How Nitro Swimming Reimagined Annual Registration

‍Featuring: Daniel Martin, Team Administrator, Nitro Swimming Bee Cave and Steiner Ranch
Location: Austin, TX
Focus: Streamlining registration and communication across 2,000 swimmers, 4 locations, and countless moving parts.

NITRO: A Team That Never Stops Innovating

Nitro is one of the largest swim clubs in the country, with three primary facilities and a fourth seasonal site serving more than 2,000 athletes. Managing that scale takes more than a love for swimming, it requires strong systems and smooth communication between coaches, parents, and administrators.

Captyn had the opportunity to speak with one of the three main site administrators at Nitro Swimming. Daniel Martin, Nitro’s administrator at Bee Cave and Steiner Ranch. “I started at the front desk in 2016,” Daniel said. “It was just supposed to be a part-time job in high school, but I loved the environment and stayed through college. Now I’ve been here nine years — and every day still feels different.”

The Challenge: Organized Chaos Every July & August

Before 2025, Nitro’s registration season was just like most swim teams, stressful. The team used a two-wave system to give current families priority before opening up to the public, a process that Daniel compares to “trying to get concert tickets.”

“Everything opened at 9:00 AM on August 1,” he recalled. The process created more stress and work for their current customers. Parents were anxious about losing spots, admins were anxious about making sure everything worked, and not missing any important emails.

Each year, the admin team of Corine Stacks the Team Administrator Nitro Swimming Cedar Park, Eva Minus the Team Administrator Nitro Swimming Kyle, and
Daniel Martin the team administrator at BeeCave fielded hundreds of parent questions, group change requests, and registration errors.

“If I left the office with ten emails in my inbox, that was a good day,” Daniel said. “By the next morning, I’d have 75 to 80 waiting for me.” And he was not the only one. 

The process put pressure on everyone — parents scrambling to sign up, coaches managing group moves, and admins trying to keep communication consistent across all four locations.

The Solution: Play Offense not Defense

In 2025, Nitro leadership team, Tracy and Mike Koleber decided to take a new approach with Captyn. Working with the Captyn team, Nitro reimagined how registration could work. Ditching the archaic method of every family having to choose to sign back up and moving to a seamless continuation of the swimmer’s journey.

They started planning in spring, using Captyn to build out new fall training groups behind the scenes while keeping them hidden from the public. Then, they bulk pre-registered every active swimmer into their appropriate fall group before the season even began.

“Instead of waiting for parents to register, we registered them ourselves,” Daniel explained. When the administrative team was ready, they could allow parents to see next year's training groups and schedules. 

Families who wanted to switch schedules or cancel could do it directly through the Captyn portal, no spreadsheets, no posted notes, no email chains.

The result was a proactive, controlled process. Parents no longer had to fight for spots. Nitro staff finally had a clear picture of who was swimming where, how many spots were available in each group, all weeks before the season began.

The Results: Less Stress, More Trust

“The feedback from parents was incredible,” Daniel said. On the pool deck parents were commenting on how much easier it was this year. We all know parents have so much going on-. other sports, school starting, new routines. Now, families stay enrolled and only opt-out if they choose to. 

Coaches also benefited from the change. With clear, accurate rosters and built-in communication tools, they could focus on athletes instead of administrative back-and-forth.

The benefits extended beyond just current swimmers. Knowing exactly how many open spots at each facility in each training group allowed location administrators to better manage tryouts and new families joining the team.

A Better Experience for Everyone

The shift to Captyn also modernized Nitro’s tryout process. Gone were the paper sign-in sheets and hard-to-read emails. Instead, prospective families signed up online, shared their child’s swim experience, and received automated follow-ups.

“It saved parents time and helped us get the right swimmers into the right programs,” Daniel said. “And because it all lives in Captyn, that data stays with them their entire journey here.”

Across every location, Nitro now has a single, reliable system for registration, communication, and reporting with less stress and fewer mistakes.

Tracy Koleber put it this way "Captyn has enabled us to seamlessly allocate revenue across three separate bank accounts. We’re grateful for the attentive support their team has provided and their openness to our feedback."

The Takeaway

For a team as large and active as Nitro Swimming, success depends on operational excellence, not just in the pool, but behind scenes as well. With Captyn, Nitro turned one of its most stressful times of the year into a streamlined process that builds trust, consistency, and better business practices.

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