Swimming Pool Management: A Guide for 2024

Perhaps no recreational activity is more synonymous with summertime fun than making a big splash in a sparkling swimming pool, whether it’s at a private community pool, swim club or commercial aquatic facility like a waterpark. But behind the scenes of every clean, safe pool is a top-notch management strategy that’s focused on making sure that all that fun in the sun meets expectations. That includes maintaining the safety and cleanliness of the water, hiring attentive lifeguards to keep a close eye on swimmers and providing an inviting environment highlighted by excellent customer service that makes the swimming experience as enjoyable as possible for patrons.

This article dives into the most critical pool maintenance tasks, best practices for managing pools and the technological advancements that are refining many pool management processes.

What Is Pool Management?

Pool management involves a wide variety of administrative tasks, such as hiring and supervising staff, budgeting for expenses and making sure the pool complies with safety and water-quality regulations. Behind every pool in a commercial setting is a manager responsible for running the day-to-day operations of that aquatic facility and its ancillary activities, such as swimming meets, lessons, classes and concessions. By providing a clean, safe place for swimmers to splash in, pool managers strive to create an enjoyable and welcoming experience for guests of all ages.

Key Takeaways

• The safety and cleanliness of a pool should be the top priority for pool managers.
• Placing an emphasis on customer service and inviting feedback helps build long-term customer loyalty for a particular swimming facility.
• Automating repetitive daily tasks, such as water and equipment monitoring, saves time and money, and helps managers prevent potential health and safety issues.

Pool Management Explained

Demand for recreational swimming facilities remains high. In the U.S. alone, 10.7 million pools are available to swimmers, including 309,000 public pools, according to the Pool & Hot Tub Alliance, a trade group. And the swimming pool and spa market, which was valued at more than $2 billion in 2023, is expected to grow 7.5% annually between 2024 and 2032, a Global Market Insights report says.

Managing a pool involves more than making sure the water is at the right temperature and the facility’s front gate gets unlocked at the right time. Keeping a community pool or commercial waterpark running properly requires great attention to detail and organizational skills. Pool management, which is a form of field service management, includes maintaining water quality, preparing financial budgets, hiring and training staff, complying with health and safety regulations, marketing the venue for revenue growth, managing risks and developing a regular schedule for cleaning and upkeep.

Goals of Effective Pool Management

As the weather warms up and children are released from school for summer break, many patrons begin to think about heading to neighborhood pools and other aquatic facilities to relax and cool off. However, a smart pool manager has already been working for months on getting that body of water in good shape, part of an effort to provide a safe, fun pool experience that customers will clamor for again and again. These are some of the key goals managers should focus on when running a sought-after pool business.

• Remember, safety comes first. Pool managers must make safety their top priority, starting with providing lifeguards with all necessary equipment, such as rescue tubes, and instructing them on how to closely supervise all swimming areas. Also, managers need to regularly monitor the water quality to make sure the pool has the right mix of chemicals and is clean and safe for swimming. In addition, pool managers must provide clean, unobstructed areas so patrons can walk around the pool, and post signs that outline pool rules, such as “no running” around the deck and “no diving” in shallow water to keep customers safe both in and out of the water.

• Keep the pool well-maintained. Three core tenets of pool management involve cleanliness, maintenance and repair. Ensuring that the water and surrounding areas are cleaned regularly establishes the pool as a trusted place for swimmers to visit repeatedly. A nonfunctioning amenity, such as broken steps on a diving board or a worn-out water slide, can turn off customers and drastically reduce traffic, so managers should jump on repairs quickly.

• Coordinate and communicate a schedule. A public pool facility often needs to balance its open recreational swim times with lessons for new swimmers, fitness classes for adults and any other events, such as pool parties, swim meets and diving board competitions. Choosing the right software scheduling tools can help a multifunctional pool facility balance the timing of its activities and effectively communicate a program to members in advance of pool season.

• Provide proper staff training. Lifeguards need to undergo extensive training and meet a variety of certification requirements, which vary depending on the area the lifeguard works in. At the same time, managers should be well-versed in CPR and first aid. And managers should establish emergency-plan protocols for all staff members, so everyone on site knows what to do if a swimmer is struggling in the water or some other emergency occurs on the premises. A community pool may want to practice life-saving drills regularly, while the pool is open and customers are swimming. This gives lifeguards the chance to test their skills and reassures patrons that management has a process in place in the event of an emergency.

