Your Questions, Answered
Getting Started
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WinYourOps is a mobile-first operations management platform designed specifically for swim schools. It helps you manage facility inspections, staff certifications, and daily operational tasks all in one place.
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WinYourOps offers three modules:
Inspections - Conduct and track facility safety inspections and audits
Staff Certs - Manage staff certifications, trainings, and their expiration dates
Ops Assist – Connect to your managers with daily operational tasks and reminders
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After completing your purchase and creating your account, log in here to access your dashboard. Your purchased modules will appear as clickable cards that take you directly to each feature.
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All subscription plans include a 14-day free trial:
During checkout, you'll enter your payment information
Your subscription starts immediately with full access to your selected modules
You won't be charged until the 14-day trial period ends
You can cancel anytime during the trial without being charged
After 14 days, your first payment processes automatically
Your subscription status will show as "trialing" during this period, and you'll have complete access to all features.
Admin Features
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Click your profile icon and select Admin from the menu, or go directly to the Admin Dashboard. Admin features include:
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Yes! Admins can invite staff members who can then access assigned modules. Staff users have limited permissions compared to admin users.
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Paying customers can access billing management through Profile > Manage Billing. This opens your Stripe customer portal where you can update payment methods and view invoices.
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We bill on the first of each month. If the month has already been billed and you decide to cancel a single or multiple module(s), you will lose access at the end of the month. We do not process refunds. If you forget to cancel and you have just been billed, please reach out to us at support@winyourops.com – we take bank disputes very seriously.
Tips, Tricks, and Troubleshooting
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Use the help icon (?) on any page to see tips specific to that feature
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WinYourOps is designed mobile-first! Install it as a Progressive Web App (PWA) on your phone for the best experience:
iPhone: Open in Safari, tap Share, then "Add to Home Screen"
Android: Open in Chrome, tap the menu, then "Install app"
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Set up locations first - Go to Admin > Locations to add your facilities
Use folders - Keep inspections, records, and tasks organized
Check expiring certs weekly - Stay ahead of certification renewals on your dashboard
Address urgent tasks immediately - They trigger notifications for a reason
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Check that you've selected a location. New inspections require a location before you can save or work on them.
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Check your spam folder. If emails still aren't arriving, verify your email address in your profile settings.
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For additional support, contact us through the app or email support. support@winyourops.com
Locations
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Go to Admin > Locations and click Add Location. Enter the location name and any details. Locations can be used across all three modules.
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Locations help you organize and filter your data. You can:
Assign inspections to specific facilities
Track which staff work at which locations
Organize tasks by location
Generate reports by location
Inspections Module
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Go to the Inspections module from your dashboard
Click the + New button
Select a location from the dropdown
Work through each category, scoring items as you go
Save as draft or send when complete
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Passing (Green) - Meets or exceeds standards
Marginal (Yellow) - Needs attention but acceptable
Needs Improvement (Red) - Requires immediate action
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No Score Mode lets you conduct inspections using simple checkboxes instead of numerical scores. This is useful for quick walkthroughs or compliance checks.
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Use folders to group inspections by location, time period, or any system that works for you. Click Add Folder in the Inspections module to create a new folder, then move inspections into it.
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Sending an inspection marks it as complete and locks it from further editing. You can still view sent inspections, but they become read-only to preserve the historical record. You may only send inspections if you have a location added to your admin dashboard, and that location has a least one email address saved to it. Anytime you complete and send an inspection, the added emails will receive their inspection report.
Staff Certs Module
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Go to Staff Records from your dashboard
Click + New
Add the person's name and their certifications
Set expiration dates for each certification (not required)
Save or send the record
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The system automatically tracks certification expiration dates. Staff members and admins will receive email reminders as their certifications approach expiration. Admins can also see upcoming expirations on the dashboard. If you would like to add a calendar reminder for the soon-to-expire training or certification, we’ve thought of that. The option will become available as the expiration date has passed or is within 45 days or less from expiring.
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Yes! When adding a certification, you can mark it as "Does not expire" for certifications that don't require renewal.
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Admins can configure which certifications are required for specific roles in Certification Settings. For example, lifeguards may need CPR certification, but front desk staff may not. Once you add a certification type, edit that certification. There y,ou can select which roles require that specific cert!
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When viewing a certification, click the calendar icon to add the expiration date to your Google Calendar, Apple Calendar, or Outlook. The option will become available as the expiration date has passed or is within 45-day or less from expiring. If you cannot see the calendar option, you have plenty of time left to obtain or monitor. When adding to your calendar, the reminder will automatically set the date 7-days ahead of expiration to give you a little buffer.
Ops Assist Module
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Ops Assist is your daily task management system. Use it to track maintenance items, follow-up actions, and any operational to-dos that need attention. We like to use this for more serious items, not the daily stuff, but the choice is yours.
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Go to Ops Assist from your dashboard
Click + New
Enter a title and details
Set priority level and optional due date
Assign to a location if needed
Save the task
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Normal (Blue) - Standard priority
Priority (Yellow) - Above normal importance
High (Orange) - Needs attention soon
Urgent (Red) - Requires immediate action; triggers notifications
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Pending - Task is waiting to be started
Active - Task is in progress
Done - Task is completed
You can drag tasks between status tabs or click the status buttons on the task detail page.
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Yes! Create folders in Ops Assist to organize tasks by location, project, or category. Each folder can be associated with a specific location.
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When you create an urgent task, the system sends immediate notifications to relevant staff members so critical issues get addressed quickly. No matter what the priority level, all tasks are monitored so you can see a real-time status bar of the progress.
Is my data secure? Yes! WinYourOps uses industry-standard encryption and secure authentication. Your data is stored safely and backed up regularly. Having said that, the only sensitive information we store is email addresses. Our payment provider, Stripe, is responsible for the security of your account and payment information. WinYourOps, LLC does not house your payment or address details.Can I export my data? Inspection reports can be exported as PDFs. Contact support for bulk data export requests. Remember to add up to 6 emails per location, including yourselfWhat happens if I cancel? Your data is retained for 30 days after cancellation in case you decide to return. After that period, data is permanently deleted.Privacy & Data Disclaimer