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Fitness-Skills-Evaluation-Memberships

Use Fitness and Skills Evaluations to Sell Memberships

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You may be asking, won’t an upfront fee scare away new business? The answer – it won’t if you provide something of value in return. If you properly utilize the fitness evaluations in your sales pitch, potential clients will understand that the assessment is essential to their success. Then, they will pay for it. It’s for the same reason they choose to pay for the classes and training. Some other things you can include with onboarding new members would be facility branded T-shirts, a bag to carry fitness gear, a printed manual going over the programs offered at your facility, and more. The potential member is happy with the free gear. In addition, you can send out marketing materials. Then, they will be seen by friends, classmates, and teammates.

Pricing for this upfront fee can vary based on your membership pricing, how much you pay your staff, and more. In my past experience owning DNA Sports Center, I charged $69 (not including tax) for the enrollment fee. This cost allowed me to pay for the staff’s pay for the assessment, the onboarding member materials, and the equipment used for the evaluation. It even covered the commission for the staff member that sold the membership.

Once laid out in front of them, clients will now understand the benefits. For a small fee to get started, they will walk away with a private assessment that uses industry-leading fitness evaluations technology, plenty of merchandise, and a written in-depth report to guide them through their membership program.

Make it a Sales Tool

Additionally, use the assessment as a great incentivized sales tool when a client is stuck on the overall cost of the membership. Waive or discount it as a strategy to confirm the sale. Another way I allowed the staff at DNA Sports Center to utilize this tactic is waiving the enrollment fee with the purchase of a longer membership package. Waiving this small, but often intimidating, fee is typically more cost-effective than discounting other services that come with the membership.

Learn More About eSOFT PLANNER

eSOFT PLANNER is flexible, affordable, simple, and perfect for small business owners.  Request your free demo today. See how we can help you consolidate effort, save time, increase revenue, and grow your business.

Sports Facilities Seek Client Retention

Client Retention when Instructors Leave a Sports Facility

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How to Keep Clients When Instructors Go

Trainers and instructors are close with clients, helping them with personal goals during one-on-one time. School-aged clients, in particular, look up to their instructors and can get very attached. So, it is essential to think about how to keep client retention.

Unfortunately, most instructors will eventually leave your academy at some point, and it’s common for departing instructors to try to take regular clients with them when they go. That can have a devastating effect on your business, particularly if they’re taking clients that you’ve spent time and money to attract.

Owners and managers of sports facilities must be prepared. It’s essential to take the following steps to protect your business from the threat of departing instructors.

An Employee Agreement

The most obvious way to prevent employees from taking clients with them is to make them agree not to do so in writing. Require new employees, especially instructors, to sign a non-compete agreement or include language in a signed staff handbook or work agreement.

Non-compete laws vary across the country. Some states don’t allow them at all! You’ll need to consult a local lawyer to find the best way to protect your business. The agreement’s language must be reasonable to your staff if it is to be upheld in court.

Thorough Hiring

Vet candidates during the hiring process to determine if they’ve burned any past employers. Check records by verifying as many references as possible and look at employment length on the resume.

Some former employers, however, may only answer “yes or no” questions regarding their former employees due to legal concerns about defamation. Many will limit answers to whether someone is eligible for rehire and confirming dates of employment.

You may not get much information if you only do a reference check. Use your local sports community’s network to get a good sense of a trainer’s background.

Better Retention

Turnover is a common problem for sports facilities because young, inexperienced people are attracted to these types of jobs. eSoft Planner’s team of industry experts has worked with facilities just like yours and learned the best practices for how to keep instructors longer. Gain information from each departure to make your facility better. Conduct exit interviews with discussions about reasons for leaving and follow-ups.

We’ve also learned that your best employees are less likely to look for opportunities elsewhere if they have great incentives to stay. Offer a combination of competitive pay and benefits as well as less tangible perks. Create a fun working environment with flexibility and a clear path for advancement.

Spend time trying to improve this issue. It directly impacts your available resources and financial bottom line.