• Know your audience. If a water facility caters to families, focus first on what child-friendly amenities might lead parents to join the pool, such as diving boards, slides and floating trampolines that keep kids entertained. If the pool aims to attract a party crowd of single people in their 20s and 30s, on the other hand, managers may want to consider hosting periodic pool parties, hiring DJs to play music and serving adult refreshments.

• Seek feedback from your patrons. Whether managers post regularly on social media, send out marketing emails and direct-mail surveys or set up old-fashioned suggestion boxes, it’s important to engage with current and prospective members to attract and retain customers. Establishing an effective channel to invite feedback allows managers to consider new ideas for improving the facility, which will entice customers to keep coming back.

Pool Types and Their Management Needs

Every pool requires careful management and ongoing maintenance, although the level of service each one needs depends on its size and location. Let’s take a closer look at the four basic types of pools.

• Residential: A residential pool is located on the private property of a homeowner and is used by residents of the home and their invited guests. Residential pools come in all shapes and sizes, ranging from small backyard pools to more elaborate designs with features like hot tubs and waterfalls. Managing above-ground pools includes properly treating the water to maintain health and safety requirements, as well as maintaining the inner lining, outer structure and filtration system. In-ground pool management includes treating the water with the right mix of chemicals, maintaining the concrete structure and monitoring the filtration and heating systems. All pools need to be regularly cleaned to remove debris, such as dirt, sand, leaves and bugs, from the water.

• Commercial: Commercial pools are designed to serve larger groups of swimmers, including members of a community pool, guests at a hotel or resort, members of a pool club or country club, or residents of an apartment complex or housing subdivision. Also included in the commercial category are pools at waterparks, camps, schools and fitness centers. Commercial pools tend to get far more use than residential pools, since they offer swimming lessons, swim team practices, exercise classes and open free swims. Although the overall management of a community pool mirrors that of residential pools, commercial pools need attention on a far greater scale.

• Indoor: An indoor pool is enclosed and can be used year-round. Managing an indoor pool involves ensuring safe water quality; filtering and vacuuming the water to remove sand, dirt and debris; and maintaining an effective air filtration and ventilation system to deal with indoor humidity as well as any vapors released from chlorine or other chemicals.

• Outdoor: Outdoor pools are the most common type, with one survey showing that 62% of respondents with aquatic facilities owned at least one outdoor pool. An outdoor pool is typically exposed to the environment and its elements, making it more vulnerable to getting dirty from leaves, grass clippings and other debris. As a result, an outdoor pool will typically require more frequent skimming and filter cleaning than an indoor pool. In four-season climates, an outdoor pool is more likely to open during the warmest months of the year, and then it’s typically “winterized” and covered between fall and spring.

What’s Included in Pool Management?

Pool management involves a wide range of responsibilities, from staffing all areas of the pool grounds and verifying lifeguard certifications to keeping the water clean and serving customer needs. Let’s delve into the details.

• Water Quality Management

  Careful management of water quality is essential to make sure people are swimming in a clean, safe and comfortable pool. Maintaining the water quality of pools involves proper filtration, balancing the chlorine and other chemicals needed to prevent algae and bacteria from growing in the water, and cleaning skimmer baskets and pump strainers.

  To check water quality, managers first must regularly test pH levels, chlorination levels, alkalinity and calcium hardness. Chlorine’s role in pool water is to kill off harmful bacteria and reduce the risk of recreational water illnesses occurring, such as E. coli. The pH measures the balance of acid and alkalinity in the water — and a poorly pH-balanced body of water can reduce chlorine’s effectiveness as a disinfectant.

  Water quality levels should be tested multiple times per day at larger facilities. Managers should be sure to maintain accurate records of each chemical measurement to keep close tabs on the water quality, so they can adjust chemical applications as necessary.

  If water quality issues arise, such as cloudy water, algae growth or a strong chlorine odor, managers should shock the pool by adding a highly concentrated dose of chlorine and other oxidizing agents to quickly raise the free chlorine levels. Shocking a pool destroys any algae, bacteria or other contaminants in the water, which is often necessary to maintain water clarity after long periods of swimming or after a heavy rainfall that might bring lawn pesticides or other contaminants into the pool.

