Switching Swimming School Software Without Data Loss: The Complete Checklist [2026]

Switching swimming school software feels like a risk. You have been using your current system for years and everything is stored there: your student data, the progress of children, the diplomas. What if something gets lost during the switch?

That fear is understandable but usually bigger than necessary. With Swimmigo, you take your student list with you yourself in just a few minutes. You export your data as a CSV, import it into the app, and check the result before anything is final.

Why switching feels scary

The fear of losing data

A swimming school stores a lot in its system. Names of children, contact details of parents, progress per exercise, diplomas, payments. The idea that you have to enter all that again is paralyzing. Nobody wants to redo weeks of administration.

Because of this, schools stick with a system they are not happy with. The switch feels more expensive than staying put. While staying put also costs something: time, frustration, and a system that does not grow with you.

What really happens during a switch

A switch is not all-or-nothing. You take your student list from your current system as a CSV file, with the child's name and the parent's email address. You import that file into Swimmigo. The rest, such as progress per exercise, you simply build up afterwards.

You do not have to reinvent everything. You take the core with you and start immediately.

Your data remains yours

You are responsible, the software processes

As a swimming school, you are responsible for the student data. The system you use processes it on your behalf. If you stop using that system, the provider must return or delete your data. Your administration remains yours, even if you switch.

Exporting and deleting are legally regulated

The GDPR requires providers to return or delete data if you stop. This way, you do not lose your student data to a package that does not want to give it back.

The checklist: how to take everything with you

Follow these steps and nothing will be lost. You do it yourself, without waiting for anyone.

Step 1: export your student data

Get your student data out of your current system. Every serious package can export to CSV or Excel. You only need two things: the child's name and the parent's email address. The date of birth is useful but not mandatory.

Step 2: check what you want to keep

Review your data before importing. Which groups do you have, who is where, who will stop soon. Remove outdated data so you start fresh.

Step 3: import your student list

Upload your CSV in the Swimmigo app. The app prepares your students and groups and shows you the result. Nothing is final until you say it is correct.

Step 4: check the result

See if all children are included and in the right group. If something is wrong, adjust the import. You can repeat this until it is correct.

Step 5: invite your parents

Once you are satisfied, parents automatically receive an invitation to follow their child. You do not have to email everyone separately.

Step 6: keep your old system for a while

Keep your old system open for a few more weeks. This way you always have something to fall back on. Only cancel the old package once everything is running.

Common mistakes when switching

Entering everything manually again

You do not have to create each child again. Import your CSV and Swimmigo prepares your groups and children. Manual entry takes days and is error-prone.

Cancelling your old system immediately

Only cancel your old package when you are sure everything is running. Keep it for a few weeks as a safety net. That is the safest order.

Not making an export before importing

Always make an export first and save it somewhere safe. Then you have a backup, no matter what happens during the switch.

How Swimmigo handles the switch

Your student list comes along at once

Swimmigo imports your entire student list at once. So you do not start with an empty app but with your existing groups and children already in it.

Parents automatically receive an invitation

After the import, parents automatically get an invitation. They download the app, link their child, and immediately see the progress. You do not have to send codes or links manually.

You can always export yourself

Your data remains yours. At any time you can download a full export from Swimmigo yourself. Even if you want to leave again someday, you take your data with you. You have that right under the GDPR: you may always transfer your data.

A child’s progress stays with the parent

Progress in the Swimmigo learning path is linked to the child and stays with the parent, even if a child changes schools. This way, a child never loses their swimming history.

What is transferred and what is not

What you take with you

Your student data, groups, and parents’ contact details are transferred via the CSV import. Progress in the standard Swimmigo learning path stays with the child and the parent.

What does not transfer automatically

If you used your own teaching method or your own scores in your old system, those do not automatically transfer to Swimmigo. Each system uses different names and codes for exercises. You record those once in Swimmigo Studio, where you build your own learning path.

More about Swimmigo

• The app for instructors and swimming schools
• How switching to Swimmigo works
• All features of Swimmigo
• Subscriptions and costs

Sources

• Dutch Data Protection Authority: right to data portability
• Dutch Data Protection Authority: right to data deletion
• Dutch Government: privacy rights under the GDPR