Control of Scheduling

Some academies let their instructors handle their own scheduling for lessons and clinics. This is a mistake! It cuts you out of the communications loop and makes it even easier for instructors to take clients with them when they leave. It can also put your facility at risk for liability issues.

You should always have a record of who was on your property for insurance purposes and what they were doing at any given time. Make sure that anyone who practices in your facility has a signed waiver as well as updated emergency contacts on file. eSoft Planner’s centralized scheduling program can help you stay on top of all these moving pieces.

Scheduling also means that you keep valuable marketing data for each of your clients. You collect contact information as well as information about their activities, interests, and abilities. Use that data to tailor your marketing campaigns later. You’ll have a chance to draw clients back to your facility — even if they’ve followed an instructor elsewhere.

A Secure Client Database

Your client list is more valuable than any single physical thing your business owns. It could seriously undermine your business if it falls into the wrong hands.

Your clients trust you to keep their information safe and private. Our recommended practice to keep your client database close, not providing it to everyone at your facility, and track every time it is downloaded it.

eSoft Planner’s complete sports facility solution does the heavy lifting for you with capabilities to set different access/permissions for each employee. For example, you may want instructors to see only specific pages such as scheduling, but your membership managers may need to see different pages to update memberships, etc. Your staff should always be able to access the client information they need easily and without the need to download the entire database.

A Consistent Exit Procedure

Use a standardized checklist every time a staff member quits or is terminated. Checklists should include the following tasks:

  • Removing the departing employee’s access to scheduling software
  • Changing their passwords to social media and other company accounts
  • Collecting keys and equipment, such as a company cell phone or computer

For More Information

When an instructor leaves your facility, always take the high road. You’ve got a business to run — don’t take it personally. The best owners learn from their experiences and keep moving forward.

Contact eSoft Planner for a free demo to see how you can balance client retention and employee engagement with streamlined processes and customized workflows.

Training Program for Sports Facilities

Benefits of a Sports Performance Training Program

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Benefits of a Sports Performance Training Program

If your sports facility hosts its own teams, consider developing a training program designed for those teams and their sports.  Too often, practice only focuses on team strategy, preparation for the upcoming game, or other specific drills. Generally, pure physical conditioning is not stressed enough.  Instead, it is treated as a checkmark on the “to-do” list and only briefly addressed at the beginning or end of practice.

Your team should focus on both specific training and game-like drills.  Below are key benefits to creating a specific sports performance training program.

  • Improved athletic performance. Specific skills such as throwing, passing or shooting improve as players become stronger and more agile.
  • Injury prevention. Repetitive movements can cause strain and lead to injury. Increasing general strength and learning proper technique helps prevent burnout and poor mechanics, which helps avoid injury.
  • Improved mental performance. Players struggling with certain skills may excel in your performance training program.  You can track improvements over time, which builds confidence and improves gameplay.

Your players are at greater risk for injury and burnout as competitive seasons become longer and longer.  To combat this risk, your training should focus on improved strength, speed, agility, and confidence.  These fundamental fitness techniques help keep players healthy.

In addition to helping improve performance, sports training programs are a great marketing tool for your business.  Offering specific programs helps you bring in revenue throughout the year and cross-promote other offers. Also, these can be offered to the players on your teams as well as the general public.  To incentivize more teams to train at your facility, provide them special access and discounted rates.

Learn More About eSOFT PLANNER

eSOFT PLANNER is flexible, affordable, simple, and perfect for small business owners.  Request your free demo today to see how we can help you consolidate effort, save time, increase revenue, and grow your business.

Sports Equipment with tennis racket and balls

Sports Facility Equipment: What and How to Buy

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What Equipment do I Need for my Sports Facility Start-Up?

How do you figure out what sports equipment you need for your new sports facility? And how should you pay for it? Here are some tips for selecting the best equipment for your start-up business.

Make a List of Equipment You’ll Need

Look at the activities you described in the “products and services” section of your mission section. What’s the minimum amount of equipment you need to offer those products and services? Make a list — and keep it simple. Upgrades and new features can always be added later. Stick to the essentials and save your cash for operating expenses and emergencies.

