FAQ

GET ALL YOUR QUESTIONS ANSWERED

Property Managers

How much does it cost?

To print a pool pass, the price starts at $1.00 per pass.
To mail a set of pool passes to a family, the price ranges from $1.50 to $5.00 per household.

The final cost for your community is dependent on how complex your specific pool application is.

We also produce custom pool passes without a photo ID. The price is $1 per pass + $25 processing fee.

Contact us so we can determine the best solution for your unique community.

How does it work? - Home Owners Associations

This video demonstrates how we serve some of our HOA communities. This is just one of the ways they can use our software. For solutions to your unique community, please contact us.

Videos

How does it work? - Apartments

This video demonstrates how we serve some of our apartment communities. This is just one of the ways they can use our software. For solutions to your unique community, please contact us.

Videos

What do the pool passes look like?

Membership passes are credit card size, 0.2 mil thick, PVC, color photo ID cards printed on a commercial photo ID printer.

Guest passes and temporary passes are printed from the patron’s personal printer using 8 ½ x 11 paper. These paper passes can be collected at your pool gate.

All passes are customized to your community. They contain your logo and pass policies. Click on the below images to view examples.

Gallery

How can I tell when my patron's pool pass was printed?

- Go to MANAGE MY POOLS.
- Click on PATRONS.
- Click on ACTIVE. These patrons' accounts are active and our office has received an alert to print their pass.
- Click on VIEW PASS. The date the pass was printed and mailed is displayed here.

If you see two dashes instead of a date, it means our office has received the alert but we have not actually dropped the pass in the mail. Passes are typically printed and mailed within 24 hours.

Videos

Do patrons have to use the internet to receive passes?

No. Patrons can also submit a paper application to swimmingpoolpasses.com. We will be happy to process paper applications for your community.

Property managers can also process paper applications. Our administrative portal is designed to help you quickly process paper applications and provide customer support for your patrons.

How does swimmingpoolpasses.com know who is authorized to receive passes?

Our system works off a pre-approved patron list or household list. You submit a list of approved patrons or households, we will take care of the rest. Patrons can be added, deleted, activated, and deactivated as they move in, move out, don’t pay HOA dues, or finally pay HOA dues.

How do guest passes work?

One great feature of swimmingpoolpasses.com is the ability to sell guest passes online. Here is how it works:
- You set the guest pass cost. For example, $5.
- The patron purchases a guest pass online for $5.
- $5 is deposited into your community's account. (Minus our fee)
- The patron prints the guest pass and presents it at the gate for entry.

Videos

How do I edit guest passes?

You can edit the type of passes you offer your patrons or change the settings for your passes at any time. Here is how...
1. Begin by logging in
2. Click - MANAGE MY POOLS
3. Click - PASSES
4. Click - EDIT
5. Make the change
6. Click - UPDATE
Please watch the following video for a demonstration.

Videos

How do I add a single patron to my pool?

Here is how you add a single patron to your community.

- Log on
- Click on "Manage My Pools"
- Select "Patrons"
- Click on "Add New Patrons"

Please watch the following video for a demonstration. We demonstrate how to add a new user and an existing user.

Gallery

Videos

How do I add multiple patrons at once?

Patrons can be added to swimmingpoolpasses.com all at once. A swimmingpoolpasses.com account manager will upload your patrons into the system.

We understand patrons move in, move out, don’t pay HOA dues, or finally pay HOA dues. We will work with you and provide a solution to best maintain your community's database.

Why does swimmingpoolpasse.com first ask me to check a patron's email address when I add a patron?

The software is checking to see if the owner of the email address already has an account at swimmingpoolpasses.com.
If they do, all the profile information will be displayed.
If they don’t, you will be asked to create their profile.

Follow up question: What if I notice the patron’s profile is wrong? The address is wrong!?!
Answer: Go ahead and add them to your community anyway. Once they are added to your community, a property manager can edit the patron's profile.

What is the household field in a patron’s profile?

The household field is what the software uses to group members of the same family together.

When a mom logs onto swimmingpoolpasses.com to request her pool pass, she will also be able to request passes for her husband, children, and whomever else lives in her household.

What does "responsible" mean in a patron’s profile?

A "responsible” patron is allowed to edit and activate other patron's profiles in the same household.

When a mom logs onto swimmingpoolpasses.com, she will be able to complete her entire family’s profile rather than having each individual log on.

As a general rule, when you add a person into swimmingpoolpasses.com, make them "responsible”. The exceptions are children.

How do I add a property manager to my community?

Property Managers (PMs) can give administrative rights of their community to others. You may want assistants, leasing consultants, board members, pool committee volunteers or other persons to help you manage your pool.
Here is how:

1. Log in
2. Click Manage My Pools
3. At the top, there are three headings. Pools / Communities / PM’s
4. Click PM’s
5. Click +Add PM
6. Enter your co-worker’s email
7. Enter their profile information
8. If you want your co-worker to have complete control of all your accounts, check the box Enable Admin Privileges
9. Click Create

Patrons

I received an activation code from swimmingpoolpasses.com inviting me to activate my community pool membership. What do I do next?

If you received an email from admin@swimmingpoolpasses.com with an activation code, you have been pre-approved to receive a pool pass. Please watch the following video demonstrating how to sign up.

