Case studySports AcademyRevenue Operations12-week install

Interactive demo: Multi-location sports academy

Chapter 01

Leads, registrations, rosters, and payments ran through one person

The first question was not which tool to add. It was how money, families, and follow-up could move without the owner being the layer between them.

Requests entering separately

Inbound lead

A parent asks about a program and expects an answer before looking elsewhere.

Registration and payment

A family pays and the child needs to land on the right roster without a person noticing.

Program communication

Every approved email must reach every family exactly once.

Money and attribution

Registrations and ad spend need to meet in one view the owner can read.

Systems detected & mapped

  • Connected
    WooCommerceOrders

    Program registrations and payments

  • Connected
    WordPressWebsite

    Public site and lead forms

  • Connected
    GmailEmail

    Inbound questions and outbound communication

  • Connected
    StripePayments

    Card and transfer payments

What consolidation changed

Before Platform

  • Leads waited days for a first reply
  • Paid orders were stranded between payment and roster
  • Rosters lived in spreadsheets
  • The owner carried every connection in memory

With Platform

  • Every lead is answered in under a minute
  • Payments resolve to registered, rostered players
  • Program emails send exactly once after approval
  • One operating screen replaces the owner's memory
<1 min
first reply to every lead
0
dropped paid orders
~50 to ~20
owner hours per week
7 figures
annual registrations through system

Chapter 02

One operating layer under the business

The platform separates identity, leads, email, rosters, and money so each can run without the owner being the connection.

Shared across the platform

Family identity

Every order, payment, contact, and roster entry resolves to one family record.

Lead engine

Inbound leads get a measured response and follow-up sequence with caps and suppression.

Approval queue

Program emails draft automatically and wait for staff approval before sending.

Money view

Registrations, refunds, and ad spend join in one place.

Configured for each audience

Location

Each location sees its own rosters, programs, and families without separate spreadsheets.

Program

Seasons, age groups, and schedules configure the communication and roster rules.

Role

Coaches, staff, and the owner see only what their role needs to act on.

Prepared outputs

  • Instant lead reply
  • Approved program email
  • Print-clean roster sheet
  • Money and attribution view

Chapter 03

One operating screen, three roles

The view changes with what each person decides, but the family record and operating history stay the same.

The front desk answers incoming leads, releases approved emails, and keeps the family record current.

This role sees

  • Inbound leads waiting for a reply
  • Approved emails ready to send
  • Family and player search
  • Payment status

This role can do

  • Reply to a lead
  • Approve a queued email
  • Update a roster assignment
  • Record a family note

Decision this view supports

Is this family ready for the next step, or does something need a human review?

Chapter 04

One sanitized lead, traced through the operating layer

This walkthrough uses a sanitized sample. It shows the working sequence without publishing real families, payments, or rosters.

Sanitized sample request

A parent submits a registration and payment for a summer program at the downtown location.

Sample wording. No client input or output is shown.

Working sequence

  1. 01

    Request

    Read the submission: program, location, player, and payment.

    The registration carries the source and the requested program.
  2. 02

    Identity

    Resolve the family record and create or update the player.

    Orders, payments, contacts, and rosters now point to one family.
  3. 03

    Lead confirmation

    Send an instant reply confirming the registration and next steps.

    Every inbound lead receives a measured first response.
  4. 04

    Roster

    Place the player on the correct roster for the program and location.

    The roster updates without a spreadsheet.
  5. 05

    Approval

    Draft the program welcome email and hold it for staff approval.

    No email sends until a person releases it.
  6. 06

    Money

    Record the payment and join it to the registration and attribution source.

    The owner sees which spend produced the paying family.

Chapter 05

What changed when the business got an operating layer

The before and after, and what it meant for the company.

Before and after

ChangeBeforeAfter
Lead replyDays or missedUnder a minute, every time
Paid ordersStranded between payment and rosterResolve to a registered player
Program emailMemory-driven, sometimes duplicated or missedApproval-gated, exactly-once send
Owner's week~50 hours stitching systems~20 hours running the company
25,000+
player records unified
<1 min
first reply to every lead
0
dropped paid orders
7 figures
annual registrations through system

What the team received

One family record

Orders, payments, contacts, and rosters resolve to one durable record.

Lead engine

Measured response and follow-up with caps and suppression.

Approval queue

Every program email waits for staff approval and sends exactly once.

Money view

Registrations, refunds, and ad spend joined in one place.