• Pool Cleaning and Maintenance

  In addition to treating the water with chemicals, pool managers take other preventive steps to keep the pool clean and well maintained. This includes frequent use of a skimming net to remove leaves, bugs and other debris from the surface of the water, as well as vacuuming the floor of the pool for dirt, sand and other materials that might have settled to the bottom.

  Pool managers also use a brush to scrub the pool walls and steps to remove algae buildup, and they check and clean the filter regularly and keep the water at the right level, typically at the midpoint of the skimmer opening. Also, professionals should regularly inspect the pool for leaks and monitor heating and recirculation systems to stay ahead of potential issues. And keeping the facilities around the pool – decks, restrooms, showers and childcare areas – hosed down and swept clean will inhibit potential recreational water illnesses.

• Safety and Compliance

  An average of 10 people drown every day in the U.S., and swimming pools are the most common place for children under age 5 to drown, according to the Red Cross. While that’s a sobering statistic for any manager of a pool facility, pool operators can take steps to prevent accidents by developing a safety plan that accounts for swimmer supervision, injury prevention, emergency response and first aid administration.

  This safety plan, which must adhere to regulations created by the area’s governing bodies, should establish a lifeguard system that ensures continuous supervision of all sight lines in every swimming area, taking into account the size and depth of the pool, as well as any diving boards and slides where injuries are more likely to occur and extra eyes might be needed. Pool safety also includes clearing walkways around the pool and providing plenty of steps and ladders for easy entry into the water.

• Energy Efficiency and Sustainability

  Pool managers can take steps to build more energy-efficient, sustainable swimming pools that are not only environmentally friendly but conserve the organization’s energy and water resources and reduce operational costs. Installing solar panels to heat the water, for example, allows the pool to rely on renewable energy from the sun, reducing the need for traditional energy sources, such as electricity and gas, to warm the water. Energy-efficient pool pumps, filtration systems and heaters can also save energy and lower costs. And LED pool lights consume less energy and last longer than incandescent or halogen lights.

  In addition, implementing smart technologies and automation systems can optimize pool operations by allowing managers to schedule run times on the pool pump, heating, filtration and circulation systems during off-peak hours when energy costs are lower and the pool isn’t being used, all while monitoring water quality remotely.

• Enhancing the User Experience

  Creating a fun, relaxing pool experience goes beyond making sure the water is clean. Think about what might draw a swimmer to return as a guest or to consider purchasing a longer-term membership. Amenities, such as lap lanes, slides and diving boards, can attract repeat patrons. Other enhancements may focus on the schedules of customers, such as providing early morning swim lessons for young children, late-night adult-only swim times and exercise classes for seniors. Make sure to also consider the niceties that spell convenience and relaxation, such as plentiful food and drink options, cabanas, in-chaise servers and multiple payment options (room charge, credit card, peer-to-peer, etc.) to sweeten the appeal.

• Staff Training and Management

  Managers need lifeguards to go through extensive training and earn certifications to work at commercial pools to demonstrate strong swimming skills and the ability to perform CPR, for instance. Also, managers should frequently rotate pool lifeguards to different stations to keep staff fresh and alert at each location. Plus, managers should make sure an equipment maintenance worker is on site who is trained to handle any issues that may arise with the filter, pump or heater so that swim times aren’t interrupted for long by any issues. In addition, pool managers often hire and train the workers who handle concessions, mow the grounds and thoroughly clean the pool, bathrooms, changing rooms and concession areas.

• Financial Management

  Effective financial management is critical for pool managers to allocate resources, track expenses and maximize revenues. By closely analyzing income and expenses, managers may find ways to reduce costs, improve pricing strategies and make smart investments in equipment and other pool supplies. In cold climates, the pool industry has a relatively short outdoor season from May to September, making cash flow projections even more crucial for successful financial management. When budgeting for the season, it’s important to plan during the winter and spring months for preventive maintenance of equipment, regularly scheduled inspections, painting and cleaning to get the facility ready to open the minute warm weather arrives and the summer season begins.

  Managers can consider additional ways to increase profits, perhaps by hosting events, offering swimming lessons or partnering with food trucks to provide snacks and drinks on the premises. An efficient inventory management system can reduce overstocks or shortages of water chemicals, cleaning supplies, poolside tables and chairs, and other necessities. In addition, pool managers often rely on financial reporting and analysis tools to keep track of income statements, balance sheets and the overall financial health of the operation. This helps managers identify areas of inefficiency so they can take steps to improve the organization’s financial position.