You’ll probably need some combination of this material and gear if you’re opening a baseball and athletic training facility:

  • Turf
  • Netting
  • Pitching machines
  • Baseballs
  • Staff computers and other technology
  • Desks and furniture
  • Weight room, weights, fitness equipment
  • Signage

Review your list. Each piece of major equipment should have a clear spot in your business plan and its own mini-business plan. Rethink whether you should invest in a piece of equipment if it can’t easily cover its own costs.

Find the Best Ways to Buy

You have your list of essential equipment. The next step is to find the best and most affordable way to get each piece. Here are some guidelines:

  • Are you good with home projects and construction? Consider buying new if you’re not a “do-it-yourselfer.” This is not the time to try to become a handyperson. The professional installation costs and warranties included in the price of new equipment can be well worth it. Don’t take risks with the important stuff.
  • Buying used is the best way to go if you are a “do-it-yourselfer.” eSoft Planner’s team of experts can advise you on great deals for used pitching machines and fitness equipment.
  • Can’t afford new? Consider financing. Remember, cash is king. Look for a financing deal if you can’t afford the full cost of new equipment. Rates will depend on the current market, your credit score, and the type of equipment you want to finance. For example, it’s easier to get a good rate on equipment that a bank could sell if you defaulted — such as a pitching machine.
  • Be careful and get referrals. Many sports facility owners delay their openings because of problems with their suppliers. Don’t base your choice on price alone. Get referrals from people you trust!

Save as Much as You Can

Here are some ways to save on equipment when starting out:

  • This is a gold mine for deals on used weights and strength training equipment.
  • Turf fragments. You may be able to use leftover fragments instead of paying full price if your turf area is small enough.
  • Comparing offers. Quote as many manufacturers as you can for the big items. Don’t forget to consider the cost of shipping, installation, and maintenance when you get the quotes!
  • Negotiation and patience. Find a space that was previously a sports center but has closed down. The owners are likely anxious to get rid of the responsibility of the building and get back some of their investment. Be willing to negotiate. You can offer to get their lease — and all their equipment for pennies on the dollar. They’ll likely agree rather than pay another month’s rent and utilities. Patience pays off!

For More Information

Contact us if you need advice or have any questions on buying sports facility equipment. We pride ourselves on the personal feel of our customer service and consultation.

Most of our staff has experience picking the best equipment for sports facilities while working as athletic coaches or staff instructors. Request a free demo to learn how eSoft Planner helps clients succeed by sharing our knowledge, experience, and industry best practices

Baseball Glove During Reopening Event

Critical Steps for a Reopening Event

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Throwing a Reopening Event for your Sports Facility

Many high schools and leagues may have cancelled or delayed their seasons, but the game must go on for sports facilities. Perhaps you’ve already started offering services to clients. But what steps have you taken to raise awareness — either of your opening event or your grand reopening event?

The best way to get the word out is to throw a party! A grand reopening event is great publicity for your business — and can be a lot of fun for you and your community.

5 Tips for a Memorable Event

Here are some tips for organizing a safe and successful opening ceremony, even during the COVID-19 pandemic.

Choose a date and decide who to invite

Choose a date that doesn’t conflict with local events or holidays. You should also plan who to invite and what day works for them. Then you need to verify how many can your building accommodate and, more importantly, how many people are allowed to congregate inside based on your area’s current guidelines.

The Center for Disease Control and Prevention (CDC) doesn’t have guidelines for a specific number of attendees. They do, however, encourage event organizers to limit people’s contact with each other. You also want to stay up to date on how many people can gather inside on a state-by-state basis and if it’s feasible to stage the event outside.

Some states allow 50 people together at a time. Other states prohibit gatherings of more than 10 people. Bear that in mind as you prioritize your guest list! Consider these different types of guests when making your invites:

  • Long-time and potential customers
  • Online influencers
  • Vendors
  • Local media
  • City government officials
  • Business partners
  • Celebrity guests (within reason and budget)

You’ll want to follow-up with your guests. Grab names, emails, and phone numbers. This information can be easily captured ahead of time with RSVPs and online sign-up forms.

