. They do not already have a match. A student has one active match at a time.
  8. They have not been turned down too often. A waitlist entry is no longer matched after 3 rejected offers, expired offers, or expired trials. See VIP and purgatory strikes.

Who is matched first

Section titled “Who is matched first”

When several students on the waitlist fit a place, Smart Match picks in this order:

  1. Students with no earliest start date on their waitlist entry.
  2. VIP students.
  3. The student with the smallest skill gap: the score closest to the class average.

What happens to a match

Section titled “What happens to a match”
  • Staff offer the space from the match. The match closes, and the offer follows the normal path. See Offer and trial statuses.
  • Someone offers the same place in another way, for example from the class card. The match closes, because the place is no longer free.
  • A staff member clears the matches when starting a new search. See Fetch new matches.
Section titled “Related pages”