Seamless Communications with Everyone or only a Selected Audience

Well-functioning communication lines between your association and users is essential. It creates security, transparency and overview of your offers, and it shapes the identity of the club. That’s why efficient and tailored communications through Sportyfriends is a cardinal point of the system.

You have many options to tailor communication to different users, and you can also automate certain parts of your communication with new and existing users to significantly reduce time spent on repeated enquiries. Below, we guide you through how to take your club’s interaction with members and guests to the next level.

Send Emails to Selected Segments of Your Club

As an administrator of Sportyfriends you can send emails from the club to your users. This is where we differ from many other membership management systems, as instead of the classic mailing lists, Sportyfriends makes it much more flexible for you to contact specific members, thus ensuring that people only receive information that is actually relevant to them.

You can compose your emails directly in the system, where you can use a text editor, as you know it from gmail and hotmail, to choose font and size, headlines, insert links, images and video, among other things. You can also view a log of previously sent emails.

Send Emails to

Only users marked with a certain 'tag'

Only participants in a certain activity

Only users with a certain membership

All users within your club

Set Up Auto Generated Emails to Save Time

Even the most ardent enthusiasts in the association can get tired of drafting one email after another. That’s why at Sportyfriends we’ve created a wide range of auto-generated emails that your users automatically receive from your club.

Users will automatically receive an email confirmation with further information upon:

Webshop

Bookings

Activities

Signup to an activity
Cancellation of signup to an activity
Cancelled/signed up/removed by admin
Cancelled/signed up/removed by admin
Joined waiting list to an activity
Open spot on waiting list

Memberships

Purchase of membership
Expiry of membership
Change of membership
Admin has changed the user's membership
Notification of upcoming payment (automatic renewal)
Payment failed
Automatic deactivation of membership and rights in case of non-payment

Website Contact Formula

If visitors on your club’s website cannot find an answer to their question, they can use the contact form to get in touch with the club by email (if you have enabled this feature). In the contact form, the user can select the topic of the enquiry.

As admin you can set up who to receive enquiries about a particular topic, so that for example only the accountant receives enquiries about payments, while the team manager or coaches only receive enquiries about training.

Set Up Email Auto Replies

As an admin, you also have the option to set up the club’s own auto reply to the most common email confirmations that are automatically sent out. These include welcome email to new users, confirmation on membership cancellation, booking confirmation and signup confirmation to an activity/event.

You can add answers to the most common questions on behalf of the club, so you don’t have to repeat the same answers. For example, in case a member has cancelled his membership, you can add information about how long the cancelled membership is valid for, and how they can continue to use the facilities of your club as a guest.

Member Retention and Churn Rates

In a busy working environment, we understand that it can be difficult to keep track of the flow of incoming and leaving members. Therefore, with Sportyfriends you can automatically receive a weekly or monthly overview of new members and unsubscribed members, respectively. Based on this information, you can act quickly if the trend in members goes the wrong way.

Get Updated on Your Members’ Behaviour with Notifications

As an admin you can get notified immediately when a member takes a significant action such as joining or leaving your club. Thus, you can choose to receive a notification on your user profile about this. You can be notified of the following, so that you have the opportunity to reach out with information or a helping hand to your members:

When a new member/guest creates a user profile in your club
When a member cancels his/her membership
When a member’s membership/subscription expires
If a member’s payment fails

Push Notifications on Mobile App

For coaches and instructors, it is crucial to know who and how many people are registered for a team or a training session. Only with this information available, the training lesson can be planned to offer the participants the optimal rewards of the lesson. With the app, you always have an up-to-date overview of teams and registrations at your fingertips, so you can prepare each session for the benefit of the participants. Coaches and instructors can even mark attendance for each participant directly in the app to keep track of who is showing up or not.

The Timeline on the Frontpage of Your Club’s Website

The frontpage of your website serves as your general communication platform to both potential and existing users. It is an obvious place to publish general information that may be useful to a wide audience with an interest in your association. As an admin, you can also share a news post directly on your club’s social media, so you don’t have to make the same post twice on different platforms.

This is only the tip of the iceberg

Whether you’re just getting started or ready to dive in – explore your options and find the plan that fits your needs.