Find a theme and decide on a budget

What type of event is best for your business and target audience? You have many options, including a:

  • Ribbon cutting
  • Reception
  • Open house

You can also decide on a theme. The obvious answer is sports-related!

Put together a financial plan once you’ve nailed down those key details. Use your sports facility, if possible, since part of the event should be showing it off to clientele.

How much money will need to be spent on entertainment, refreshments, and prizes? You’ll also need to budget for marketing and promotion.

What’s the right entertainment, food, and beverages for your event?

You must keep your guests entertained. What better way than with music? Look into local DJs or bands. Consider your facility’s acoustics.

Food and beverages can complement the chosen theme. A tropical party in the summer demands beach-inspired drinks, while pumpkin spice drinks are a hit in the fall.

You may need to hire staff to serve the food and beverages. You also need to plan to have all the necessary permits. Will there be alcohol? You’ll need a noise permit for after 10 p.m. if the party is held outside. Fireworks, health permits for food and building permits for tents — there’s a lot to anticipate!

Don’t overlook the behind-the scenes elements

Make sure to have enough trash cans and restrooms, including portable restrooms. Will you be doing the clean-up afterwards? Does that come as part of the package with the serving staff?

Get the word out

The easiest way to spread the word is by updating your website and social media! Offer special deals limited-time coupons, raffles, and giveaways to accompany the event.

There’s also the old-fashioned approach. Decorate your building with signs and balloons. Send out announcements in the mail or use local advertising — online, print or radio.

Plan for COVID-19

How can you exercise caution while throwing a socially distanced party? The first thing you can is appoint a workplace coordinator — for the event and your everyday business activities.

OSHA advises, “Implementing multiple layers of controls (e.g. mask wearing, distancing, and increased ventilation)…help protect unvaccinated and other at-risk workers.”

Advice from OSHA and the CDC, emergency protocols, and communication tools can be utilized during the event. These protocols include:

  • Wearing facemasks
  • Taking temperatures of employees and guests at the door
  • Maintaining social distancing of 6 feet
  • Placing proper signages and designate areas for guests
  • Promoting handwashing, proper cough, and sneezing practices
  • Cleaning and disinfecting the gathering space thoroughly before and after the event using EPA-approved cleaning products for COVID-19

When planning your party in the time of COVID-19, don’t rule out a hybrid indoor/outdoor party, with major activities in the parking lot and small tours of the facility at timed intervals.

And if your local and state restrictions don’t make any kind of in-person party practical, consider a Virtual Open House. You can host an invite/VIP Zoom call where you can update your customers on what you’re currently offering, make some time for catching up among your members, and remind your customers of the value you deliver.

For More Information

Use eSoft Planner to plan a smart and healthy event. The comprehensive sports facility management solution can help base your event on what’s best for your business and customers.

The software’s communications tools can help you email and text customers, post messages on social media, provide customers with self-service registration, and book the event with real-time, online scheduling. Our expert team also offers consultative customer support and industry best practices to help build your business.

Request a free demo to learn more about eSoft Planner’s flexible and affordable solution to optimize your reopening event!

Paperwork for Creating a Marketing Plan

Marketing Plans are Annual Need for Sports Facilities

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Create Annual Marketing Plans for Your Sports Facility

What’s the best way to market your sports facility to your community? Planning ahead with developing a marketing plan is critical — whether your business is brand new or has been around for decades.

If recent events have taught us anything, it’s that your business’s financial situation can change in a moment. You need to be flexible! But if you don’t have a plan, you’re not being flexible, you’re simply unprepared. Planning ahead is especially critical for sports-related businesses to avoid a slow season and a lull in revenue that can make or break your business.

Break the Year Down and Find a Focus

Use your annual marketing plan to break the year down. Decide what to focus on each month and write it down.

