Can it do memberships, camps, 1-to-1s and termly billing?

Yes — all of them, on one booking site. Rolling memberships across several classes, pay-once camps (“three days, pick any two”), packs of 1-to-1 slots, termly blocks with pro-rata joining, and one-off drop-ins. Each class chooses how it is sold.

Is it GDPR and safeguarding compliant?

Consent is captured per channel (team chat versus public marketing), medical details are restricted to the people who need them, every sensitive action is logged, and data is stored in the UK. A Data Processing Agreement is available.

What happens with refunds and failed payments?

Refunds are one click, full or partial, and free up the places. A failed renewal is retried automatically and the parent is emailed to update their card; you see who needs attention on your billing page with the reason in plain English.

Can parents cancel or change their booking themselves?

Parents can update their card, see every upcoming charge, book sessions from a pack, and upgrade a membership themselves. Cancellations and refunds stay with you — one click from the customer record — so a family always speaks to you first.

How do we move our schedule and members across?

We do it with you. Send us an export from whatever you use today — a spreadsheet is fine — and we set up your classes, plans and members so parents can book from day one. Most academies are live within days, not weeks.

For swim schools

Every lane full, every term paid, nobody chased.

Small ratios, a waiting parent for every space, and a re-enrolment window that eats a fortnight of your life each term. Kelvo caps every class, takes payment at booking, rolls swimmers into the next term with a reminder first, and gives teachers a register that works on the poolside.

Start for free

Prefer to talk it through first? Get in touch.

A new website as well? We’ll build it, with your classes, prices and booking kept in sync automatically. Just ask.

Choose a plan

Saturday 9am · Ages 6–9

6-session block

billed every 6 sessions

Save 28%£86£14.33 / session

One-off session

pay as you go

£20per session

Free trial

card held · £0 today

FREE

Sound familiar?

Re-enrolment week

Sell the term, pro-rated for anyone who joins part-way through, and roll swimmers into the next one automatically — the parent is reminded before the charge and gets a receipt after it. Or bill monthly. Each class chooses.

Ratios you cannot break

Every class has a capacity and every booking checks it, including mid-term joiners and moves. A full class says Full. Move a swimmer up a stage and the place they leave opens for someone else.

The wrong swimmer in Stage 4

Label swimmers by stage and let a class require it. Parents can see what comes next; only swimmers you have moved up can book it.

Medical notes in a folder in the office

Conditions, consents and emergency contacts are captured at booking and are on the teacher’s phone before the lesson, with a call sheet naming who to ring. Holiday crash courses sell as camps: pick your days, pay once.

What Kelvo does about it

Built for exactly this.

Selling

Termly fees, pro-rated for late joiners

Sell the term, charge a fair share to a family who joins in week four, and roll members into the next term with a reminder before the charge. Nothing to re-invoice.

Selling

Invite-only classes

Label a child — Elite, Academy squad, Development — and a class can require it. Everyone else sees the class but cannot book it, and nobody is told which group they are missing.

Operations

Move a child in one control

A drop-in to another class, a one-week swap, or a permanent change of slot — from the register or the child’s record, with the change said back to you before it happens. No card touched.

Selling

Camps — “three days, pick any two”

A pay-once camp over any dates. Sell a single day and a discounted bundle side by side; parents choose their days and pay once. Each morning has its own register.

Operations

A coach app that knows who is on the pitch

One-tap register on a phone. Before the session: who is new, consents, age, a medical flag and an emergency call sheet naming who to ring. Cover a session with another coach in one move. Never billing.

Money

Renewals that look after themselves

A reminder before every charge, a receipt after it, and a failed card retried and chased automatically. Your billing page shows what is coming in the next 30 days and who needs attention — in plain English.

Operations

Schedule changes, one email per family

Cancel a half-term, move a session, add a Saturday — Kelvo collects every change and you send one note per family covering all of it. Never sent without you.

Money

Account credit

Give a family goodwill credit and it is used automatically at their next booking or renewal. See every grant and where it went; refund it to card within 30 days if they ask.

Operations

Every change on the record

Who changed a price, cancelled a session or downloaded a register, when, from where, with the before and after. Sensitive actions are logged; you can answer any question a parent asks.

In use

Organisations that got their time back — and made their income predictable.

SG Sport

Multi-sport · London

Moved off Omnify

From one-off blocks to recurring revenue

Every parent bought a block for the term, then had to be chased to buy the next one. Revenue reset to zero at every term boundary.

Live on Kelvo in days. Moved before the new term and put existing customers straight onto recurring plans. Renewals charge automatically, parents get a reminder first, and failed cards are retried and followed up without anyone lifting a finger.

Term-by-term chasing → renewals that run themselves.

The 7 Academy

Football · Surrey

Moved off GoTeamUp · Microsoft Bookings · Mailerlite · a bespoke website

Off four tools, onto one

Bookings on GoTeamUp, trials on Microsoft Bookings, emails on Mailerlite and a website that could not take a payment. Four logins, four bills, nothing talking to each other.

Live on Kelvo in days. Schedule, members and plans brought across; one branded booking site; parents book and pay in under two minutes; coaches mark registers on their phone.

Four systems → one. £0 a month.

Questions

Common questions.

Not answered here? Ask us — usually within a working day.

Can it do memberships, camps, 1-to-1s and termly billing?: Yes — all of them, on one booking site. Rolling memberships across several classes, pay-once camps (“three days, pick any two”), packs of 1-to-1 slots, termly blocks with pro-rata joining, and one-off drop-ins. Each class chooses how it is sold.
Is it GDPR and safeguarding compliant?: Consent is captured per channel (team chat versus public marketing), medical details are restricted to the people who need them, every sensitive action is logged, and data is stored in the UK. A Data Processing Agreement is available.
What happens with refunds and failed payments?: Refunds are one click, full or partial, and free up the places. A failed renewal is retried automatically and the parent is emailed to update their card; you see who needs attention on your billing page with the reason in plain English.
Can parents cancel or change their booking themselves?: Parents can update their card, see every upcoming charge, book sessions from a pack, and upgrade a membership themselves. Cancellations and refunds stay with you — one click from the customer record — so a family always speaks to you first.
What do coaches see?: A mobile register for their sessions: one-tap present or absent, who is new, consents, age, a medical flag and an emergency call sheet naming exactly who to ring. Never billing. A head coach can take any register.
How do we move our schedule and members across?: We do it with you. Send us an export from whatever you use today — a spreadsheet is fine — and we set up your classes, plans and members so parents can book from day one. Most academies are live within days, not weeks.

See it with one of your real lesson blocks.

We’ll set up a branded booking page with one of your real classes and walk through it with you live. 30 minutes.

Start for free See pricing

A new website as well? We’ll build it, with your classes, prices and booking kept in sync automatically. Just ask.