Coaches' Workflow Guide
Everything you need to know about how we operate day-to-day.
Welcome to the team 🌊
This memo outlines the core workflows and responsibilities expected of every Swim & Scuba Stars coach across Honeydew, Morningside, and Alice Lane. Please read this document in full, keep a copy for reference, and speak to your branch manager if you have any questions. Compliance with these workflows ensures the safety of our students, the smooth running of our branches, and the professionalism that sets us apart.
Every coach is required to check in at the venue before their first lesson begins. This is non-negotiable — it confirms your presence, activates the transfer-of-care protocol, and keeps our attendance records accurate.
How to check in:
- Open your phone camera
- Scan the QR code displayed at the entrance to your pool
- Tap the link that appears
- Enter your mobile number and confirm
Each venue has its own QR code — make sure you scan the one for your branch:
Failure to check in is recorded. Consistent missed check-ins will be flagged and followed up by your branch manager. If you are having trouble scanning, notify your manager immediately.
Slack is the primary communication tool for all Swim & Scuba Stars coaches and management. All important updates, scheduling changes, reminders, and team announcements are sent via Slack. You are expected to check Slack daily.
Key channels you need to be in:
Slack etiquette:
- Respond to messages directed at you within 2 hours during working hours
- Use threads to reply to specific messages — keep channels clean
- Mark messages as read — do not leave unread notifications piling up
- Use @name to tag someone directly when a response is urgently needed
- Do not use Slack for personal conversations — keep it professional
Our AI agents (Quinn, Crush, Kai, and Captain Calamari) post automated daily and weekly summaries directly into Slack. These reports summarise check-ins, outstanding tasks, new leads, and financial flags — read them, they are relevant to you.
At the end of every coaching day, each coach is required to submit a voice note report via WhatsApp or Slack. This is your verbal debrief and keeps the management team informed without requiring lengthy written reports.
Your voice note must cover:
- Sessions completed — how many lessons ran today, which levels
- Student highlights — any notable progress, level-up candidates, or concerns
- Absences or late arrivals — which students were absent, any patterns
- Parent interactions — any queries, complaints, compliments, or conversations to flag
- Safety or incidents — any near-misses, injuries, or pool incidents (even minor)
- Your overall read on the day — morale, energy, anything management should know
How to submit:
- Record a voice note on WhatsApp and send to your branch manager's number
- Alternatively, send via Slack voice message in your branch channel
- Submit before 7:00 PM on the day of coaching
- Keep it between 2–5 minutes — concise but complete
Voice notes are reviewed by management daily and inform the automated weekly branch reports. Missing voice notes will be followed up. If you genuinely cannot record one, send a written summary via WhatsApp instead.
The Swim & Scuba Stars Coaches Portal is your digital home base. It gives you everything you need to manage your sessions, track student progress, and stay on top of your schedule — all in one place.
How to access:
- Open your browser (Chrome or Safari recommended)
- Go to swimandscubastars.co.za
- Log in with the email address registered with management
- Navigate to Coach Portal in the sidebar
What's available in the portal:
Your Schedule
View all upcoming lessons assigned to you, with student lists and lesson times
Student Profiles
Access each student's skill level, progress history, medical notes, and parent contact details
Progress Tracker
Record student progress notes after each lesson and flag level-up readiness
Lesson Plans
Submit and view lesson plans for your classes — required before each session
Attendance
Mark student attendance for each lesson directly in the portal
Lesson Ratings
Submit post-lesson ratings and notes for management review
Level Progressions
Record when a student is ready to advance to the next swim level
Notifications
Receive reminders about upcoming lessons, overdue lesson plans, and scheduling changes
The portal works on mobile and desktop. We recommend bookmarking it on your phone's home screen for quick access at the pool. Contact your branch manager if you have login issues.
Lesson plans are a core requirement of coaching at Swim & Scuba Stars. They ensure every student receives structured, purposeful tuition — and they protect you as a coach by demonstrating preparation and intent.
Submission rules:
- REQLesson plans must be submitted at least 24 hours before the lesson
- REQPlans are submitted via the Coach Portal under your scheduled lesson
- REQEach plan must include: warm-up activities, main focus areas, skill drills, and cool-down
- TIPFor new skill levels or first sessions with a student, include an assessment note
- TIPAI-suggested activities are available in the portal to help structure your plans — use them as a starting point
Reminder system:
The system automatically sends reminders for overdue or upcoming lesson plans. You will receive:
Consistently late or missing lesson plans will be escalated. Management reviews lesson plan submission rates weekly. If you are struggling to complete plans on time, speak to your branch manager before it becomes a disciplinary matter.
The following is a summary of your daily and weekly responsibilities as a Swim & Scuba Stars coach. Think of this as your personal checklist.
📆 Every Day You Coach:
- ✅ Scan in at the venue QR code on arrival
- ✅ Check Slack for any messages or updates before your first lesson
- ✅ Confirm your lesson plans are submitted for the day's sessions
- ✅ Mark attendance in the portal for each lesson completed
- ✅ Add progress notes for any student showing notable change
- ✅ Submit end-of-day voice note before 7:00 PM
📅 Every Week:
- 📋 Submit lesson plans for the upcoming week's sessions (by Sunday evening)
- 📊 Review the weekly Slack report from your branch agent (Quinn / Crush / Kai)
- 💰 Check the Captain Calamari finance report for any payment flags on your students' families
- 🌟 Flag any students ready for level progression to your branch manager
🚨 Escalate Immediately If:
- ⚠️A student is injured or there is a safety incident at the pool
- ⚠️A parent makes a formal complaint
- ⚠️A student has been absent for 2+ consecutive sessions without contact
- ⚠️You observe a child welfare concern
- ⚠️Any pool equipment is unsafe or damaged
A note from management
We have built these systems — the portal, the AI agents, the Slack reports, the check-in protocol — to support you, not to police you. When the systems work, your job is easier, parents are happier, and students progress faster. We are all on the same team. Thank you for everything you do every day in the water. 🌊
Swim & Scuba Stars — Coaches Workflow Memo — All Branches — May 2026
Questions? Contact your branch manager or email swimandscubastars@gmail.com