  1. What your clients will want to buy that month. You know your clients better than anyone. Familiarize yourself with local school schedules and sports schedules. Which sports and fitness programs are the most popular in your community, and when? Note those details on your calendar.
  2. What programs, classes, or events will provide the optimal revenue for your facility. Remember that each area in your facility should have multiple uses throughout the day. Diversify your space to maximize your revenue! Keep your clients’ range of ages and interests in mind when planning programming. Make sure that there’s something for everyone! Remember, each square foot of your space costs you money every day. Each square foot should be generating as much money for your business as possible. Don’t worry about getting too detailed here. The most important thing is to note the start dates, staffing, focus, and tentative pricing. You can finalize all the details as the event gets closer.
  3. What special events and promotions you can run to reach your goals. It’s up to you to come up with promotions that will entice customers while still allowing you to meet all your financial obligations and keep your doors open. New businesses, in particular, benefit from offering discounts to get new customers in the door. Plan promotions with care and update the pricing as your financial needs change.

Mapping Out Your Calendar

You’ve established your general outline of events. Now it’s time to create a calendar.

eSoft Planner’s team of industry veterans have found that the ideal window for getting the word out about a new class, program or promotion is six to eight weeks ahead of time. Classes may or may not fill up that early.  Sometimes they do! But it does get people thinking about the event.

We typically send out a dedicated email during this window. We remind followers on social media about the event or class after a few weeks have passed. Finally, we send out yet another email linking directly to the registration page. We repeat this last step at the beginning of the week of the actual class or event, or the registration deadline for the class or event, if that comes first.

Having specific to-dos on a highly-visible calendar will keep your staff on track. You’ll want to assign a staff member to enforce the deadlines contained in your plan.

Make sure to revisit the plan every month to make additional changes and add details. Every six months you should be planning ahead for the next six. You’ll be able to stay a year ahead at all times!

For More Information

eSoft Planner’s customizable tools and features as well as an experienced team of consultants help fulfill your small business scheduling needs. The marketing module can track customer interest, email customers, post messages where they’ll be noticed, and keep you organized across the balance of the year and into 2021.

Fill out this form to request a free demo and learn more about eSoft Planner’s comprehensive scheduling and management system for sports facility owners across the country.

Laptop with Screen of Sports Facility Website

How Can You Create a Sports Facility Website?

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Sports Facility Website Guide Part 1: The Basics

Many new sports facility owners don’t think of themselves as “computer people.” You spend your time out on the field or the court — not in front of a screen.

You know a website is important for your new business. But where do you start? Many jump at what seems like the simplest or cheapest option without looking before they leap. There are better choices out there!

What are the common website stumbling blocks and priorities for new sports facility owners? Here’s a basic roadmap for beginners who need a website but don’t know much about making one.

What You Need: A Summary for Beginners

You’ll need four building blocks regardless of who builds your website or how much you pay for it. Some web designers or web builder packages include all four in the total price and do the setup work for each one — but you’ll pay for them one way or another.

  1. A Domain Name

You know these. They start with a “https://www” and usually end with a “.com.” These are also referred to as your website’s “address.” It works the same way as a postal address does by pointing visitors to your website’s location and displaying that location at the top of your browser. You can buy (or “register”) your domain name through a variety of domain name registrar companies. You have exclusive rights to your domain name once you register it. Make sure you own this and register it in your name — it shouldn’t be owned and controlled by the company making your website. As the address becomes more valuable, you don’t want a landlord. Unfortunately, you won’t have all the building blocks for a working site just yet.

  • If your website is a house, the domain name is its address.
  • Average cost: According to GoDaddy, “a domain name can cost you anywhere from $2 to $20 per year, depending on specials or discounts.”

  1. Hosting

Your website’s electronic files must be stored somewhere. Plenty of companies are happy to host those files on their own servers for a fee. Many domain name registration companies also offer hosting services, or you can use a different company for each service. However, buying a hosting account is not the same as buying a working website.

