A portal of their own for your instructors
Who is scheduled where and when, who is off today and how many hours add up: none of that belongs in a group chat where everything scrolls out of sight.
In most swim schools, staff organisation runs through two channels: a rota that hangs on a wall somewhere or gets passed around as a file, and a messaging group where cancellations, swap requests and questions all get mixed up.
That holds up for a surprisingly long time. It breaks at three points: when shifts are swapped at short notice, when the hours have to be settled, and when someone new starts and does not know where to find anything.
A dedicated area for instructors does not solve this with more technology, but with one single place: each person sees their own shifts, their own groups and their own hours, without scrolling back through a chat. The portal is part of Natarivo, the system for swim schools.
What instructors do there
- View their own shifts and dates, on their phone when they are out and about
- Pull up class lists, right at the poolside
- Record attendance: who was there, who was missing
- Note progress, for example with the next badge in mind
- Submit hours for payroll
- Request a shift swap when something comes up
Everyone only sees what concerns them. That is not a technical detail: anyone who can see every family's data must also be permitted to.
What the swim school gets out of it
The most noticeable effect is not the overview, but the end of the constant questions. No more “am I on this Saturday?”, no more “how many hours did I do in March?”, no more hunting for the latest version of the rota.
Then there is attendance tracking: it takes seconds at the poolside and later answers questions that nobody could otherwise answer, such as why a child does not have their badge yet, or whether a family used the course at all.
And when a course is cancelled, it is immediately clear who is affected, instructors and families alike. How the notification works from there is explained under Natarivo.
Why this matters so much for staff
Finding swimming instructors has become harder in most regions. If you have some, you should not make their work harder than it needs to be.
A portal is not a feel-good feature. It is the difference between a side job that feels like admin and one where you turn up, teach and go home. That plays a part in whether someone stays on after a season.
Frequently asked questions
Do instructors need their own account?
Yes, every person gets their own login. That is intentional: it is the only way for each person to see nothing but their own groups, and for changes to be traceable.
Does the portal work on a phone?
Yes, it is designed for phones. Class lists and attendance are needed at the poolside, not at a desk.
Can instructors change courses or delete participants?
No. The portal is for working, not for managing. Courses, prices and bookings stay in the swim school's admin area.
What happens with a last-minute shift swap?
The request goes through the portal and has to be confirmed. That way it is clear in the end who was actually there, including for the hours.
Who draws up the rota?
Scheduling happens in the swim school's admin area. Instructors see their shifts in the portal, report absences and request swaps; the office confirms them, so the schedule stays binding.
Is the portal available on its own, without the whole system?
No, and that is not a sales decision: the portal depends on the courses, participants and attendance from course management. Without that data it would be an empty shell. If you want to start with your staff, you still start here; course management is then already in place underneath.
Related pages
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Time to get your rota out of the group chat?
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