April 2019 Update
There is an exciting new piece of sports software heading to the USA and it's called Coacha Software. Any sports club looking to automate their rosters, payments, hold a club database, comply with safeguarding best practice and data privacy laws should keep an eye on Coacha's launch. Coacha has revolutionized the way UK sports clubs are conducting their club admin and it's set to do the same in the US too. Anyone interested can register interest here.
It’s nearly time for a new year and a fresh start. Many clubs we speak to at this time of year are determined to make a change. They've spent the last 3 - 4 years breaking promises to themselves to take the leap from paper-based admin. They've decided that enough is enough.
The majority of our new users were conducting their sports club admin one of two ways before arriving to us. They were either completely paper-based or using another sports club management software.
Speaking to these users always puts us on a mission. Especially when we see how much their lives change after switching to Coacha. This mission is to raise awareness of how much time and money sports clubs are wasting with paper-based admin. And also how much stress can be eradicated by doing away with paper registers and messy spreadsheets.
Spreadsheets and paper-based registers are okay when you first start your club with 20 or so members and a handful of classes. However, as your members and classes increase, things can get difficult to keep track of.
Manually updating every single member record can be time-consuming. Frantically searching through masses of paper for medical information can be detrimental to your club’s reputation.
There is little data security with spreadsheets or paper-based club admin. Meaning you might not be safeguarding your member’s data to the best of your ability.
No matter how many members your club has, Coacha can help. It also allows room for growth without additional costs. Each member has their own Member Profile, meaning any changes made here will relay throughout the rest of Coacha.
Medical and Next of Kin (NOK) information is accessible within seconds and member’s information is safely and securely stored. Save time and stress by organising your member list within Coacha.
Keeping track of your club’s finances when paper-based can be a nightmare. A lot of our clubs previously used standing orders. They would miss so many payments, losing sometimes hundreds of pounds per year.
Clubs also used payment collection services such as paysubsonline (recently re-branded to LoveAdmin). These have with extortionate fees, meaning you're sometimes paying extra thousands of pounds per year.
Coacha allows clubs to take one-off payments or subscriptions. Subscriptions can be set up weekly, monthly or yearly. If a payment fails, it will attempt to be re-collected a further 3 times. Then it will notify you that it failed completely. There is no extra charge for this. You’re always kept informed and can manually check the Money Dashboard for the status on any member’s payment whenever you need to. Meaning you’re saving potentially hundreds of pounds a year on missed payments!
We partner with Stripe for payment collection. Stripe’s fees are 1.4%+20p and we do not mark up these fees unlike other software providers. We’re also soon to be partnering with Gocardless, who charge just 1% in transaction fees.
Classes and Registers
Don’t get us started on paper-based registers. We don’t know how you manage?! Between the time-taken to create them, the effort and cost to print them, it speaks for itself.
Not only that, what if the coach with the registers can’t make it to class? What about in the event of an emergency? Can you quickly access the member’s NOK details, or would you need to delve through another folder/spreadsheet tab?
Simply input your timetable into Coacha, attach the relevant member groups and your registers will automatically generate. As simple as that. Set them up once and you’re good to go until your classes need changing.
All of your coaches can log in and access registers on their devices, along with emergency information.
When you’re paper-based, some clubs end up using forms of contact such as Facebook/WhatsApp. This can sometimes lead to unprofessional conduct and is hard to keep a record of under GDPR. It’s also hard to ensure each member is being contacted accordingly with regards to their age.
Coacha has an incredibly sophisticated broadcast system. You can either send Email broadcasts or use our partner Textlocal to send SMS messages. It’s much easier to keep a trail of these forms of contact under GDPR.
Coacha’s entire broadcast system is built around NPSCC CPSU guidelines. This means that no child can be contacted when they shouldn’t be, depending on their age. Coacha then prioritises the NOK contact details over the member’s.
Ever wondered what a member’s attendance statistics were? Or which is your most popular class? Spending time figuring this out can be an effort. But you could be missing out on vital information regarding the success of your classes.
Attendance monitoring is available via each individual’s Member Profile. This can also help with safeguarding. Coacha will also tell you which of your classes is most popular, plus much more.
One thing we’ve learnt about GDPR is that if you’re paper-based, it’s a lot harder to comply. Your data security isn’t what it could be. It would be a lot of effort to collate your member’s information from different systems if they should submit a subject data access request. Plus, did you know you have to respond to these requests with their data in a digital and easily readable format?
What about consent? Do you have specific GDPR consent options? If so, how are they recorded? Do you have a system for those who don’t want to receive marketing? GDPR can be a minefield and being paper-based doesn’t help your case.
We’ve built the entire second version of Coacha around GDPR. We introduced various features that help you work towards up to 75% GDPR compliance.
Instead of having to deal with subject data access requests, members/parents can log into the Member Portal. Here they can instantly download their own data – an ICO gold standard feature.
We also have GDPR-specific consent built into the system, meaning that no member can enter your club unless they give consent. They can opt out of marketing and you can choose to exclude these members from any marketing emails you send out.
Safeguarding children/vulnerable adults
Documenting sensitive information can be a nightmare when you’re paper-based because, well… how secure is it? We all know that if you don’t document it, it technically never happened. But can you really document safely and securely on paper/a spreadsheet?
Can you assure your younger members are being contacted appropriately? You’re probably wasting a lot of time with your current processes, for the level of efficiency you’re getting out of them.
We’ve built various safeguarding features into Coacha to help you safeguard your members. Coach’s Notes allow you to keep track of progress, behaviour etc. This information can be downloaded by the member/parent under GDPR. But what happens if the information is more sensitive? And could potentially put the child/vulnerable adult at risk of harm? Coacha allows you to upgrade Coach’s Notes to Safeguarding Notes. This makes them exempt from download via the Member Portal.
You can also add an independent moderator to be copied in on all emails to minors. This allows you to monitor the communication to children.
After reading the above, we honestly can’t see why you’d choose to keep doing your admin on paper/spreadsheets. It’s wasting your time and money plus causing you stress.
If you’re worried about the work it will take to set it up and get your admin system over to Coacha, don’t worry, we’ll do that all for you. We offer a free club setup, just provide us with a spreadsheet with your member information and we’ll do the rest.
Try a free trial today. No card details are needed so there are no strings attached. What are you waiting for?