50 Automations for Sports & Leisure Clubs
We’ve worked with countless small business owners to streamline their daily tasks. Below are the top five automations we implement, plus a full list of 50 options to handle everything from scheduling to payments
5 High‑Impact Automations — All Done‑for‑You
1. AI Chat & SMS Agent
Answers parents’ questions 24/7 (class times, prices, what to bring), books trials or regular lessons, and logs every lead in your CRM.
2. Missed‑Call Text‑Back → Chatbot
Every unanswered call fires a text that links to the bot, so no parent is left with no answer when the phone rings off the hook.
3.Online Class Booking + Auto-Reminder
Real-time calendar parents use to book or move a session; sends confirmation and reminder 24 h before class.
4.Waiting-List Auto-Filler
When a child drops a class, the system texts the next family on the waitlist and books the slot for them.
5.Review & Referral Engine
Post‑visit messages ask happy clients for Google/Instagram reviews and offer referral perks—building social proof on autopilot.
Ready to save hours and fill your classes on autopilot?
50 Automations that are working for other businesses like yours
(of course your automations will be tailored to you)
Monthly Time Saved
≈ 178 hours freed up every monthWhat an Employee Would Cost You
£2,036 /month at UK minimum wage*| Automation Name | What It Does | Time Saved/Week | Why It Matters |
|---|---|---|---|
| AI Chat & SMS Agent | Answers member questions 24/7, shares class schedules and fees, books sessions or trials, and logs every inquiry. | ≈5 hrs | Parents and athletes get instant info and can reserve spots themselves—staff stay focused on coaching, not constant messaging. |
| Online Class Booking Calendar | Parents book classes 24/7. | ≈2 hr | Schedule fills without phone tag. |
| Instant Inquiry Auto-Reply | Texts new lead within 60 sec. | ≈2 hr | You look responsive; lead sticks. |
| Free Trial Session Offer | Sends trial link automatically. | ≈0.5 hr | Converts browsers fast. |
| Lesson Reminder SMS | Texts 24 h + 2 h before class. | ≈0.5 hr | Fewer no‑shows for trials and new members, full classes. |
| Missed‑Call Text‑Back | Texts callers during coaching. | ≈2 hr | Captures bookings you’d lose. |
| After‑Hours Auto‑Reply | Replies at night with info & link. | ≈1 hr | Parents feel helped 24/7. |
| Waiting List Manager | Auto‑adds & notifies when slot opens. | ≈1 hr | Vacancies fill fast—no spreadsheets. |
| Class Capacity Alert | Emails when class 90 % full. | ≈0.5 hr | Add sessions before turning kids away. |
| Digital Enrollment Form | Collects contact, medical details online. | ≈1 hr | No paper packets, cleaner records. |
| Waiver E‑Signature | Captures liability waivers digitally. | ≈0.5 hr | Legal covered, paper‑free. |
| Progress Report Email | Sends monthly skill progress. | ≈0.5 hr | Keeps parents engaged & renewing. |
| Parent Portal Access | Sends login for schedule & billing. | ≈0.5 hr | Fewer “what time is…” calls. |
| Skill Badge Alert | Emails when child earns new badge. | ≈0.5 hr | Celebrates wins; boosts retention. |
| Lapsed Member Win‑Back | “Ready to return?” after 60 days. | ≈0.5 hr | Cheaply reactivates drop‑outs. |
| Membership Renewal Reminder | Nudges 30 days before expiry. | ≈0.5 hr | Renews revenue before lapsing. |
| Membership Auto‑Billing | Charges monthly tuition automatically. | ≈1 hr | Predictable income; no invoices. |
| Overdue Payment Chase | Escalating reminders until paid. | ≈0.5 hr | Spend less time chasing debt. |
| Referral Ask | Offers free class for friend referral. | ≈0.5 hr | Free leads via happy parents. |
| Review Request | Google review link after 4 classes. | ≈0.5 hr | More 5‑stars attract new families. |
| Birthday Greeting | Sends birthday voucher for pro‑shop. | ≈0.5 hr | Drives retail spend & loyalty. |
| Make‑Up Class Scheduler | Parents self‑book missed session. | ≈0.5 hr | No desk juggling replacement slots. |
| Cancellation Waitlist SMS | Texts waitlist when slot frees. | ≈0.5 hr | Lost spot still earns money. |
| Coach Schedule SMS | Sends daily roster to coaches. | ≈0.5 hr | Team prepped before arrival. |
| Shift Swap Board | Coaches claim open shifts online. | ≈1 hr | Manager avoids schedule chaos. |
| Facility Checklist Reminder | Sends open/close tasks daily. | ≈0.5 hr | Stay safety‑audit ready. |
| Equipment Maintenance Alert | Reminds to service mats/pumps. | ≈0.5 hr | Fewer breakdowns & injuries. |
| Low‑Stock Pro‑Shop Alert | Texts when goggles/leos low. | ≈0.5 hr | Never miss easy retail sales. |
| Auto‑Reorder Supplies | Sends PO to vendor at threshold. | ≈0.5 hr | Stock arrives just in time. |
| Event Registration Form | Collects meet/competition entries. | ≈0.5 hr | No paper forms or cash chasing. |
| Event Reminder Sequence | Sends schedule & packing list. | ≈0.5 hr | Parents arrive prepared, on time. |
| Competition Countdown Drip | Motivational tips 14‑day series. | ≈0.5 hr | Athletes stay focused; better results. |
| Weather Closure Alert | SMS blast for snow/heat closure. | ≈0.5 hr | Clear comms, no wasted journeys. |
| Weekly KPI Report | Emails enrollments, churn, revenue. | ≈0.5 hr | Instant pulse on club health. |
| POS‑to‑Accounting Sync | Sales push nightly to books. | ≈1 hr | No manual spreadsheets. |
| Expense Receipt OCR | Scans snack‑bar receipts to ledger. | ≈0.5 hr | Bookkeeping done in seconds. |
| Lead Source Tagging | Tags FB, Google, referral leads. | ≈0.5 hr | Know which ads work. |
| Social Post Scheduler | Auto‑posts class highlights. | ≈0.5 hr | Stay visible without daily uploads. |
| Content Library Access | Sends drill videos via portal. | ≈0.5 hr | Kids practise at home; faster progress. |
| Cold Lead Nurture | Monthly newsletter to old inquiries. | ≈0.5 hr | Books new members months later. |
| One‑Click Promo Blast | Ready SMS/email for slow term. | ≈1 hr | Fill classes quickly. |
| Injury Report Workflow | Creates report & emails parents. | ≈0.5 hr | Compliance & trust handled fast. |
| License & Insurance Alert | Reminds before policy expiry. | ≈0.5 hr | Stay covered automatically. |
| Voice‑to‑Text Coach Notes | Dictate notes; saves to CRM. | ≈0.5 hr | No late‑night paperwork. |
| Route Optimizer (Meets) | Best travel order for events. | ≈0.5 hr | Less driving, lower fuel costs. |
| Digital Attendance Check‑In | QR or kiosk logs athlete arrival. | ≈0.5 hr | Accurate rolls without clipboards. |
| Goal Tracker for Athletes | Sends progress graph monthly. | ≈0.5 hr | Motivates kids; parents see value. |
| Parent Satisfaction Survey | 1‑min survey every quarter. | ≈0.5 hr | Fix issues before cancellations. |
| Coach Certification Tracker | Alerts when certs expire. | ≈0.5 hr | Stay compliant with governing bodies. |
| Talent Identification Alert | Flags athletes hitting milestones. | ≈0.5 hr | Offer advanced squads proactively. |
