Loxwood Sports: Club Management Platform

What we built

One platform, owned by the club, doing the whole job.

We replaced all three systems with a single platform built for Loxwood Sports. Membership, payments, bookings, communications and reporting now sit in one place, shaped around how this club actually runs rather than how a product assumed it should.

Members join, renew and pay online. They book the squash court or a snooker table from their phone against live availability. They hear from the club when there is something worth hearing. None of it needs a director to lift a finger.

And the club owns it outright. No subscription, no per-member pricing, and nothing that stops working because a renewal was missed.

The boardroom

Every director has a login, and every figure is a few clicks away.

This is the part that changed how the club is run. Each director has their own admin dashboard login. No shared password, no single person who has to be asked for everything, and no waiting on whoever happened to hold the account.

Board meetings used to begin with somebody having assembled the numbers beforehand, in their own time, from systems that did not agree. Now the reports are simply there. Membership and how it is trending, who has joined, who has lapsed, who is due to renew, how busy each facility is and at what hours, what has come in and from where. Eighteen reports in all, every one a few clicks from the dashboard and every one drawn from the same records, so they cannot contradict each other.

A summary of the week arrives by email every Sunday morning without anybody asking for it, so a lapsed member is noticed within days rather than at the end of a season.

The practical effect is that board meetings are about decisions again, rather than about gathering the information needed to make them.

The infrastructure

We did not just build it. We run the ground it stands on.

A volunteer board should not be responsible for a web server, so we took that on as well. Hosting, the domain, certificates, email delivery, backups, updates, security and monitoring are all ours.

When something needs attention it is dealt with before anybody at the club notices there was anything to deal with.

That matters more here than it would elsewhere. Every hour a director spends in a hosting control panel is an hour not spent on the club they volunteered for.

The outcome

One platform. Every moving part, connected.

Loxwood Sports now runs on a single system it owns, covering members, payments, bookings, communications and reporting, all built around how the club actually works.

The board gained visibility it never had. Who is active, who has lapsed, which hours are busy, what has come in and from where, all answerable in seconds instead of evenings, by any director who needs to know.

Members gained a club that feels as organised as it is welcoming. They book from their phone, renew in a minute, pay by card, and hear from the club when it matters.

And the administration that used to absorb the board's evenings is simply gone, absorbed by software that never needs reminding.