  • If your website is a house, a server is the plot of land you want to build on.
  • Average cost: “Websites for individuals and small to medium-sized businesses can generally get everything they need from web hosting plans somewhere in the $2 to $20 a month range, with $50 being the upper limit you’re likely to face,” says HostGator. Be aware, however, that prices can climb with added services.
  • It’s worth considering a hosting service that provides easy back-up and restoration services and/or even a “development” or “staging” environment. These features make it easier for you to fix your website if it ever goes down or you break it while trying to make updates or changes.

  1. Design and Programming

Here’s the real cost. Programmers and graphic designers will create and code your site — either from scratch or from a basic template. Your options range from individual freelance designers to big companies with hundreds on staff to offer these services.

  • If your website is a house, this is the actual construction — the bricks and mortar, as well as the aesthetics.
  • There are two models for having someone build it for you.
  • Some companies charge an upfront fee and then a monthly fee for their website development service. Keep in mind that this cost adds up over time and you might end up spending more in the long run.
  • Other companies charge just for the development of the website. Look for one that will turn over the keys to the house and give you tools to do your own content changes — like adding items to your calendar, updating pricing or adding pictures.
  • If you’re looking for a build-it-yourself option, check out these choices from PC Magazine. They estimate that most monthly fees for these website builders are about $25/month as an e-commerce site. One-time fees range from $1,000 to much more, depending on how many custom features you want. Read the details to see how hosting is handled.

  1. Service and Updates

Aging websites need maintenance. They experience wear and tear or face unexpected disasters, such as hacking. Technology is always advancing. Criminals always want to steal things. You’ll need help keeping your website safe and up to date.

  • If your website is a house, updates are the homeowner’s policy and hiring repairmen.
  • Average cost: “Keeping a website relevant requires paying for maintenance and updates,” says Forbes, and hosting accounts and website designers charge service costs. They can start out at as little as $15/month but pay attention to what your plan includes. Make sure you can get ahold of someone to get it fixed right away if something goes wrong.

For More Information

Are you feeling more comfortable with building a website? We would love to discuss with you how eSoft Planner sports facility scheduling software can free up time in your workflow to focus on website development.

eSoft Planner’s staff is also well-versed in industry best practices and sports facility website design trends. Fill out this form to request a free demo and learn more.

Social Media for Sports Facilities

Does Your Sports Facility Need Social Media?

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How Can Your Sports Facility Utilize Social Media?

Social media should play a big role in your sports facility’s marketing plan. Is it worth a smaller facility owner’s time and resources to stay up to date on social media?

The answer is yes! Facebook, Twitter, and LinkedIn are excellent resources to instantly notify customers of happenings at your facility — in real time. And Instagram and TikTok are opportunities to explore and engage with customers through photos and videos.

What are some ways you can benefit from utilizing social media to promote your sports facility?

The More You Give, the More You Get Back

Most computer savvy consumers expect business-to-consumer businesses to have social media pages. Well-maintained social media spreads your message and adds legitimacy to your brand — even if you don’t have thousands of fans.

In fact, many sports facilities rely on their Facebook pages even more than websites to reach customers online. Facebook’s user-friendly pages are guaranteed to be updated and accessible, they’re easy to find in an online search, and they’re free to create.

The more effort you put into your social media marketing, the more you’ll get out of it. Spend 20 minutes every few days updating your Facebook and Twitter pages. Take photos of your employees enjoying their workday and videos of customers having fun — it humanizes your company. You can use TikTok to add unique effects and music to spice up a video. Even a little effort can significantly increase your chances of making a sale.

Don’t hesitate! Get started so you’ll adjust to the routine of posting content. You can try more sophisticated strategies once you’re more comfortable.

6 Ideas to Increase Engagement

Need ideas for what to post? Here are a few basic ideas:

  • Allow your customers to “check in” to your facility, which displays on their own pages and is visible to all their friends.
  • Announce new programs and remind your customers of their sign-up deadlines. They’re more likely to see them in real time on social media.
  • Announce special deals and discounts! Remind users when they’re about to expire.
  • Start conversations by posting success stories and mentioning your customers. Tag them using the social platform.
  • Respond quickly to customer comments — especially bad reviews. You can learn from their feedback and make the most of an unfortunate situation.
  • Post photos and videos that your clients will want to share with their friends.

