How to read this
Every verdict SwimWin gives is one of three colours, and every non-green colour carries a reason from one closed list. Clubs cannot add a reason, rename one or delete one. The day one club calls it "outstanding balance" and another calls it "past due" is the day a report counting refusals stops meaning anything.
Two columns are worth understanding before the tables:
- Who fixes it — every blocking and action-needed reason names a specific party who can act right now. A red reason whose remedy is "contact the club" is treated as a bug in the list, not a valid state.
- Override — whether the front desk can let somebody through anyway, with a recorded reason. An override downgrades a verdict; it never removes the reason and never produces green.
Membership
| Reason | Colour | Who fixes it | Override |
|---|---|---|---|
| No membership on file | Red | Front desk | Yes |
| Registration started but not submitted | Red | The family | Yes |
| On the waitlist for this season | Red | Club admin | Yes |
| Membership offer not yet accepted | Red | The family | Yes |
| Registration awaiting approval | Yellow | Club admin | Yes |
| Membership lapsed | Red | The family | Yes |
| Membership suspended | Red | The board | No |
| Membership resigned | Red | Front desk | Yes |
| Not covered by this membership | Red | Front desk | Yes |
"Registration awaiting approval" is yellow on purpose: red here would turn the club's own backlog into a refused family.
Identity
| Reason | Colour | Who fixes it | Override |
|---|---|---|---|
| Person record archived | Red | Club admin | No |
| No gate photo on file | Yellow | Front desk | Yes |
| Gate photo is out of date | Informational | Front desk | — |
| Swim test not on file | Yellow | Front desk | Yes |
| Medical alert on file | Informational | — | — |
| Birthday today | Informational | — | — |
A medical alert carries no public wording at all. The queue behind the counter learns nothing about that child's health.
Season
| Reason | Colour | Who fixes it | Override |
|---|---|---|---|
| Season has not started | Yellow | Club admin | Yes |
| Season has ended | Yellow — red at meet entry | Club admin | Yes |
Money
| Reason | Colour | Who fixes it | Override |
|---|---|---|---|
| Account on hold | Red | Club admin | Yes |
| Balance past due | Yellow — red at meet entry | The family | Yes |
| Over the account credit limit | Yellow — red at the store and till | The family | Yes |
A 5:45am queue is the worst place in the world to collect a debt. Money becomes blocking where it is actually committed — meet entry fees are remitted and non-refundable.
Waivers and documents
| Reason | Colour | Who fixes it | Override |
|---|---|---|---|
| Missing liability waiver | Red | The family | Yes |
| Waiver needs re-signing | Yellow | The family | Yes |
| Policy update not acknowledged | Yellow | The family | Yes |
| Required document missing | Yellow | The family | Yes |
| Required document expired | Yellow | The family | Yes |
"Needs re-signing" is yellow so that every guardian-signed waiver going stale on a swimmer's eighteenth birthday does not refuse eighteen-year-olds at the gate that morning.
Guests
| Reason | Colour | Who fixes it | Override |
|---|---|---|---|
| Included guest passes used up | Red | Front desk | Yes |
| Daily guest limit reached | Red | Front desk | Yes |
| Guest waiver not signed | Red | Front desk | Yes |
| Sponsoring member is not checked in | Red | Front desk | Yes |
| Name matches a banned guest record | Yellow | Front desk | Yes |
| Frequent guest this season | Yellow | Front desk | Yes |
The last two are never automatically red. A banned-name match is a fuzzy name match, and auto-refusing the wrong Dave Miller on a Saturday is worse than asking a human to read the record. "Frequent visitor" is a fact handed to the desk, not a judgement.
Caregivers
| Reason | Colour | Who fixes it | Override |
|---|---|---|---|
| Caregiver authorisation expired | Red | The family | Yes |
| Caregiver is not authorised for this child | Red | The family | No |
The second one is the single question the caregiver record exists to answer. There is no "just this once".
Safeguarding and certification
| Reason | Colour | Who fixes it | Override |
|---|---|---|---|
| Safe Sport training incomplete | Red | Club admin | No |
| Certification expired | Red | Club admin | Yes |
| National body registration expired | Red | Club admin | Yes |
| Pickup restriction on file | Red | Club admin | No |
| Contact restriction on file | Red | Club admin | No |
An untrained adult on the deck with minors is the thing the product exists to prevent, so that one cannot be waved through. A custody order is not something a desk overrides either.
Capacity and contacts
| Reason | Colour | Who fixes it | Override |
|---|---|---|---|
| No seats left | Red | Front desk | Yes |
| Outside the age range for this offering | Red | Front desk | Yes |
| Emergency contacts incomplete | Yellow | The family | Yes |
When the system itself has a problem
| Reason | Colour | Who fixes it | Override |
|---|---|---|---|
| Admitted under an active override | Informational | — | — |
| A check could not be completed | Yellow — red if a safety check failed | Club admin | Yes |
| Eligibility could not be evaluated | Red | Front desk | No |
A pool gate that fails open is a pool gate that lets an unwaivered, unsupervised child into the water. If SwimWin cannot answer, it says so and stops — the desk's fallback is to check by hand and record what they found, not to assume everything is fine.
"Admitted under an active override" carries no public wording: the queue never learns that a family was let in on an exception.
Which of these are live
The reasons list is complete and frozen. The checks that emit them are not all built — guest checks are still landing, and the restriction checks are a later phase. See What's available today.