10 Benefits of Pool Management

Following best practices in managing an aquatic facility makes good business sense to not only create a pleasant experience for users but also ensure a profitable organization for owners. Here are the 10 major benefits of effective pool management.

1. Enhanced longevity and maintenance: A properly maintained pool, with updated equipment and regular cleaning, will reduce the need for costly and lengthy repairs that cut into the precious warm months when pools are most profitable. Routine inspections, frequent emptying of skimmer baskets and equipment upkeep will rein in costs and keep the pool in good operating order.

2. Elevated guest satisfaction: A well-managed pool makes for happy swimmers. Offering extra amenities, like slides, diving boards, trampolines, playground equipment and basketball courts, can boost the customer experience. And, often, satisfying patrons is about taking care of the little things, like keeping eating areas clean, offering an abundance of fresh towels and providing plenty of umbrellas for shade. Creating an inviting and pleasurable atmosphere for a range of guests will build a loyal base of customers who will spread the word about this recreational gem.

3. Safety and compliance: Pool managers should prioritize safety measures to reduce the risk of accidents and injuries. If a guest gets hurt, other customers may lose confidence in the facility and head for the gates. It’s important to hire attentive lifeguards; regularly monitor the water for cleanliness; comply with all local, state and federal licensing, safety and accessibility regulations; and place signs listing swimming rules on the premises to reassure guests that the staff is intent on keeping its customers safe.

4. Operational efficiency: Running an efficient operation allows managers to minimize waste, allocate resources properly, reduce costs and provide a more enjoyable customer experience. To save time and money, managers should look for ways to streamline workflow processes, using technology to automate certain repetitive tasks, such as water quality monitoring, sending maintenance alerts, scheduling staff and assessing ongoing compliance with safety regulations.

5. Continuous improvement: Even the most successful business can’t rest on its laurels. Pool managers must constantly look for ways to improve the business to attract and retain customers. Inviting suggestions, comments and feedback from customers, including negative input, can prompt managers to make important changes that can have a positive impact on customer satisfaction. And when those changes have been initiated by customers, following through on the requests helps them feel heard and reinforces loyalty to the pool.

6. Supervised and responsive service: Properly trained lifeguards should be prepared to react quickly in response to potential safety issues, blowing their whistles when people are jumping into the pool recklessly or running around a wet concrete pool deck, for instance, to prevent the likelihood of an incident. Especially for guests with young children who may not be strong swimmers, diligent and responsive supervision provides reassurance that the environment is safe. In addition, if prospective clients reach out with questions, it’s important for managers to respond quickly, perhaps with the help of automated email systems that can handle common customer inquiries.

7. Seasonal readiness: Just as sports teams know when to report to training camp for practice before their games begin, an effective pool manager plans well in advance for the summer season. The manager will hire staff and order necessary materials early, including pool chemicals, lounge chairs and concession stand supplies, so the pool is ready to roll when the summer sun is strong.

8. Expert insights: Pool managers can track key performance indicators to identify trends, anticipate problems and make informed decisions that continually improve the business over the long run. For example, by monitoring attendance rates, income, expenses and customer feedback, seasoned managers can gain insights and learn the preferences of customers in order to improve operational efficiency, boost profits and stay ahead of the competition.

9. Expanded offerings: Community pools can expand their offerings by introducing, for example, water aerobics classes and aquatic therapy for seniors, swimming lessons for young children or competitive meets for swimmers of all ages. In addition, pools can add fun amenities, such as water slides, tennis courts and splash pads, to appeal to a broader customer base. By always looking for new ways to entertain the community, a pool can position itself as the go-to hub for summer recreation.

10. Business growth: Beyond the expanded offerings described above, financial growth and stability can come from charging appropriate admission fees, selling related items like swim floaties and rafts, and offering tiered memberships. Managers might also consider implementing a rewards program that provides discounts on classes and concessions with each recreational purchase, to build customer loyalty and expand sales.

Technological Advancements in Pool Management

Technology has helped pool managers grow and streamline their operations by improving safety, reducing maintenance costs, monitoring water quality and enhancing the customer experience. Here are some ways aquatic facilities can use technology to assist with pool management.

