Customers

The Customers page will show you a full list of the customers at your facility. You'll be able to export this data, or click into individual profiles to view their account information and history.

You can visit the Customers page by navigating to the Customers tab (opens in a new tab) in the Swift Admin Dashboard.

Export Customer List

To export a group of customers, or all customers - you can use the checkboxes on the left hand side of the Customers page. You'll see an option to "Select all" once you select one or more customers.

Then, to export that list of selected customers - just click the "Download" button on the top right, and you'll get the option to choose the exact data fields (Name, Age, Date of Birth, Organization, etc) that you want the export to include.

Email Blast Customers

Similar to above, to email a group of customers (or all customers) - begin by using the checkboxes on the left hand side of the Customers page. You'll see an option to "Select all" once you select one or more customers.

Once you've made your selection, click the "Email" icon on the top right, and you'll get the option to send a Marketing or Transactional email with these clients pre-filled. Just customize your email directly here, and send it!

Adding, Editing, or Deleting Customers

On the customers page, click "+ New" at the top right of the screen. Here you can add a full detailed profile of the customer, including contact & payment details.

The only mandatory fields here are name & email, but you can choose to fill as much (or as little) info about the customer as you wish!

Adding Family Members

In order to add family members (usually on a parent account), edit the customer and select the Family tab (third tab).

Here you can add family members and other optional information.

Assigning a Package or Membership

To add a customer to a package or membership, select the customer then click the Activity tab (5th tab). Here you can select "Assign Membership" or "Assign Package".

When assigning a membership or a package, you can charge the required amount, and also provide a coupon code if necessary.

One-off Charges

To submit a one-off charge to any customer, open the customer's profile and go to the Payments tab (fourth tab).

• Here you can add a new card to file, as well as add a New charge.

• Select New Charge and the designated dollar amount; you can also select the service provided, and add other notes for this payment.

• Note: one-off charges are simply a way to collect money and associate it with a revenue category. A one-off charge won't assign a package/membership or mark a booking as paid

  

Point of Sale, Retail, and Selling Merchandise/Food/Products

To sell products or merchandise through Swift, you can use the one-off charge flow, as described above. When categorizing the payment, choose "Other".

Then, you'll have the option to add a specific category to the payment + the option to create new categories. So, for example, you can create categories for things like Gatorade, Protein Bars, etc. and group the payments accordingly.

Better support for selling products and tracking inventory, with a more native feel, is coming soon.

How can I refund a customer?

To refund a customer, you can visit the Payments tab under the customer profile. There, if you scroll down, you should see a complete history of their past payments.

Once you've found the payment you'd like to refund, click on the "Refund" arrow beside the payment.

Now you'll get the option to specify the type of refund (in case it was cash, Venmo, etc.). For credit card payments, you'll have the option to create a full or partial refund. Just enter the $ amount to be refunded.

Please note that once a CC payment has been refunded (either partially or in-full), it can no longer be "refunded" again.

Invoicing

You also have the ability to invoice a customer. You can do so by going to the approproate tab (as long as you have the correct permission).

What is an invoice?

An invoice is a document issued by a seller to a buyer that itemizes and records a transaction. Invoices in Swift include the following details:

• Seller Information: Name, address, and contact details of the seller or service provider, which in this case is your facility.
• Buyer Information: Name, address, and contact details of the buyer or client (the customer).
• Invoice Number: A unique identifier for the invoice which is generated upon creation,
• Date: The date when the invoice is issued and/or the transaction date.
• Due Date: The date by which the invoice needs to be paid in full.
• Description of Goods or Services: An itemized list of the products or services provided, including quantities and unit prices.
• Total Amount Due: The total cost of the goods or services, including any applicable taxes, discounts, or additional charges.

Invoices are essential for record-keeping, financial tracking, and ensuring timely payments in business transactions. Some perfect use cases for invoices include:

• Tournament Fees: Collecting entry fees from teams or individuals participating in tournaments or competitions.
• Bulk Facility Rentals: Charging for the use of courts, fields, or other facilities for events or regular, recurring practice sessions.
• Event Hosting: Billing for organizing and hosting events like sports camps, birthday parties, or corporate team-building activities.
• Maintenance and Repairs: Invoicing for services related to the maintenance and repair of equipment or facility infrastructure.

Creating an invoice

Clicking the "New invoice" button will give you a new screen with an invoice builder:

Once you have all the details finalized, click "Create invoice" to create the invoice and optionally send an email to the customer. The email will include a summary as well as a downloadable PDF.

After creation, invoices can fall into the following states:

• Open: All newly created invoices fall into this state. They can have payments collected towards them
• Overdue: Any invoice that's in the Open state and has a due date in the past will fall into this state. Overdue invoices can still have payments collected towards them.
• Paid: Invoices that have been paid in full will fall into this state and cannot have any further payments made towards them. Refunding a payment on a Paid invoice will change it back to the Open state.
• Void: An invoice that is voided is cancelled and cannot have any payments collected towards it.

Invoice payments and refunds

Payments towards invoices can be collected in one of two ways.

The first is to click on the quick actions menu on the invoice and choose the "Collect payment" option. This allows you to collect a payment that is less than or equal to the total amount remaining on the invoice.

The second is to click on the invoice row and navigate to the direct invoice page, which shows you an overview summary along with all payments that have been made as well as the option to collect new payments.

To refund a payment, view the Payment History section on the direct invoice page. Once you've found the payment you'd like to refund, click on the "Refund" arrow beside the payment.