How Eagles FC Saved 20 Hours a Week with FutbolCore

About Eagles FC

Eagles FC is a youth soccer club based in Grand Island, Nebraska, serving players ages 5 through 18. Founded in 2015, the club has grown rapidly over the past several years, expanding from a handful of recreational teams to a thriving organization with 12 teams and over 200 registered players. The club is led by a dedicated volunteer board and a small staff of part-time coordinators who manage everything from registration and scheduling to communication and financial operations.

As the club grew, so did the complexity of running it. What started as a manageable operation quickly became overwhelming, with administrative tasks consuming the majority of the staff's time and energy.

The Challenge

Before adopting FutbolCore, Eagles FC relied on a patchwork of spreadsheets, paper forms, email chains, and separate payment tools to manage their club. Registration was handled with paper forms and manual data entry. Payment collection meant chasing down checks and cash from families, with some invoices going unpaid for months. Scheduling was coordinated through email threads and a shared Google Calendar that frequently had conflicts.

Communication was fragmented across personal text messages, email, and a Facebook group, making it difficult for coaches and parents to find important updates. The club director estimated that administrative tasks consumed 25 to 30 hours per week across staff and volunteers, time that could have been spent on player development and community building.

"We were drowning in paperwork," said Maria Sandoval, Eagles FC Club Director. "Every season felt like starting from scratch. We knew there had to be a better way."

The Solution

In early 2024, Eagles FC adopted FutbolCore as their all-in-one club management platform. The transition was smooth, with the FutbolCore team providing hands-on onboarding support and data migration assistance. Within a few weeks, the club had fully moved to the platform.

Key features that made the biggest impact for Eagles FC:

• Online Registration: Parents now register and submit all required forms digitally through the parent portal, eliminating paper entirely.
• Stripe-Powered Payments: Registration fees, monthly dues, and tournament fees are collected automatically via credit card. Payment reminders are sent automatically, and the club's collection rate jumped to nearly 100%.
• Centralized Scheduling: All practices, games, and events are managed through FutbolCore's calendar with automatic notifications and RSVP tracking.
• Team Communication: Coaches and parents use the built-in messaging and announcement features instead of scattered text threads. Push notifications through the mobile app keep everyone in the loop.
• Coaching Tools: Coaches use the interactive tactical board to plan training sessions and share formations with their staff, bringing a new level of professionalism to practice preparation.

Key Results

Within the first three months of using FutbolCore, Eagles FC reduced their weekly administrative workload by 20 hours. Registration that previously took two weeks of manual processing now happens in a matter of days. Payment collection time dropped by 80%, with nearly every family paying on time through the automated system. Parent satisfaction surveys showed a 95% approval rating for the new digital experience.

The club has also seen intangible benefits: coaches report spending more time on actual coaching, board members have more bandwidth for strategic planning, and parents appreciate the convenience of having everything in one place.

"FutbolCore changed everything for us. What used to take our volunteers an entire weekend now happens automatically. Our coaches can focus on coaching, our parents are happier, and I finally have time to think about growing the club instead of just keeping it running."