• Smart pool monitoring: A smart pool system puts convenience and efficiency at the forefront of pool management by integrating advanced technology and sensors to track and manage pool processes in real time. For example, technology can monitor water quality by measuring pH levels and chlorine concentration, as well as assessing energy consumption and equipment functionality. Smart pools collect a wide variety of data, allowing pool managers to access information through a mobile app to remotely keep an eye on pool conditions. The ideal system will offer real-time notifications of changes to pool chemistry, water levels and equipment malfunctions so managers can take quick action to keep the pool running.

• Advanced filtration and sanitation: The filtering system for a pool is central to its cleanliness and performance. High-efficiency filtration systems, including cartridge and sand filters, are designed to effectively remove contaminants from the water. And, using automated cleaning systems reduces the need for manual cleaning. In addition to programming regular cleaning times, these systems can determine when a filter is clogged and needs attention through real-time sensors. Sanitation advancements designed to improve water quality include saltwater chlorinators, ozone treatment and ultraviolet sterilization, all of which aim to reduce the amount of chlorine used to preserve water quality.

• Safety and accessibility enhancements: Pool alarms and motion sensors are common safety features, often installed on a surrounding barrier, on the pool floor or on the surface of the water. Alarms, along with automated pool covers, can notify pool managers of unauthorized access to prevent both vandalism to the facility and accidents in the water. To increase safety, the walking areas surrounding a pool often use nonslip materials, such as texturized coatings to increase traction, in an effort to reduce skids and falls. And, to ensure the safety of guests with disabilities, accessibility design enhancements include hydraulic lifts to assist with entering and exiting the water and transfer walls that allow people in wheelchairs to access the top of the pool wall and pivot into the water with the help of a grab bar.

• Pool management software: The right software solution will refine a facility’s operations and increase overall efficiency. Such a solution can automate the scheduling of lifeguards and other workers, as well as alert staff about the need for equipment maintenance and requests for amenity rentals, such as cabanas and lounge chairs. It can also enable online reservations and payments, membership management, and email and text messaging capabilities. Pool management software also may provide ways to monitor water quality, schedule inspections and track all data to help comply with regulatory requirements.

Manage Your Pools More Easily With NetSuite

Pool and aquatic facility managers can reduce operational costs and increase efficiency with the use of NetSuite Field Service Management software. This cloud-based solution connects, automates and digitizes all field service processes, creating a more seamless experience for the facility manager and pool service technicians.

The drag-and-drop scheduling and dispatch functions allow managers to streamline job assignments. Meanwhile, the mobile app provides instant access to the pool’s maintenance history, historical usage and inventory to help technicians resolve issues immediately while out in the field, without having to make calls to the office to request needed information. NetSuite Field Service Management delivers an end-to-end solution that improves communications, builds customer satisfaction, decreases time spent on administrative work and maximizes profits.

Effective pool managers provide a safe, clean, fun swimming experience for customers of all ages by arranging adequate lifeguard supervision; maintaining water quality through sanitation, filtration and chemical applications; and organizing activities for customers, including swim meets, lessons and pool parties. Pool management software can help automate several safety monitoring and scheduling processes, allowing managers to gain back time needed for other important tasks, such as supervising staff and growing the organization’s customer base.

Pool Management FAQs

How do I manage my swimming pool?

The best ways to manage a swimming pool will depend on its size, type, use case, resources available and frequency of use. However, the same practices of water quality management, treating the water with chemicals, vacuuming the pool floor, cleaning all surfaces and servicing the pool equipment in a timely fashion will apply.

What do you need to manage a pool?

Necessities for managing a pool include the right chemicals for your pool type (chlorine, salt, etc.), cleaning products and devices (brushes, skimmers, covers, etc.), plus a full support staff, including concession stand staff, landscapers, equipment maintenance workers and properly trained and certified lifeguards. In advance of the swimming season, managers should also plan to order all necessary supplies, such as concessions, lawn furniture and towels.

Is pool maintenance worth it?

Simply put, yes! Weekly and monthly expenditures on products, maintenance and staffing will help keep a pool from turning into a murky pond and prevent major issues from occurring that might lead to a temporary shutdown right in the middle of a bustling summer season. A sparkling clean, safe pool keeps customers coming back for one swim after another, which will more than offset the price of the products needed to maintain the pool.