Frequently Asked Questions
Bookings and Scheduling
How can CoursePro streamline our class and course bookings?
CoursePro enables you to manage every stage of class management, from setting schedules and taking bookings online to managing registers, payments and attendance. It reduces admin time and gives customers a smooth self-service booking experience.
What types of activities can be managed by CoursePro?
CoursePro can manage a wide range of activities, including swimming lessons, gymnastics, dance, racquet sports (including padel) and general sports activities. The system is flexible and can be adapted to support a variety of coached or teacher-led programmes across multiple venues.
Can CoursePro manage scheduling for multiple sports and venues like swimming, gymnastics and tennis?
Yes. CoursePro is built to handle multiple sports and venues. You can schedule activities, such as swimming, gymnastics and tennis sessions all in one place, ensuring everything runs smoothly across your programme.
How does CoursePro handle teacher schedules and availability?
In CoursePro you can view classes and assigned teachers on the overview screen, and run a report showing the classes and teachers for each activity. Teachers, if given permission, can access the registers of the class they are covering, although there isn’t a record stored to show that they have covered it.
Can CoursePro manage recurring or block bookings?
Yes. You can easily set up recurring sessions, term-time blocks or ongoing courses. Customers can rebook quickly, helping you maintain consistent attendance and income.
Is there a waitlist feature for full classes?
Yes. CoursePro automatically manages waitlists for full classes. When a space becomes available, the next person in line is notified automatically, reducing manual admin and missed opportunities.
Family and Customer Experience
How does CoursePro handle family accounts and multiple children?
Parents can manage multiple children under one account — booking, paying and tracking each child’s progress in one place. It’s simple, fast and ideal for busy families.
How does CoursePro help parents and customers book easily on mobile?
The CoursePro Customer Portal is fully mobile-friendly. Parents can search for classes, join waitlists, make payments and check progress updates from any device.
Can parents view swimmer or gymnast progress through CoursePro?
Yes. Teachers can record and update progress within the system, and parents can log in at any time to see their child’s achievements, levels, skills and badges.
Can teachers communicate with parents through the platform?
Not directly, however CoursePro enables parents to view updates on the skills their children are working on through the HomePortal, ensuring everyone stays informed.
Can the HomePortal be branded in our company colours?
Yes. The HomePortal can be fully branded in your company colours at no extra cost, ensuring a seamless and consistent customer experience. – Branding is chargeable.
Payments, Memberships and Online Joining
What is Online Joining in CoursePro?
Online Joining lets your customers sign up, register and pay for lessons at any time, from anywhere, without needing to call or queue. Customers can pay using debit/credit card or set up recurring Direct Debit for ongoing lessons.
How does Online Joining improve the customer experience?
It’s all about convenience. Customers can join and book online, 24/7, from any device. This friction-free process sets a new standard for service and accessibility, helping your business stand out in a competitive market.
How can Online Joining reduce admin work for my team?
By automating registration, payments and waiting lists, Online Joining removes the need for staff to manually process forms or phone calls. Customers can pay by debit/credit card or set up recurring Direct Debit for continuous enrolment, keeping classes full without extra admin effort.
Does Online Joining include waiting list automation?
Yes. The Automated Waiting List feature ensures that when a class is full, customers can join a virtual queue and are automatically offered the next available space — boosting satisfaction and maximising revenue.
Can Online Joining help boost revenue?
Absolutely. Online Joining isn’t just convenient — it’s a revenue driver. By offering easy online payment via debit/credit card or recurring Direct Debit, you reduce barriers to entry and convert more interest into confirmed, ongoing bookings.
How does Online Joining enhance our website visibility?
Integrating Online Joining into your website helps improve your SEO and discoverability. Each interaction adds to your site’s engagement signals, making it easier for potential customers to find and book your services online.
Can Online Joining integrate with our existing website?
Yes. Online Joining embeds seamlessly within your current site and branding, providing a consistent experience from discovery through to booking and payment.
How can Online Joining improve customer retention?
A smooth first impression leads to long-term satisfaction. When joining and booking are easy, customers are more likely to return and recommend your facility.
Is Online Joining secure?
Yes. All transactions and customer data are processed securely through trusted payment gateways, ensuring compliance and peace of mind for both your business and your customers.
How does Online Joining work with CoursePro’s family and adult accounts?
Parents can register multiple children, or themselves if learning to swim, and manage all bookings and payments under one family or individual account. Online Joining makes this process quick and convenient, especially for multi-activity families.
Communication and Engagement (CommsPortal Integration)
What is CommsPortal and how does it work with CoursePro?
