Forest Hill Swim Club – Case Study

About Forest Hill

The Forest Hill Swim Club is a members-only community pool and picnic ground operated by the members for the benefit of the members.

Forest Hill’s Policies

The Forest Hill Swim Club is governed by an elected Board of Directors that oversees the finances, member recruitment, maintenance, and repairs for the facility. The Club employs a paid, full-time Pool Manager, who manages the lifeguard staff and daily operations of the pool and grounds.

Membership provides access to all club amenities (during hours of operation), including the pool, picnic area, grills, swim lessons, swim team, and all club activities & events!

Forest Hill’s Needs

1. A budget-friendly member management system.
2. A check-in system to verify active members.
3. A user-friendly system that restricts young staff from accessing administrative sensitive data.

How Forest Hill Uses Access Granted Systems

Need #1: A Budget-Friendly and Scalable System

Forest Hill’s primary financial requirement was a cost-effective solution that avoided unnecessary overhead. Access Granted Systems met this by offering a flexible subscription model tailored specifically for community pools. The club selected the Annual Plan focused on the check-in software for $450 per year, as shown in the subscription breakdown.

This reflects the platform’s core offering: the ability to select only the features needed. Forest Hill avoided costs associated with other optional services, such as the application portal fee or the add-ons for ePasses or physical Classic Pass printing, aligning perfectly with its budget-friendly mandate. The platform’s customizable nature meant Forest Hill didn’t have to change its established community policies; the software adapted to its governance structure, making the implementation seamless and efficient.

Need #2: An Accurate and Secure Check-In System

The pool pass software is fundamental to verifying active members and ensuring facility security. The check-in portal allows lifeguards to quickly validate membership status via lookup or pass scanning (ePasses, photo IDs). This strengthens security by eliminating pass sharing with photo verification and immediately flagging suspended memberships. The platform automates usage tracking, providing the Pool Manager with real-time data on occupancy trends and peak hours (visible in the “CHECK INS” graph) to inform staffing and safety decisions throughout the season.

Need #3: Restricting Access to Administrative Data

Forest Hill operates with seasonal frontline staff (Lifeguards) who require access only for check-in duties, while protecting sensitive administrative data. Access Granted Systems addresses this with a role-based user management system.

The Board and Pool Manager are assigned higher-level roles (Admin and Facility Manager) with full database control. Lifeguards are assigned the Attendant role, which is strictly permission-limited. As shown, Attendants retain essential functions like CHECK IN and basic MARKETPLACE transactions but are explicitly blocked from high-risk actions such as editing the core database or performing bulk operations.

Ready to Simplify Your Facility Management with Access Granted Systems?

If your community pool, HOA, or private club is looking to save time, reduce costs, and modernize its member access control without changing established policies, discover how Access Granted Systems can build a custom solution for you. Request a demo today!