The whole family together
Parents and children sit on one family account, each child with their own level, medical conditions and enrolments. Register any family member from the same record and see who's booked into what.
Customer database software
Every family's details and history in one record
Intrac's customer database keeps a detailed profile for every customer and family, from children and medical notes to bookings, passes and account balances. Find anyone by name, phone or email, send an email or SMS from their record, and target campaigns to the families who need them.
- 50+ years in the game
- Local support
- Bank grade security
Keeping customer records for swim schools, football clubs and sports centres across Australia
Stop hunting for customer details
If family details live in paper forms, inboxes and old spreadsheets, here's what changes with Intrac.
- Family details sit across paper forms, old spreadsheets and someone's inbox, and none of them match.
- The front desk can't see a child's medical notes or waiver when a parent walks in.
- The same family is entered twice under slightly different spellings, each with its own bookings and balance.
- Emailing every parent in one class means copying addresses into your own mail program one by one.
- One detailed record per customer and family, with children, bookings, passes, payments and files together.
- Medical conditions, waiver status and level show on the record the moment someone searches the name.
- Merge the duplicate customers into one record, so your team works from a single profile for that family.
- Pick a template and send a targeted email or SMS campaign to the families you choose, straight from Intrac.
Learn to Swim Victoria keeps its customer database, enrolments, accounts and payroll in one system. Assessments and comments recorded on the pool deck are shared with parents.
Read the Learn to Swim Victoria storyHow the customer database works in Intrac
Families enter their details once. Your team uses them every day.
- 01
Create the family account
Parents sign up through your branded customer dashboard, add each child with their date of birth and medical conditions, and accept your indemnity waiver online before their first booking.
- 02
Find anyone fast
Search by first name, last name, date of birth, email or phone. Open the record to see children, bookings, passes, registrations and comments, each on its own tab.
- 03
Keep accounts up to date
Check outstanding items, take payment for the ones you select, issue a credit or generate an invoice. Every purchase and receipt stays on the record for the next time they call.
- 04
Reach the right families
Choose a template, preview the email and send yourself a sample, then send it to the families you've targeted. Customers without an email address can get an SMS instead.
Everything a customer record needs
The details your front desk and coaches reach for every day, kept on one record.
Medical notes and waivers
Medical conditions and indemnity waiver status sit on every record, so staff can check them before a class starts.
Message from the record
Send an email or SMS without leaving the customer's record, then check the history to see exactly what they were sent.
Merge duplicate customers
When a family ends up with two records, combine them so everyone at the desk works from one.
Watch list for full classes
Add a customer to the watch list for a full class or booking, with a comment, and see who's waiting.
Files, photos and comments
Upload files and a photo to the record, or take a picture at the desk, and keep staff comments alongside.
Attendance and history on file
Every booking is kept by location and date, next to the customer's registrations, passes and attendance, so you can answer a parent's question about last term without digging through old paperwork.
Records your whole team can use
Every business keeps different details about its customers. Here's what three of them do with Intrac.
Sutherland Sharks FC
Registrations, payments, receipting and Holiday Camp admin for Summer Soccer, Academy and Holiday Clinics sit in one system the whole team can see.
Read their storySuper Kids Sports
Parents enrol and pay online for more than 50 programs at 3 locations, and each check-in email carries a three-digit pickup code that staff verify at collection.
Read their storySwim Tech Swim Schools
Families enrol and pay in one or two clicks from their own account, and book their own make-up lessons online.
See their buildYour customer records power the rest of Intrac
Every booking, payment and message draws on the same customer record, so nobody types a family's details in twice.
Customer database FAQs
Questions about the customer database in Intrac
Want to see it with your own setup? Call 1300 468 000 or book a demo.
Book a demoWhat is customer database software?
Customer database software keeps every customer's details, bookings, payments and messages in one searchable record. Intrac's customer database is part of a class & facility management system for sports facilities, schools and academies, so each profile also shows the customer's children, classes, passes, account and attendance.
Can parents update their own details?
Yes. Families log in to your branded customer dashboard to update their email, mobile and address, add children with any medical conditions, and accept your indemnity waiver online. The changes show on their record in Intrac.
Can I send emails and SMS from Intrac?
Yes. Send an email or SMS from any customer record and see the history of what was sent. For larger groups, use templates to send targeted campaigns, with SMS for customers who have no email address.
What happens when a family is entered twice?
You can merge them. Intrac lets you merge duplicate customers into one record, so your team works from a single profile for that family instead of two half-complete ones.
Can I keep notes about a customer?
Yes. Add comments to any customer record, upload files and photos, and run the customer comments report when you want to review notes across your whole business.
Is customer data kept secure?
Yes. Customer data is stored in the cloud with bank grade security, encryption and regular backups, and each staff member logs in with their own user account to reach it.
How much does the customer database cost?
Pricing is on our pricing page. There are no setup fees and no lock-in contracts, and you can call our local support team on 1300 468 000 with any questions about your customer records.
See your customer records in Intrac
Book a demo and we'll show you a family's record from first enrolment to latest receipt.