Scheduling Facebook posts is an efficient way to save time if you’re worried this will eat into other responsibilities. Facebook allows you to add several posts at a time and set the dates for when those posts will go on your page. If you use a professional email marketing program, you can also update Facebook and other social media accounts automatically whenever you send an email. If you’re already on Twitter, link the two accounts so you only have to make one update.

Find a staff member who is already comfortable with social media. They can handle these updates, or you can sit down with them so they can familiarize you with how it works. Involve your whole team by encouraging them to submit content for your pages.

For More Information

Are you still unsure of how to create and use social media for your sports facility? eSoft Planner’s team of experts have a breadth and depth of knowledge and experience to help optimize your social media platforms.

The sports facility staff and client scheduling software can also streamline your processes. You’ll have more time to connect with customers and reveal your company’s true personality through your social media presence. Click here and fill out the form to request a free demo.

Sports Facility Employee Managing Cancellations

Scheduling Tips for Managing Cancellations

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Scheduling Tips for Managing Fall Sports Cancellations

As the summer months fade away, you may be realizing that the good intentions of your clients may be just that — good intentions. COVID-19 has led to questions about fall outdoor sports, and indoor recreation is certainly precarious. While schools have been careful in their reopening processes, the fact is that fall sports and fall and winter indoor activities could face modifications, delays, or even complete cancellations. It is important to know best practices to managing cancellations.

You need to be more prepared than ever before to rearrange your schedules on an almost daily basis. Facilities that can do this effectively are the ones that will survive in the new norm.

Here are some planning tips to make sure your facility remains as profitable as possible in the coming months.

Double Bookings and Uneven Scheduling

With sports facilities already limited in their capacities due to social distancing measures, the last thing they need is to lose out on cash because of a double-booking mishap.

Conflicts might arise from two teams or athletes being scheduled in the same space, or from being scheduled in two different spaces at the same time.

But an even timelier issue — especially in the face of COVID-19 — is having uneven schedules. If most of your teams, coaches or athletes are using the space on one particular day of the week, that leaves little time for required maintenance and cleaning between uses.

Free software claims to help you manage these things, but these tools don’t often let you set any custom parameters to manage this new normal. Additionally, updates to a schedule may not happen in real-time, leading to complaints from clients who think that they are due preferential treatment.

Last-minute Registrations, Refunds, and Cancellations

Last-minute scheduling changes due to COVID-19 have increased the need to find a flexible organizational tool. If your facility still relies on spreadsheets or pen and paper, last-minute registrations, refunds, and cancellations can become a cumbersome challenge.

The fear of getting sick is much higher on your client’s radars, so refunds might take up a much larger chunk of your staff’s time. Most scheduling software makes it easy to offer refunds to your customers. Some even provide a customer-facing portal — allowing your clients to self-service and initiate cancellations and automatic refunds on their own.

Other facilities have opted not to allow cancellations, instead only allowing clients the option to reschedule. For teams to be rescheduled, everything — from participants to coaches/instructors to staff — must realign to fit a particular time slot. Powerful scheduling software with the right features can optimize your schedule with just a few clicks.

Support Where You Need It

While scheduling and registration software should be a priority for effective facility management, what a lot of facilities look for — specifically during the new normal of COVID-19 — is an experienced support network.

At eSoft Planner, we understand the pain you’re experiencing and the true challenges of scheduling because we’ve been there. We built the software out of necessity to manage a sports facility. When you join eSoft Planner, you’re getting a team of dedicated experts who specialize in your specific industry to help you navigate these unprecedented times.

eSoft Planner’s team of client implementation specialists have had years of experience in a range of sports industries, and our CEO owned a sports facility for years. Our automated software offers safeguards that protect against double-bookings by providing clear visibility of class and lesson registrations — allowing you and your clients to make the most of your facility hours of operation.

