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Kaleto Registrar · Swim school software

Teach them to swim. Registrar runs the desk.

Level placement, makeup lessons, lane schedules and a waitlist for every Saturday class. Kaleto Registrar is the AI agent that runs the front desk and the back office of your swim school, so your instructors can stay in the water.

Get early accessSee how it works
RegistrarWorking
Morning. What happened overnight?
You · 7:02 AM
I answered 7 parent questions overnight and booked 3 trial lessons. Saturday morning Level 2 is full, so I offered Sunday. One family wants a makeup outside the 30-day window, so it’s waiting for you.
Registrar · 7:02 AM
7 inquiries answeredCalls · text · Instagram
3 trial lessons bookedSat 9:30 · Level 1
Makeup after 30 days

The workspace

Ask about your business. Get the numbers back.

Communications

Every parent question answered, even from the pool deck.

Your instructors are in the water when parents call. Registrar answers calls, texts, email and Instagram with your real levels, lesson times, prices and makeup policy.

(713) 555-01587:55 PM · 3 min

Call transcript

My daughter is four and scared of putting her face in the water. Where should she start?
Level 1 is made for that. Small groups of four, and instructors start with bubbles and floating. Saturdays at 9:30 has one spot. Want a trial?
Yes please.
Booked. I’ll text you what to bring and where to park.
  • Trial lesson bookedSat 9:30 · Level 1
  • Details texted7:58 PM

Front office and back office

Front desk to pool deck. Registrar runs both sides of the swim school.

Most software covers one side: a booking page for families, or a dashboard for the books. Registrar does the work on both, so nothing falls between a missed call and a missed payment.

Front office

Registrar

Everything families see: every question, booking and reminder.

  • Phone callsAnswers your line day and night, books trials during the call and transfers it when a parent asks for you.
  • Email and textsReplies with your real schedule and prices, and sends confirmations, receipts and reminders.
  • SocialAnswers Instagram and Facebook DMs and comments before a parent moves on to the next program.
  • BookingPlaces swimmers in the right level for their age and skills, and books trial, group and private lessons.
  • WaitlistsRuns waitlists for every level and time, and moves swimmers up when they pass a level.
  • AnnouncementsSends pool closures, session dates, level progress and weather updates to every family.

Back office

Registrar

Everything that keeps the doors open: space, stock, money and paperwork.

  • SpaceSchedules lanes and pool time across lessons, swim team and rentals, and keeps classes from overlapping.
  • InventoryTracks kickboards, noodles, caps and goggles for sale, and asks before reordering.
  • RevenueCollects tuition, chases late payments and shows revenue by program, month and class.
  • AccountingReconciles payouts, sorts expenses and keeps your books ready for your accountant.
  • ComplianceTracks waivers, lifeguard and instructor certifications, and pool inspections before they lapse.
  • StaffingSchedules instructors and lifeguards by certification, finds subs and tracks hours.

Built for swim schools and aquatics programs, from one pool to many locations.

Built for

  • Parent and me
  • Preschool swim lessons
  • Learn to swim levels
  • Private lessons
  • Adult swim lessons
  • Stroke clinics
  • Pre-competitive and swim team
  • Lifeguard training

How it works

Set it up once. It runs every day after.

  1. 01

    Connect your channels

    Your phone line, texts, email, Instagram, Facebook and your website. Parents keep reaching you the way they already do.

  2. 02

    Teach it your programs

    Classes, ages, prices and policies. Kaleto learns your programs, not your students.

  3. 03

    Let it run the desk

    It enrolls, collects and reminds. Anything outside your policy comes to you first.

Student data stays yours. Kaleto is built to run your business. We never sell or share student information.

Your rules

Your agent, run your way.

Decide how it replies, what it can approve on its own and when it asks you. Change any rule in plain English, any time.

Registrar rulesActive
  • MakeupsWhen a missed lesson can be made upAny time
  • RatiosSwimmers per instructor6 per instructor
  • Level movesSkipping a levelInstructor decides
  • WaitlistWho gets an open spotFirst come, first served
  • Session discountPaying up frontNo discount

Beyond enrollment

It runs the business behind the classes.

Pick an area to see what it handles, and what it brings to you.

Finance

Keeps tuition, lesson packs and your books current.

  • Session 4 tuition collected: 97% paidOct 6
  • Private lesson packs reconciledStripe
  • 5 families haven’t paid for Session 5. Send reminders?

Questions

Kaleto Registrar, answered plainly.

What is the best software for a swim school?

The best swim school software is the one that answers parents and keeps your lanes full without you at the desk. Kaleto Registrar is swim school software with an AI agent: it answers parents by phone, text, email and Instagram, places swimmers by level, books lessons and makeups, runs waitlists and collects tuition.

How is Kaleto Registrar different from swim school management software?

Swim school management software gives you a schedule and a billing screen to keep up with. Kaleto Registrar does the work: it answers families, books and reschedules swim lessons, follows up on tuition, and only brings you decisions outside your policy.

Can it place swimmers in the right level?

Yes. Registrar asks parents about age and comfort in the water, suggests the right level, books a trial and moves swimmers up when instructors mark a level passed, following your placement rules.

Does it handle makeup swim lessons?

Yes. When a swimmer misses a lesson, Registrar adds a makeup credit, offers open spots in the same level and books it, within the makeup window you set.

Can it schedule lanes and instructors?

Yes. Registrar schedules lessons across lanes and pool time, assigns instructors and lifeguards by certification, finds subs and tracks certifications before they expire.

Do I stay in control of what it does?

Yes. You set the rules in plain English, such as refund windows, class sizes, waitlist order and discounts. Anything outside those rules waits for your approval.

What happens to student data?

Student data stays yours. Kaleto is built to run your business and never sells or shares student information.

How do I get Kaleto Registrar?

Kaleto Registrar is in early access. Join the waitlist on the Registrar page and Kaleto will email you when a spot opens.

Put Kaleto Registrar to work.

Early access for swim schools.