How Rochester Aquatics Simplified Processes & Optimized Sales

About Rochester Aquatics: A Legacy of Growth and Evolution

With a history spanning over 75 years, Rochester Aquatics has become a cornerstone of aquatic programming in its community. Originally structured as two separate teams, the organization underwent a significant merger in 2017, bringing together its competitive swim team, swim lessons, and diving programs under one umbrella.

This transformation was not just about consolidation—it was about creating synergy across programs. The leadership recognized that success required more than just offering great programming; it demanded alignment between teams, staff, and families.

With the establishment of Rochester Aquatics as the overarching brand, the organization created space for all its unique programs to thrive. From water safety lessons for infants to elite-level competitive training, the focus became clear:

One vision. One team. One mission.

Now, their mission—Everything Aquatics for Everyone Every Day—guides their approach to ensuring every swimmer has a clear and accessible pathway to success, whether they’re just learning to float or striving to compete at the highest levels.

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The Challenge: Overcoming Operational Roadblocks

Bringing multiple programs together under one system presented challenges, especially when it came to program management, registration, and communication.

Before Captyn, Rochester Aquatics was relying on TeamUnify and SportsEngine, but the systems were proving inefficient and difficult for both staff and families. Some of the biggest hurdles included:

• Cumbersome registration: Parents struggled with multi-step enrollment processes, often losing spots while navigating complex forms.
  
• Manual scheduling for private lessons: Hundreds of Google Form requests had to be manually matched with instructors, consuming valuable staff time.
  
• Communication inefficiencies: Sending program updates or last-minute notifications required third-party tools that weren’t always reliable.
  
• Alignment between programs: Managing a competitive swim team, swim lessons, and a diving program under different software tools made coordination more difficult.

For Ashleigh and her team, the need for a better, more streamlined system was clear.

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The Captyn Solution: A Seamless Transition to Efficiency

Switching to Captyn allowed Rochester Aquatics to bring their entire organization onto one system, finally aligning all aspects of their operations.

Here’s how Captyn helped:

• Simplified Registration – Rochester Aquatics switched from level-based registration to time-based registration, allowing families to register faster and with fewer clicks.
  
• Automated Private Lesson Scheduling – Instead of manually matching swimmers and instructors, private lessons are now self-service, with families booking available slots instantly. This eliminated hours of administrative work.
  
• Integrated Communication Tools – No more third-party apps—Captyn’s built-in messaging system ensures that families receive real-time updates without extra steps.
  
• Flexibility to Evolve Processes – As Rochester Aquatics continued refining its program structure, Captyn made adapting to changes easy, ensuring their registration system matched their operational goals.

The impact was immediate. When spring registration opened, it sold out in just three minutes.

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The Impact: Strengthening Organizational Synergy

One of the biggest wins for Rochester Aquatics was how Captyn empowered collaboration between its various programs.

Before, aligning swim lessons with the competitive swim team was a challenge—terminology, skill levels, and expectations weren’t always seamless. But with Captyn, the team could work together to ensure continuity between programs, making transitions easier for swimmers and their families.

Key Results Since Adopting Captyn:

• Increased Enrollment – Program revenue has grown by six figures year over year.
  
• Improved Communication – Fewer missed messages and smoother transitions for families.
  
• More Efficient Private Lessons – Sessions are consistently near full capacity, maximizing the use of available pool time.
  
• Better Staff Coordination – Coaches, instructors, and administrators collaborate more effectively, making it easier to adapt to new challenges.

From beginner to competitive swimmer, Rochester Aquatics now operates as a single, unified team.

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Advice for Other Swim Programs Considering Captyn

For swim organizations hesitant about making a software switch, Ashleigh offers simple advice:

• Be the champion for change. Captyn provided Rochester Aquatics with an intuitive transition process—importing all their data seamlessly and making onboarding straightforward for staff and parents alike.
  
• Empower your staff. When leadership embraces new technology and trains staff effectively, the entire organization benefits from efficiency and growth.
  
• Focus on the customer experience. With a simplified registration process and automated scheduling, families experience a more frictionless journey—leading to higher satisfaction and retention.

“If even your only selling point to your customer base is, ‘This will help me help you better,’ then the switch to Captyn is worth it.”

— Ashleigh Kramer, Swim School Director

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A Future Built on Efficiency and Growth

Rochester Aquatics’ journey from fragmented systems to seamless synergy showcases the power of the right technology in organizational success.

By eliminating administrative headaches and streamlining operations, Captyn has empowered Rochester Aquatics to focus on what truly matters—helping swimmers of all levels succeed.