Tools for managing aquatics staff and facilities

Challenge

Wake Aquatics, based in Raleigh, NC, manages aquatics operations across multiple facilities with a staff that spans lifeguards, swim instructors, and maintenance technicians. Running that kind of operation across spreadsheets and disconnected tools works until it doesn’t, and the gaps become real operational risks as the organization grows. Scheduling conflicts, untracked maintenance tasks, incident logs living in someone’s email, and payroll that required manual reconciliation at the end of every pay period were all taking time and creating exposure. Wake Aquatics needed a purpose-built platform, and they needed it designed as a multi-tenant system from the start so other aquatics organizations could eventually run on the same infrastructure. Building a general-purpose operations tool that could handle both the complexity of aquatics management and the architecture of a SaaS product meant starting from the foundation.

Solution

We built Workhive on Laravel and Livewire as a multi-tenant SaaS platform with a mobile API for field staff. The staff side of the platform handles scheduling, availability management, task assignment, incident logging, and payroll integration in one system. The facility side covers maintenance plans, technician routing, pool records, and documentation management. Staff can photograph and log maintenance work directly from their phones in the field, which means records get created at the point of work rather than reconstructed from memory later. The multi-tenant architecture was built in from the start so Wake Aquatics could launch on the platform and other organizations could be onboarded without customization.

Results

Wake Aquatics runs their operations on Workhive today, and the platform now supports other aquatics organizations through the multi-tenant model. Staff scheduling happens in one system, facility records are accurate and up to date, and mobile logging means field maintenance gets documented in real time rather than after the fact. The payroll integration removed the manual reconciliation that previously ate time at the end of each pay period. The operational gaps that existed before the platform are closed. Wake Aquatics went from a collection of spreadsheets to a purpose-built system that scales with their organization.