If you are considering implementing SwimDesk at your swim school, the following document outlined a number of important questions to consider as part of your implementation plan.
We encourage you to review this document carefully to assist in making your implementation as smooth as possible.
From approval the implementation process typically takes 4-5 weeks. This includes the completion of paperwork, collection of configuration materials, configurations, booking training, completing training etc.
At GreeneDesk we take data security very seriously. GreeneDesk has a comprehensive data security and privacy protocol and policy. You can download a copy of a document which outlined our in-depth privacy policies and protocols here- If your team has further questions or needs clarification on any of our data privacy and security protocols please contact us on 1300 181 665
Our support centre is open 7am -7pm M-F, Email, phone and live chat support is available. After hours support is available by calling our 1300 number after hours. We employ a comprehensive ticketing system for tracking user questions and tickets. We have an online knowledge base complete with articles, videos and “how to’s” for all system features.
Typically training is two hours. You can choose between on-site or online training options.
The deck core training is for deck supervisors and teachers (optional) and goes for 1 hour and 30 minutes
The management component which focuses on settings, reports and best practice takes 30 minutes.
After launch, a 30-minute check-up appointment is included to review initial implementation and any questions that have coming up during the initial month.
It can be difficult to get everyone in the same place at the same time. We find that most centres find SwimDesk user-friendly and easy to learn quickly, therefore it is not vital for all deck supervisors or teachers to be present. We do recommend that key staff and senior staff are in attendance as they can pass the knowledge down to the rest of the team. It is important to identify one or two team members as system “champions” who can serve as a go to person for the rest of the team.
SwimDesk is cloud-based, meaning you simply need a web browser to log in to your account.
You will be provided with a login page and your user credentials after training are completed.
You do not need to install anything, simply jump on the web and login in.
Typically new SwimDesk clients enjoy a smooth implementation with minimal hiccups however we have identified some potential pitfalls below which you can proactively plan around.
Not having all setup content sent through before training. It is much better to be able to complete training and immediately start your soft launch practice. If you are waiting on some content such as levels, skills or templates this can stifle momentum.
Not having a concrete launch date/launch plan. A lack of a concrete launch date can mean your team has no urgency in practicing and preparing for launch. This means that by the time you are ready to launch a lot of the training content has been forgotten by the team.
Not having devices ready- You cannot use the system on pool deck if your devices have not arrived.
Not having sufficient Wi-Fi signal- Please test your signal on a tablet before training to ensure you don’t need to consider a booster or other options to optimise signal strength.
As communication is a key theme of the system, the main form of communication via the system is email.
It is important to ensure you have your parent email database up to date. We find some centres may only have 50-60% of parents emails on file. We find a quick promotion or blitz can quickly get your email database records >90% which is a good starting point.
Integration with your management system depends on what management system you are using. Some management system cater to manual (export/import) data syncronisation or automated integration via web services or SFTP transfer. We encourage you to speak to your account manager to establish the best integration process for your centres specific circumstances. It is important to arrange your system integration before your training to ensure it is ready for your launch.
We have had a lot of feedback from clients around their experience with different tablets. The general consensus is that iPads are the best option. They seem to have superior WiFi hardware than other options and this can make a big difference as the water in the pool can weaken wi-fi signal. They may be slightly more expensive however their usability will be worth the investment.
A number of centres are successfully having teacher in the pool use tablets. This approach has benefits in terms of data entry efficiency. The downside is the increased cost of having a device for each teacher, however, a worthwhile return on investment can be justified when you factor in the cost savings from printing paper class sheets as well as the time/staff costs of double handling data.
You may wish to consider hard cases for drop protection. A recommended hard case is from Life Proof or Griffen.
www.lifeproofsuperstore.com.au
Soft cases from Sea to Summit make it easier to use the screen when wet.
Some centres use a hard case with a soft case over the top. This results in drop protection but increases usability because with only hard cases the water droplets directly on the screen can interfere quite a bit.
To use SwimDesk on pool deck you do not need lightning fast internet. A stable and consistent wifi connection is ample. It is worthwhile to test your wi-fi on a tablet before implementation. Some parts of the pool deck can have dead spots if you get too far away from the router. In such instances, a booster may be the solution needed to extend the signal or you may need to upgrade your plan. A 4G network enabled device can also be a good alternative and back up plan in case your wi-fi connection ever goes down.
We recommend using SwimDesk on updated browsers that are supported such as Google Chrome or Safari. Avoid browsers that are no longer supported or out dated such as Internet Explorer. Using out dated browsers can lead to compatibility issues.
After training is completed we recommend a soft launch process. During this process, your team will practice using SwimDesk to enter data and complete some assessments. At this stage, parents will not be aware of the system. Once you have entered data for most students and feel comfortable with using SwimDesk you are ready for your live launch. The live launch is where you notify parents about SwimDesk via sending an email blast to all active families through SwimDesk. The launch email will include login details so parents can log in for the first time and be wowed by seeing their childs latest assessment results.
It is a good idea to test communications before your live launch. You want to check how your header/footer looks in the emails, is it the correct size or blurry? You can test by using a “test account Simply add a “test student to your management system and add them to an active class that has sufficient occupancy. Be sure to include an accessible email address when setting up the test user in your management system. Then use SwimDesk to send a launch email to that specific user in isolation. Review the email and parent portal to ensure everything looks the way you want before giving the tick off for going live.
