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SwimFolioProgress, clearly shared.
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How SwimFolio works

A simple path from setup to published reports.

Four clear stages keep instructors, leaders, and families on the same page.

See the four stepsCreate your organization

One connected workflow

Follow the report from start to finish.

Each person sees only the work they need to do. SwimFolio keeps the handoff between them clear.

  1. Director or AdministratorSet up your programChoose your program settings and bring your team into one shared workspace.

    How to do this

    1. Sign in as the Director or an Administrator and open Settings.
    2. Upload your logo and add the messages you want families to see on reports.
    3. Choose your sessions, levels, and skill checklists. You can rename levels or add your own.
    4. Add your Administrators and Instructors, then give each person their sign-in information.
    5. Add swimmers one at a time or upload a spreadsheet. Review the preview before saving an import.
    6. Assign swimmers to their Instructors.
    7. Open a reporting batch, choose the sessions to include, and set the due date.

    Ready for reporting

  2. InstructorRecord swimmer progressInstructors see the swimmers they teach and record progress from any device.

    How to do this

    1. Sign in as an Instructor and open Reports.
    2. Choose the active reporting batch, then open a swimmer from the assigned roster.
    3. Mark each skill as Not assessed, Developing, or Completed.
    4. Write an instructor comment. Plus and Gold can help create an optional first draft from skill notes.
    5. Save a draft whenever more work is needed.
    6. Review the report and submit it when it is ready for a Director or Administrator.

    Submitted for review

  3. Director or AdministratorReview and publishYour leadership team checks every report before it reaches a family.

    How to do this

    1. Open Review & publish from the Reports section.
    2. Filter the list by reporting batch, session, Instructor, or report status when needed.
    3. Open a report and check the level, skills, and instructor comment.
    4. Edit the report, return it with a helpful note, or approve it. Gold also offers an optional automated check.
    5. If your organization does not require approval, submitted reports move straight to Approved.
    6. Publish one approved report or publish a group together. A report becomes visible to the family only after publishing.

    Approved and published

  4. FamilySee progressFamilies get a simple, private view of the progress your team chose to share.

    How to do this

    1. Open the organization’s Family sign in page.
    2. Enter the swimmer ID and the swimmer’s last name.
    3. Choose a report from the swimmer’s published report history.
    4. Read the instructor comment, skill progress, level status, and program message.
    5. Choose Print report when a paper copy is helpful.
    6. Return later with the same ID and last name to see past and newly published reports.

    Progress clearly shared

Ready to begin?

Create your first reporting cycle.

Start with your program settings, add your team, and guide the first reports from draft to family view.

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