Swimming lesson roster
A swimming lesson roster for classes, lanes and instructors
Set each class at its weekly time with its swimmers, and FairTurns puts them on for the term and shares the instructors across the classes they’re qualified for. Families see the term on one link.
Free, with no limit on people or dates. No card.
Ten-week terms, twelve classes and an instructor with a cold
A small swim school or club learn-to-swim programme runs to a rhythm: ten-week terms, classes of four or five by level, half-hour lessons stacked through the afternoon. The class lists are settled by week one. The instructors are where it gets busy. Most are casual, many are students, and each is qualified for some levels and not others. The person doing the roster is matching people to lanes in their head on a Sunday night.
The same pattern turns up for tennis groups, gymnastics classes and holiday sport clinics. FairTurns helps on both fronts. Classes keep their weekly time all term, instructors are shared across the classes they can teach, and parents see the timetable on their phone.
How FairTurns runs a lesson programme
Each class at its time
Make a team for each class, such as “Seahorses, Monday 3:30, lane 1”, repeating every week, with a Swimmers place for each child. Fill puts the class on every lesson.
Instructors by level
Add an Instructor position to each class and limit instructors to the levels they’re qualified for, and children to the Swimmers places.
Instructor turns shared
Fill gives each instructor place to whoever has had the fewest lessons in it, across all the classes they can take.
Back-to-back lessons
Within the programme, nobody is put in two lanes at overlapping times, so a 3:30 instructor can take the 4:00 but not a second 3:30.
Term breaks
Fill the ten weeks, then cancel the holiday dates. Classes pick up again at the same times next term.
A timetable for families
Share the public roster link so parents can check the class time and lane without ringing the front desk.
Set it up
- 01
Create the programme
Create the organisation and a team for each class.
- 02
Add the places
Give each class an Instructor place and a Swimmers place sized to the class.
- 03
Add people
Invite instructors by email, and add children by first name with an initial.
- 04
Set the lesson times
Click each class’s day, set the time and choose “Every week on” that day.
- 05
Fill the term
Fill the next 3 months, cancel the holiday weeks and share the link.
When you want it to run itself
Pro emails instructors their week on the day you choose and a reminder before each lesson. An instructor who is sick replies “I can’t make it”, the coordinator is emailed, and filling by itself asks the next instructor qualified for that level.
A$1 a month per organisation, paid 1 to 5 years at a time. See Pro and pricing
Good to know
- Four children per instructor suits beginners, five or six for stroke-correction groups. Keep the level in the team name so the right instructors are set up for it.
- Families don’t book classes themselves: you put each child into their class, and they see the time on the link. Enrolment fees stay in your existing system.
- Use first names and an initial for children, since anyone with the public link can see it. Email addresses and away days are never shown.
- Each date has a name and times. Put the lane and level in the team name so they show on the roster.
Questions
Will it work for tennis, gymnastics or holiday sport clinics?
Yes. Any programme with regular classes and a group of coaches or instructors fits the same way: a team for each class, instructor places limited by level, and Fill sharing the instructors round.
A child moves up a level mid-term. What do I change?
Take them out of the old class’s team and add them to the new one, then Fill the new class from the next lesson. Their past lessons stay in the record.
Can an instructor do only Saturdays?
Yes. They mark themselves away every weekday they don’t work, using regular away days such as “Every week on Monday”, and Fill only uses them on Saturdays.
How do parents see the timetable?
Turn on the public roster and share the link. It shows each class’s time and who is in it, as a list or a calendar, without signing in.
What does it cost?
It is free, with no limit on classes, children or instructors. Pro, with the emails and automatic cover, is A$1 a month for the programme, paid 1 to 5 years at a time.
Free templates and guides
Positions and headcounts
Name the jobs on each date and how many people each needs. Nobody gets a job they’re not set up for.
Repeating dates
Every Saturday, every second Tuesday, the last Sunday of the month: set it once, kept ahead.
Weekly roster template
Names down the side, Monday to Sunday across: the one-page weekly roster for a small team.
Similar rosters
Coaches and training sessions
Which coach takes which training session, shared across the coaching group, with assistants and trainees rotated in.
Surf club patrols
Patrol groups rotated through the season, plus nippers water safety, on one link for members.
Music and piano teachers
Every student in their regular lesson time, the term mapped out, and one link families can check.