If you’re tired of cumbersome scheduling software — or worse, pen and paper — eSoft Planner is a robust solution for the cost-conscious sports facility. Contact us for a demo of eSoft Planner today to see how you can spend less time and hassle on administration and more time supporting your club and your members.

Sports Facilities Sports Performance

Integrating Tech and Data for Sports Performance Facilities

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Integrating Tech and Data for Sports Performance Facilities

Owning an indoor sports facility can be a great option if you’re looking for more control over when you can offer your services. Sports performance athletic training and practice can continue in a safe and comfortable space, at a time that is convenient for your clients. They are not restricted by the whims of mother nature.

But many of your clients are looking for more than just a place to practice. We all know the percentages. For example the NCAA says just 7.5% of high school baseball players will play in college – and athletes are looking for an edge. It is important to offer results-oriented strength and performance training to your athletes. And this starts with integrating technology and data into your sports facility.

Ironworks Performance

One strength and performance facility that uses technology to take their athletes to the next level is Denver’s Ironworks Performance. They were founded in March of this year by Christian Backes, Director of Athletic Development. He has worked hundreds of players – including professional and Division I, II and III college athletes.

Christian had been using eSoft Planner to help manage his business as he supported athletes in their efforts to reach their goals even before he started Ironworks. Once his facility opened, Christian knew that in order to offer the individualized support an effective training program requires, he would need the same kind of powerful scheduling solution.

“We have a variety of programs, including private, semi-private and team training — not to mention our online services,” Christian said. “The software helps us to avoid over-booking. With only two full-time coaches and one part-time, it was important that we have a way to optimize our time.”

Here are a few more ways that Christian said he integrates eSoft Planner into his data-driven and results-based business model.

Assess Initial Ability

When athletes first sign up, the Ironworks Performance team does a complete assessment of an athlete’s skill level. This includes determining past issues and experiences with movement, agility, and nutrition. Performance metrics are measured and documented to set a baseline. The real importance of this initial meeting is to find the athlete’s goal. Whether this is to increase speed, mobility, strength, or injury prevention.

For the first few weeks after they opened, Ironworks used pen and paper to keep track of sign-ups. But after many of their teenagers began losing their waiver forms, they quickly understood their need for scheduling management software. Using the member profile to collect data and paperwork is critical.

“eSoft gave our athletes the ability to simply click to agree to a waiver,” Christian said. “We still provide them with a hard copy of the waiver forms, but the software just makes the process easier for everyone involved.”

Build a Schedule to Meet the Client Needs

Based on an athlete’s specific goals, Christian and his team develop class schedule that is personalized specifically for the athlete.

“We use eSoft to send reminders to our athletes, to track attendance for individual and team classes. It all helps us to help keep the athletes accountable for their own development,” Christian said.

Ironworks also looks forward to utilizing eSoft Planner’s member portal. Which gives athletes and their parents the same insights into class attendance and scheduling as their coaches have.

Keep in Touch

Prior to starting his own strength training program, Christian used the TrainHeroic app to remain in contact with his athletes even when they were away visiting colleges, at another gym or playing in state tournaments. It’s no surprise that online training has become a large part of Ironwork’s business — especially in an age of COVID.

“We do a lot of private training, and eSoft allows us to set up individual plans for online-only training where a client only pays so much for a certain amount of hours a month,” Christian said.

By using eSoft Planner to manage their coaching resources even with their online communications, Ironworks can maintain a balanced approach that helps athletes avoid regression in strength and performance.

eSoft Planner for sports performance gives facilities the ability to manage teams, track class participation, send reminders to athletes and even communicate facility closures. If you’re tired of cumbersome scheduling software — or worse, pen and paper. Let eSoft streamline your operations by providing the same team schedule visibility for all your clients.

If you want to discuss how eSoft Planner can help you integrate data-driven technology for your athletes into your facility, contact us for a demo today!

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