CommsPortal is CoursePro’s built-in communication tool for sending targeted emails and SMS messages to your customers. It connects directly with your CoursePro data, allowing personalised, automated communication.
How can I target specific members with messages?
CommsPortal enables precise targeting by using CoursePro data. You can segment audiences by lesson, location or age, ensuring every message reaches the right people.
Can I schedule messages to send at the best time?
Yes. You can schedule messages to land when customers are most likely to engage, whether that’s a simple reminder or a detailed update.
How easy is it to design professional emails?
CommsPortal includes a drag-and-drop email designer, making it easy to create beautiful, branded communications. Templates and custom tags help add a personal touch to every message.
Can I track how our emails and messages perform?
Absolutely. CommsPortal provides analytics on open rates, click-throughs and engagement. You’ll know what’s working — and where you can improve.
Does CommsPortal work with SMS as well as email?
Yes. You can send both email and SMS messages through CommsPortal, allowing you to reach customers on their preferred channel.
What kinds of campaigns can we run with CommsPortal?
You can run everything from birthday messages to promotional offers, and you can send updates about class changes and upcoming holiday classes.
Reporting and Insights
What kind of reporting does CoursePro provide for attendance and performance?
You can view real-time reports on attendance, class utilisation, payments and participant progress — all exportable for deeper analysis.
How can CoursePro help track swimmer or gymnast progress?
The built-in progress tracking tool lets teachers record skills and achievements digitally. Parents and staff can access updates instantly, improving transparency and engagement.
How can I use CoursePro data to improve our operations?
By analysing attendance, revenue and retention reports, you can identify your most popular classes, spot trends and make informed scheduling and staffing decisions.
Integrations and Multi-Site Management
Can CoursePro integrate with other CRM or member management system?
Yes. CoursePro integrates with leading CRMs and member management platforms like Gladstone, Legend, OpenPlay and Xplor, giving you a single, unified view of your customers.
Is CoursePro suitable for managing bookings across multiple sites?
Absolutely. You can manage all your sites from one central dashboard, monitor performance and give site-specific access to local teams.
Can CoursePro support pool access control and capacity management?
Yes, however this is only available when used alongside a membership management system. For example, it works for our Legend customers, as they have a barcode in HP, but this is not available for standalone customers.
School Swim Module
What is the 'School Swim' module in CoursePro?
The ‘School Swim’ module helps leisure operators manage school swimming programmes efficiently — from scheduling and bookings to attendance tracking, progress assessment and standards-based reporting.
How can CoursePro simplify school swimming bookings?
Once the school is assigned its designated timeslots, the school can view its bookings, manage pupil data and allocate pupils to the relevant classes. The module supports term-time scheduling, ensuring schools always know when and where lessons take place.
Can teachers or school coordinators access the system?
Yes. Schools can be given secure logins to view attendance, pupil progress, upload pupil data and assign pupils to relevant bookings. This transparency reduces admin for your team and ensures clear communication with education partners.
Does the 'School Swim' module support pupil progress tracking?
Absolutely. Teachers can record each pupil’s achievements and track progress against Swim England, STA and Ofsted criteria, helping you evidence attainment clearly and consistently.
What are the key reporting areas in the 'School Swim' module for a child's progress?
CoursePro’s ‘School Swim’ module allows you to record and report on the three nationally recognised outcomes required by Swim England, STA and referenced by Ofsted:
- Swimming Competency: whether pupils can swim competently, confidently and proficiently over a distance of at least 25 metres.
- Stroke Proficiency: pupils’ ability to use a range of recognised strokes effectively (for example front crawl, backstroke and breaststroke).
- Water Safety Skills: pupils’ ability to perform safe self-rescue in different water-based situations.
These areas align with the national curriculum expectations for Key Stage 2 swimming and water safety.
Can CoursePro generate reports for school swimming performance?
Yes. You can instantly produce reports by school, class or ability level, showing which pupils have met each of the three Swim England criteria. Reports can be exported for school records, local authority returns or Ofsted evidence.
Can invoices for school swimming be managed through CoursePro?
No. CoursePro does not generate invoices via the ‘School Swim’ module.
Is the 'School Swim' module suitable for multi-site operators?
Yes. It’s ideal for leisure operators managing partnerships with several schools across multiple pools. You can oversee all bookings, attendance and progress data from one dashboard.
How does this module integrate with the rest of CoursePro?
It connects seamlessly with your main CoursePro system, allowing you to manage public lessons, private sessions and school programmes all in one place.