Main pool deck
Certified lifeguard
Guards on the stand are a required field on a guarded shift, so the number is on the record.
Amenity staffing
Lifeguards and attendants for the hours your amenities are open.
A community that starts hiring pool staff in May is already late. Set the roles and the hours here once and insured staffing vendors send back their proposals. The roles are certified lifeguards, pool monitors, and amenity attendants, for pools, fitness centers, clubhouses, and gates.
- Lifeguard certification current, or no proposal
- Hours and posts recorded on every shift
- Lifeguards, pool monitors, and attendants
Photo logged on site
Sample record
Amenity staffing
Recorded
Sat 7:04 PM
On site
9:00 AM – 7:00 PM(10h 0m)
Recorded this visit
- Hours covered
- 10 hrs
- Posts covered
- 3
- Lifeguards
- 2
- Peak on site
- 46
- Checks
- 9
- Rescues
- 0
Insurance is verified before a vendor can propose, and tracked throughout.
Shift roster
See every post against the clock.
Two guards hand over at 2:30. The kiddie pool is attended six hours.
One day, three posts
e.g.A staffed day from 9am to 8pm across three posts. The main pool deck is covered from 10am to 7pm by two certified lifeguards handing over at 2:30pm. The kiddie pool is attended by a pool monitor from 11am to 5pm. The front desk is covered the whole day by two amenity attendants handing over at 1pm. Nobody was posted outside those stretches.
9a11a1p3p5p7p8p
Main pool deckcertified lifeguard
A. Reyes 10a to 2pJ. Okafor 2p to 7p
Kiddie poolpool monitor
M. Lindqvist 11a to 5p
Front deskamenity attendant
T. Bell 9a to 1pD. Osei 1p to 8p
Example roster. You set the posts and the hours in your scope. Your vendor employs, trains, and rosters its own people. Who works which shift is its call.
Staffing roles
Know which of the three roles you are hiring.
One of these performs water rescues. The other two do not. Writing the wrong one into your scope is how a season goes wrong.
- Certified lifeguard
Trained to perform water rescues, on a current certification from a nationally recognized program. American Red Cross and Ellis are two of them. A shallow-water certificate does not qualify a guard for a deep end. This is the safety-critical hire for open swim, and the most expensive of the three.
- Pool monitor
Wristbands, headcount, pool rules, incidents logged. Costs less and keeps a deck orderly. Not a substitute for a lifeguard.
- Amenity attendant
Fitness center, clubhouse, front gate. ID checks, access control, and a staffed post where there was an empty room.
Sign-in sheets
What a signature at the gate tells a board.
Most self-managed communities staff a pool with a clipboard at the gate and an invoice at the end of the month.
A sign-in sheet at the gate
On HOAcrew
Who worked Saturday?
Whoever signed the sheet
Named on the shift record
The hours you are billed for
Reconciled from memory
Recorded on the shift, and required
Lifeguard certification
Checked at signing, if then
Current, or the vendor cannot propose
A quiet substitution
Noticed, or not
Carried on the record, shift by shift
Where the invoices land
Whichever inbox they hit
Every invoice in one place
Who worked Saturday?
A sign-in sheet at the gateWhoever signed the sheet
On HOAcrewNamed on the shift record
The hours you are billed for
A sign-in sheet at the gateReconciled from memory
On HOAcrewRecorded on the shift, and required
Lifeguard certification
A sign-in sheet at the gateChecked at signing, if then
On HOAcrewCurrent, or the vendor cannot propose
A quiet substitution
A sign-in sheet at the gateNoticed, or not
On HOAcrewCarried on the record, shift by shift
Where the invoices land
A sign-in sheet at the gateWhichever inbox they hit
On HOAcrewEvery invoice in one place
“A sign-in sheet at the gate” is the status quo at a self-managed community, not a named product. Six companies, six invoices. You pay each one. They are all collected here, on the same terms, so nothing has to be chased through email.
Vendor vetting
Vendors are vetted before their first proposal, and tracked all season.
Licenses and certifications are vetted, insurance is checked, and qualifications are reviewed before a vendor can propose. Expiration dates are watched throughout, and a lapsed credential stops new proposals.
- Grace period on a lifeguard certificate
- 0
- An expired certification is not a certification, so the vendor cannot propose.
- Fields required on a guarded shift
- 3
- Hours covered, posts covered, and guards on the stand.
- Roles, priced separately
- 3
- A guard hour and a monitor hour are different hires.
- Photo, minimum
- 1
Amenities
Put every staffed amenity in one scope.
The pool deck, the kiddie pool, the fitness center, the clubhouse, and the gate. Each post takes its own role, its own hours, and its own shift history.
Post by post
Kiddie pool
Pool monitor
Wristbands, headcount, and pool rules. Not a substitute for a lifeguard. A monitor is scoped and priced separately.
Fitness center
Amenity attendant
The attendant checks IDs and controls access. You set the hours in the scope.
Clubhouse
Amenity attendant
An attendant works the desk. The hours covered go on the shift record.
Front gate
Amenity attendant
The gate is staffed for the hours you scope. The shift is recorded like any other post.
Posts and hours
Pin the posts, then set the hours on each.
When a community asks for weekend pool coverage, a staffing vendor still needs to know which deck and for how many hours. Mark each post and put the hours on it, so every vendor prices the same roster. Shifts are then recorded against the posts they covered.
PoolWhat gets recorded · example
See which post was coveredA shift is recorded against the amenity it covered.See who was on itThe shift record names who worked the post.Total the hoursClock-in and clock-out are recorded on the shift, and the hours are a required field.
Post this work for your communityNext
Set the roster, week by week.
Name the roles, the hours, and the weeks. A free account publishes it. Insured staffing vendors send back their proposals.
Join free
Free to publish. Vendors set their own prices and send them with their proposals.
Run a service company? Join HOAcrew for free.