From the first lesson to the completion certificate.

Aquatics Classes CRM is a self-hosted management application for swimming schools, scuba diving centres and combined aquatics academies. It brings student records, courses, class batches, attendance, skill assessments, payments and certificates into one organised workspace.

Choose Swimming School, Diving Centre, or Swimming & Diving Academy during configuration to match your business.

Why use Aquatics Classes CRM?

Managing classes through spreadsheets, paper registers and scattered messages makes it difficult to track student progress and outstanding fees.

Aquatics Classes CRM helps your team keep clear records, find students quickly, assess their skills and issue branded completion certificates. Students receive their own portal to access their courses, documents, receipts and certificates.

Key features

Student management

Maintain student profiles and contact details in one place. Invite students to create their portal password and securely access their own records.

Search students by name, email or phone, making everyday administration easier as your academy grows.

Courses and class batches

Create courses with:

  • Swimming or scuba diving discipline.
  • Course level and fee.
  • Required number of sessions.
  • Minimum attendance percentage.
  • Required practical skills.

Organise batches with an instructor, location, start and end dates, schedule and capacity. Enrol students into the appropriate batch and track their learning journey.

Attendance and progress tracking

The student-first workflow keeps progress management simple: search for a student, select their enrolment and record attendance or skill assessments.

Search results are paginated, so staff do not have to scroll through every student’s assessment form.

Completion approval becomes available only when the configured attendance requirement and all required skills have been completed.

Branded completion certificates

Recognise each student’s achievement with a professionally designed landscape PDF certificate featuring:

  • Academy logo and configurable accent colour.
  • Student name and completed course.
  • Custom certificate heading and completion statement.
  • Unique certificate number and issue date.
  • Trainer or academy-authorised signature.
  • Printed signatory name and designation.
  • QR code linking to online verification.

Upload signatures for individual trainers, with an academy signature available as a fallback. New certificates require a signature before issuance, and retain the selected signature details after issuance.

Students can download their certificates from their portal. Administrators can revoke certificates, with the verification page reflecting their current status.

Certificates confirm academy course completion. Qualifications issued by external diving organisations must follow the relevant organisation’s certification process.

Fees, payments and downloadable receipts

Record payments against student enrolments and track the remaining balance.

Pay in Person is available for every supported currency, alongside cash and bank transfer. Currency-specific payment method labels include Razorpay and PayU Money for INR, and Stripe and PayPal for international currencies.

Download clean, tabular PDF receipts containing the academy logo, student details, course and batch, payment date, method, reference, amount received and remaining balance.

Students can download their own receipts through My Receipts.

Payments are recorded manually in this release. Live gateway checkout, automatic subscription charging, refunds and tax invoices are not included.

Private student portal

Give students a convenient place to:

  • View their enrolled courses.
  • Review attendance and learning progress.
  • Upload and access documents.
  • Download completion certificates.
  • Download payment receipts.
  • Update their account details and password.

Student access is restricted to their linked records.

Document management

Keep student documents organised using configurable document categories. Administrators can create, rename or disable categories to suit the academy’s requirements.

Document downloads are protected by account and workspace access checks.

Email notifications

Configure SMTP to send account activation, invitation, password recovery, enrolment, payment and certificate notifications.

An email queue provides delivery status, retry handling and failed-message recovery. Application activity triggers delivery attempts; an optional scheduled task supports processing when nobody is visiting the application.

Team access and activity records

Use one login system for administrators, staff editors, read-only users and students.

Manage staff permissions and review activity records to support day-to-day administration and accountability.

Organised settings

Settings are divided into focused tabs:

  • Academy.
  • Certificates & Signatures.
  • Receipts & Payments.
  • Workspace.
  • Document Types.
  • Registration & SMTP.
  • Email Delivery.

This keeps branding, certificate configuration and email administration easier to find.

A calm, aquatic interface

The responsive interface includes light and dark themes, readable action buttons, swimming and diving icons, subtle water effects and mobile-friendly forms.

Animations respect reduced-motion preferences.

Privacy and security

The application includes role-based access checks, protected document downloads, CSRF protection, password hashing, login throttling, session controls and activity logging.

Public forms include honeypots, signed timing checks, submission limits and recovery-email cooldowns to help reduce automated abuse.

Certificate verification links display limited award information. Private documents, email addresses and payment details are excluded from public verification.

Technologies used

Technology Purpose
PHP 8.1+ Application logic
PDO Database access
MySQL / MariaDB Data storage
HTML5 and CSS3 Responsive interface
JavaScript Interface interactions and effects
SMTP Email delivery
tFPDF and bundled Unicode fonts PDF certificates and receipts
Bundled QR encoder Certificate verification codes

The application runs independently of WordPress and WooCommerce. Production use does not require Node.js, Python, Composer or an external PDF-generation service.

Server requirements

  • PHP 8.1 or later.
  • MySQL 8+ or MariaDB 10.6+.
  • Apache hosting with .htaccess support.
  • PDO MySQL, OpenSSL, Fileinfo, Mbstring, Zip, SimpleXML and Zlib.
  • Writable configuration and storage directories.
  • SMTP credentials for email delivery.
  • HTTPS recommended.

Getting started

  1. Upload the application files to your hosting.
  2. Complete the installer and server-readiness checks.
  3. Enter your database details and create the administrator account.
  4. Choose your academy type, currency and branding.
  5. Configure SMTP, document categories and certificate signatures.
  6. Create courses and batches.
  7. Add students, enrol them and send portal invitations.
  8. Record attendance, assess skills, manage payments and issue certificates.

Optional demo data is available during installation.

Ideal for

Swimming schools, independent swim instructors, scuba training centres and combined aquatics academies that need an organised system for class administration and student progress.

Aquatics Classes CRM keeps the administration flowing – so your team can focus on helping students learn with confidence.