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Wessex Youth FC

Wessex Youth FC was founded in 1997 to provide a team for the football players who didn't quite meet the standards required to play for the two previously established teams. Of course, this proved incredibly popular, and due to their high standards, they were awarded the prestigious status of FA Charter Standard Club in 2002.
Now, fast forward to 2018 and Wessex Youth FC has over 250 members spread across 17 teams. Thanks to their dedicated efforts to provide a football club which coaches children in a safe and positive environment, it's no surprise that their membership is higher than ever before.
Unfortunately, though, with increased popularity comes increased admin, and Wessex Youth FC soon found they were fighting a losing battle.
That's where LoveAdmin stepped in.

The Challenge

Wessex Youth FC soon found their payment collection and information management had quickly become outdated and ineffective. The club was reliant on coaches to chase late fees, relay communications and deal with new applications. As the club continued to grow, it was apparent their current processes were inadequate, and they identified key areas for improvement.
Speaking to Ben Trotman, he said, "Previously, we managed our admin through a beast of a spreadsheet and every coach was also accountable for chasing their players for payment. I did an analysis of our old financials before we switched to LoveAdmin and I discovered that we were only receiving £70 per player despite our annual fees being £100."
To compound these issues, the information stored in their lengthy spreadsheet soon became too difficult to reconcile and keep up to date. And, by using an insecure spreadsheet, safeguarding their members' information could be compromised. Following the implementation of the GDPR, this was important to remedy quickly.
In the face of these challenges, Wessex Youth FC began looking for a solution that could support their admin needs more effectively, and importantly, drastically increase their payment collection.

The Solution

Key to Wessex Youth FC's choice was the need to increase payment collection rates, reduce administration time and improve safeguards. LoveAdmin's 'real time' payment reports helped Wessex Youth FC keep track of every penny paid and owed and as payments came in, the system reconciled the payment automatically saving lots of time.
When it came to keeping on top of debtors, they could quickly see who was yet to pay and send reminders direct from their payment reports without the need for coaches to do the chasing themselves.
LoveAdmin also provides members with their own online account where they can keep their information up-to-date first-hand. The process of the parent logging in and checking that their child's information is up-to-date means club officials no longer need to do it themselves. It also drastically increases the likelihood of the information being accurate which aids GDPR compliance.
And, because fields on the registration form are made mandatory for completion, vital information like medical conditions, declarations and emergency contact information is now collected in full, improving the safeguards for the students and Wessex Youth FC itself. Even better, this vital information is available pitch side on their mobile phone or tablet thanks to our free app.
“For me, not having to carry paper forms around in the rain and snow is fantastic. I have a diabetic child on my team, for example, and I have all the medical information relating to him available in my pocket.”
Finally, when new members join, no longer do they get added to a large spreadsheet manually. Instead, new registrations are done online, and information and payments are recorded on the database instantaneously, meaning coaches at Wessex Youth FC have more time to focus on coaching football – the thing they love – rather than admin.

The Result

Wessex Youth FC have seen great results since switching to LoveAdmin.
Since adopting the software they have increased their payment collection by 15%, a total of £4,000, and collect payment 3x faster than ever before. If that wasn't good enough, they have also reduced their time spent on admin by 80%.
We think those results speak for themselves.

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