Intrac Blog.

Practical how-tos, product updates and real stories from the clubs, schools and venues running their day on Intrac.

How to choose facility management software and migrate

Intrac prices plans as a percentage of monthly revenue, 1.95% / 2.95% / 3.95% across Basics, Essentials and Premium, with no lock-in contracts, so the cost scales with the business rather than a flat seat fee. Choosing facility management software means checking core jobs, payment compliance, data migration and exit terms before signing anything, not just the feature list on a sales page.

Facility risk management: daily checks for pools, courts and halls

Daily facility checks, documented incident records and clear access control are the core of practical risk management for pools, courts and halls. Royal Life Saving Society Australia publishes the Guidelines for Safe Pool Operations, which many aquatic facilities use as a reference for supervision and asset management practice. Intrac keeps bookings, access and incident records together so daily checks are easy to prove, not just easy to do.

How to run re-enrolment and win-back campaigns every term

Re-enrolment, not new sign-ups, is what actually drives term-to-term revenue for most swim schools and sports programs. Intrac automates enrolment notices and makes it easy to see who hasn't rebooked, so staff can follow up lapsed families instead of only chasing new leads. Learn to Swim Vic uses automatic enrolment notices to keep families moving from one term to the next.

Child safety in sports programs: WWCC, check-in and pickup

Intrac helps facilities run safer kids' programs with secure check-in and pickup codes, alongside good screening and record-keeping habits for Working with Children Checks, which are state and territory based in Australia. Super Kids Sports uses secure 3-digit pickup codes at check-in across its tennis and kids' programs. Verify current state WWCC rules with your own regulator.

Rostering coaches and instructors under the Fitness Industry Award

The Fitness Industry Award 2020 (MA000094) sets minimum pay, casual loadings, minimum engagement periods and weekend penalty rates for most swim school, gym and sports coaching staff in Australia. Intrac helps facilities roster casual instructors against these rules and keep payroll records audit-ready. This is general information, not legal advice, and rates change every 1 July.

How swim school level progression should work, pool to parent

Intrac's view: level progression works when assessment criteria are explicit, shared with parents as they happen, and feed directly into class placement. AUSTSWIM-qualified teachers hold a Teacher Licence renewed every three years, so the teaching standard behind the assessment is already regulated. The gap is usually how progress gets communicated.

Memberships or casual passes: which keeps customers coming back?

Intrac's view: memberships win on predictable revenue and retention because direct debit keeps people engaged after sign-up, while casual passes suit facilities with irregular or seasonal use. Most sports and fitness facilities do best running both side by side, each priced and billed for how it's actually used.

How to price and schedule court hire without idle hours

Intrac recommends pricing court and space hire in clear peak and off-peak tiers, with a separate member rate, then scheduling casual hire and coaching programs in the same system so they can't double-book the same court. Idle hours are usually a scheduling problem before they're a pricing problem.

How to write a make-up lesson policy families actually accept

Intrac recommends a make-up and cancellation policy that sets a clear notice period, separates illness from simple unavailability, gives credits a fixed expiry, and is handed to families at enrolment, not invented during a dispute. Write it down once, apply it consistently, and automate the credit tracking.

How to fix a class timetable that is losing you money

Class utilisation is bookings divided by capacity for each timeslot, not an average across the week. Intrac reports utilisation by class so you can see exactly which timeslots are under-filled, which are over-capacity with a waitlist queue, and where to move instructors before you cut or add a single class.

Booking payments and reports: what to check each day

Intrac recommends checking booking payments daily by linking each booking to its customer, amount due, payment status and transaction reference, then reviewing settlements separately. Investigate unpaid bookings, unmatched payments, refunds and credits rather than treating a 'paid' label as the whole financial record, and agree the process with your bookkeeper or accountant.