This updated checklist combines industry best practices, Member Splash support resources, and customer feedback to create a single, comprehensive roadmap for success.

1. Member Accounts & Financials

Before you close the books, reconcile member balances and update payment settings to avoid headaches later.

Member Splash tools: Payment Settings, Account Balance Product, Membership Account Screen, Financial Reports

• Review unpaid balances – dues, snack bar charges, rentals, and late fees.
• Communicate with members about outstanding balances and next steps.
• Make open bills mandatory (Settings → Payment Settings → Invoice Settings → Make Open Bills Required).
• Issue credits or back-billing as needed using the Account Balance product.
• Verify account types and limits – confirm all family and individual accounts meet your rules.
• Pull membership counts by enabling the # Member filter in the Membership Account screen.
• Export financial reports (payments, refunds, concessions) for board review and record keeping.

2. Account Tags & Data Cleanup

Clean data saves time and prevents confusion at spring registration.

• Reset seasonal tags like “2025 Maintenance Fee Paid.”
• Decide which tags to keep or remove for the new season.
• Use tags strategically to segment members (e.g., swim team, senior discount, board member).
• Bulk update tags using the Manage Tags tool if needed.
• Audit custom fields and remove outdated or irrelevant data.

3. Membership Products, Guest Passes & POS Items

Use the offseason to plan, price, and update products for next year.

• Add new products or memberships (e.g., “August Membership”).
• Update pricing once board approvals are final.
• Remove unused POS items and update prices where needed.

4. Facilities & Reservations

Evaluate how your spaces were used this year and prepare them for winter.

• Audit reservations, events, and facility groups — update limits or remove unused spaces.
• Identify opportunities to add programs or adjust reservation rules.
• Schedule maintenance and winterization to protect assets.

Tip: Use Reservation Reports in Member Splash to see which areas were used most often and when.

5. Weekly Visit & Attendance Review

Analyze member engagement with check-in and visit data.

• Identify peak weeks and slow periods to adjust scheduling next year.
• Compare visit trends to membership size — are you nearing capacity?
• Combine data with feedback to refine event and class schedules.

6. Team & Governance

Capture lessons learned and prepare your leadership team for 2026.

• Review staff and volunteer performance; plan rehiring and training needs.
• Schedule board or committee meetings to review financials and operations.
• Update policies, waivers, and published documents.
• Transfer knowledge to incoming board members, including reports and system access.

7. Member Engagement

Use the offseason to connect with members and build excitement for next year.

• Send a season wrap-up message thanking members.
• Use Gravity Forms to gather member feedback on events, programs, and overall experience.
• Plan a member appreciation event or touchpoint during the offseason.

8. Website Refresh

Keep your Member Splash site updated so members always have the latest information.

• Update FAQs, dates, and rates for the upcoming season.
• Highlight new programs or improvements based on member feedback.
• Ensure the site looks polished for prospective members.

9. Budgeting & Strategic Planning

Bring data to your board meetings to make informed decisions.

• Use financial reports, visit trends, and POS data to build your 2026 budget.
• Forecast membership growth and identify potential revenue streams.
• Set goals for improvements or capital projects.

10. Self-Guided System Review

Perform a final audit of your Member Splash setup to catch potential issues before registration opens.

• Verify account tags, member photos, and payment statuses.
• Check forms, reservations, and POS configurations.
• Use built-in reports to identify trends and spot outliers.
• Ask SplashBot for tips and troubleshooting suggestions.
• Review Support Center how-to guides to refresh your knowledge and stay current with system updates.

Wrapping Up

Closing out your season isn’t just an administrative task — it’s a strategic opportunity to position your club for growth. By following this checklist and leveraging the full power of Member Splash’s swim club management software, you’ll:

• Streamline operations with automated billing, member account management, and check-in tools.
• Gain actionable insights through financial summaries, attendance trends, and POS reporting.
• Engage your community with online surveys, targeted communications, and a refreshed website.
• Save time for volunteers and staff with a clean database, pre-configured forms, and accurate member records.
• Start your 2026 season with confidence knowing your registration, reservations, and payments are ready to go.

Whether you manage a swim club, tennis club, or HOA pool, Member Splash gives you a single platform to handle memberships, payments, reservations, and reporting — all in one place. The offseason is the perfect time to review your setup, make data-driven decisions, and unlock the full potential of your system.

Ready to get ahead of next season? Log in to your Member Splash dashboard today, review your reports, and explore our Support Center for step-by-step guides and tips to prepare for 2026 registration.