Videos

My community uses swimmingpoolpasses.com. How do I sign up for my pool passes?

Communities use swimmingpoolpasses.com in different ways. Check your community's application on our website- the process will be clearly explained there. To find your application:

- Click on POOLS at the top of this page.
- Find your pool, hover your mouse over the picture.
- Click DETAILS
- Click on DOWNLOAD APPLICATION

If you received an email from admin@swimmingpoolpasses.com with an activation code, you have been pre-approved to receive a pool pass. Please watch the following video demonstrating how to sign up.

Videos

When will I receive my pool pass?

Once your account is activated, swimmingpoolpasses.com automatically prints your pass. We mail it directly to you. Please allow 7-10 days for delivery. Depending where you live, you may receive your pass(es) in just a couple of days.

Here is how to find out when your pass was mailed:

- Log in
- Click on your pool name
- Click View Passes / Buy Passes
- The mailed on date is displayed under the membership pass name

The only reason we would not mail a pass is if you or a family member uploads an invalid picture. In that case, a mailed on date would not be displayed.

Please watch the below video to see how to find the mailed on date.

Gallery

Videos

How do I upload my picture?

Please watch the following video for a demonstration.

Videos

How do I purchase a guest pass?

Begin by logging in.
- Click on the pool’s name.
- Click on VIEW PASSES/BUY PASSES.
To purchase a guest pass, scroll to the bottom.
- Click the pass you want to purchase and add it to your shopping cart.
- Click the shopping cart in the upper right hand corner to view your cart and check out.
- Click CONTINUE.
Enter your information and complete the transaction. After check out, you can print the pass immediately or chose to print it later. Guest passes may only be printed once.
- Click PRINT YOUR GUEST PASSES NOW to print them immediately.
- Click PRINT in the upper left hand corner.
You will receive a warning, "This pass can only be printed once.”
- Click OK to print your pass

Please watch the following video for a demonstration.

Videos

How do I print my guest passes?

Guest passes are printed from your home printer. They may only be printed once. To print your previously purchased guest passes or to purchase guest passes, please follow these instructions.

1. Log in. The first screen you view lists your pools.
2. Click on the pool’s name.
3. Click on VIEW PASSES/BUY PASSES.
4. The next screen lists the different passes your community offers.
5. If you have purchased passes in the past, they will be listed here.
6. If you have already printed a pass, the pass will say "PASS USED”
7. If you have never printed the pass, the pass will say "VIEW PASS”
8. Click VIEW PASS
9. Your pass will appear on the next screen.
10. Click PRINT in the upper left hand corner
11. You will receive a warning, "This pass can only be printed once. Would you like to proceed to print or cancel to print later?”
12. Click OK
13. You have successfully printed your pass. Present this pass to the gate attendant or lifeguard.

Pease watch the following video for a demonstration.

Videos

How do I print a temporary pass?

Temporary passes are only issued to approved patrons who have activated their account. Not all communities issue temporary passes. If you don't see the option to purchase temporary passes, your community does not offer them.

Temporary passes are printed from your home printer. Temporary passes may only be printed once. To print a previously purchased temporary passes or purchase temporary passes, please follow these instructions.

1. Log in. The first screen you view lists the pools you are currently a member of.
2. Click on the pool’s name.
3. Click on VIEW PASSES/BUY PASSES
4. The next screen lists the different passes your community offers.
5. If you have purchased passes in the past, they will be listed here.
6. If you have already printed a pass, the pass will say "PASS USED”
7. If you have never printed the pass, the pass will say "VIEW PASS”
8. Click VIEW PASS.
9. Your pass will appear on the next screen.
10. Click PRINT in the upper left hand corner.
11. You will receive a warning, "This pass can only be printed once. Would you like to proceed to print or cancel to print later?”
12. Select print.
13. You have successfully printed your pass. Present this pass to the gate attendant or lifeguard.

Pease watch the following video for a demonstration.

Videos

What if I do not have an activation code? How do I activate my account and receive my pool pass?

When you first log into swimmingpoolpasses.com, you may be prompted to activate a new membership. This means you have been pre-approved to receive your pool pass. As a verification step, you should have received an email from swimmingpoolpasses.com with an activation code.

If you don’t recall this email, please check your trash file, deleted file, promotions, spam, or junk folders.

If you need your activation code re-sent, please contact your property manager.

I get the message: "You are not currently a member of a community. " How do I get my pool pass?

Please be sure to log into swimmingpoolpasses.com using the email you submitted on your application or on file with your property management company. The software uses your email to link you to your community.

If you are using the correct email address, there are two reasons you may receive this message.

1. Your property manager has not added you to the community. This may be the case if you recently moved into an apartment complex (or if your email address has changed). Please contact your property manager for further instructions.
2. Your application has not been processed. This may be the case if you live in a homeowners association that submits paper applications. If you have submitted your application, you will receive a confirmation email once you application has been processed. If you have not submitted an application, you can begin the process by downloading your community's application.
- Click on POOLS at the top of this page.
- Find your pool, hover your mouse over the picture.
- Click DETAILS
- Click on DOWNLOAD APPLICATION