Effective Management of Teams & Activities

Easy Activity Management

This includes training lessons, team matches and one-off events such as a summer party or club evening.

A cardinal point for Sportyfriends is to facilitate the work for you as an administrator. That’s why we’ve made it easy for you to set up and organise your club’s teams and activities. Registrations, cancellations and payments are handled by the users themselves, and the various events are updated automatically the moment people are signing up for or leaving an event. Below you can read more about the possibilities of Sportyfriends and how we can make activity management easier for both your club and for your members and guests.

Set Up Your Activities

When creating the activity, you as admin quickly select the basic settings such as name, date, number of participants and a possible description of what the activity is about. You also choose if you need a membership of the club or if everyone should be able to register for it. If your club does not apply memberships or subscriptions, but is instead based on pay’n’play, you can simply choose that the event is open to everyone.

Do you need specific information about the user, such as age, gender or level? Then you can ask the user to provide the required information when registering.

Management of Signups

Users can sign up and cancel their signup to an activity directly on your club’s website via their own personal user profile. They can access this at any time through PC, tablet or mobile, or they can sign up via the Sportyfriends app for iOS and Android.

Additionally, you as an admin may invite all members or selected member segments to a specific event. If a user signs up for the wrong team, or you as admin need to change the team composition, you can move a participant from one activity to another. The affected participant(s) will automatically receive an email stating which team they have been moved from and to.

Teams and Events

You can choose to create a single event that takes place on a given date and time. Obvious examples of this type are the annual summer party or a general meeting.

If your association offers training classes or team lessons, you can choose to have an event repeated on a daily, weekly or monthly basis. This way, for example, you can set up a team that runs once a week from the start of January to the end of May without having to set up each individual session.

Assign a Coach or an Instructor

For each team or activity you create, you can add a coach. This allows users to see who is teaching the class and makes it easier for the instructor to keep track of registrations. The instructor can also easily keep track of the attendance, so you know which of those who signed up actually showed up.

Is Participation Paid or Free of Charge?

As an admin, you choose whether to make it free of charge to join an activity or whether to require payment for it. If the latter is chosen, the user can pay online by credit card when signing up. Alternatively, a user’s membership can give access to all or selected activities or teams in the club.

It is possible to charge different prices for different types of users. For example, you can have one price for members of the club, while the price is different for guests.

Option for Add-on Purchases

In addition to the participation fee itself, you can also set up add-on purchases for an event. For example, if you are organising a beginners’ training session, you can give participants the option to buy a meal after the session, or you can let them buy the necessary equipment.

Sign Up for Multiple Events at the Same Time

To make it easier for your users to sign up for and buy your services, you can let them buy/signup for multiple events at the same time. It’s as simple as adding your different teams or activities to your shopping cart and paying for them all together. This can be helpful, for example, for a parent who signs up one or more children for different teams in your club.

However, we acknowledge that the costs of signing up multiple users for several different activities can add up quickly. Therefore, admin has the option of allowing the user to split up the payment into instalments.

Payment Refunds

As an admin, you decide whether the user should be able to get their money back if they unsubscribe from an activity they have paid for. If you choose to give the user this option, it does not involve any additional work for you as admin. If the user cancels his/her registration within a given period, the payment will be returned to the credit card with which the user originally paid for his/her participation.

Waiting List

Managing participants can be time-consuming to do manually. That’s why we’ve automated much of this process with the waiting list. When the waiting list is enabled, users who sign up for a fully booked activity are automatically put on the waiting list. If an open spot occurs, it is automatically allocated to the first user on the waiting list. This saves you the hassle of having to spend time handling signups and cancellations for various teams and training sessions.

Organise Your Activities in Categories

To give your users an easy overview of what you are offering, you can organise teams and events in categories. This is especially recommended for larger and active associations with a significant amount of activities. For example, you can organise your services into categories such as training sessions (and possibly sub-categories for junior, senior and elite), social events and club nights.

If you offer different branches of the same sport, e.g. in an esports club, you can divide your teams into categories such as League of Legends, CS:GO, FIFA, Dota 2, etc.

Admin chooses where and how teams and events are displayed. It can be on the front page of the website, in a calendar, or in the Activities section. Also, it is possible to create an activity where the user can only register if he has a unique link to it.

Unique Page for Each Activity

Each activity can have its own unique page with additional information for participants. This can be easily added by the admin when creating the event. The unique page simply appears when the user clicks on the activity on your association’s website.

The activity page displays more details about the activity. For example, the admin can add a deeper description of it in the form of text, images and video. For example, it could be a program for the training session or the menu for the Christmas party.

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.