Thames Turbo Triathlon Club – Admin Down 60%, Income Up £3,000

Thames Turbo Triathlon Club

Founded in 1983, Thames Turbo Triathlon Club is one of the largest and most prestigious in the UK. With a membership exceeding 500 Members, it's no surprise they have a thriving Junior section as well as a committed Adult one too. Key to their huge membership is their ethos of inclusion. Whether you've never done a triathlon before, are curious to try, or a seasoned competitor, everyone is welcome.

Unfortunately, as their membership grew, so did their time spent on admin. They soon realised they couldn't out-run their problems any longer which led to them seeking a sustainable solution.

That's where LoveAdmin steps in.

The Challenge

Thames Turbo's payment collection and information database had quickly become outdated and ineffective. Club Officials were relied upon to collect fees, relay communications to Members and deal with new Member applications.

Committee Member and Administrator, Diane Mullen, said: “when I started I inherited this huge file of membership information. It was filled with both the Members’ information and if they were part of the Junior section, their Parents' information too. Now, having LoveAdmin means everything is centrally stored online and we can access it really easily - there's no need to have the paper copy in front of you to find information.”

To compound issues, by using disparate tools like spreadsheets and paper renewal forms, safeguarding Members’ information could be compromised. In the face of these challenges, they began looking for a solution that could support Thames Turbo's needs more effectively.
Aside from their information database, payment collection was also an issue.

Relying solely on Club Officials to collect payment, Thames Turbo often had to chase Members for payment and occasionally go unpaid. Once they eventually received the funds, they would then have to go to the bank to cash it into their account – something else which drained their already limited time.

As the Club grew, they realised their current processes were inadequate and identified key areas for improvement.

The Solution

Thames Turbo Triathlon Club wanted to find a software solution that would modernise and improve the way they managed their membership.

Key to their choice was the need to increase payment collection rates, reduce administration time and improve their membership database.
LoveAdmin's 'real time' payment reports have helped them keep track of everything that was paid and owed, and as payments came in, the system would reconcile the payment automatically saving them many man-hours. Because payments were received electronically, there were also far fewer trips to the bank and the Club's cash flow was drastically improved.

When it came to staying on top of debtors, they could quickly see who was outstanding and send reminders direct from the payment reports without the need to rely on Club Officials to do the chasing.

Additionally, the software provides Members with their own online account where they can keep membership information up-to-date. The process of the Parent logging in and checking whether the information is up-to-date meant Club Officials, like Diane, no longer had to cross-check renewal forms with last year's spreadsheet. And because fields could be made mandatory for completion, vital information like medical conditions, declarations and emergency contact information was collected in full, improving the safeguards for both the Members and the Club.

For new people joining, no longer do the section leaders have to act as Administrators -new registrations are now done online, and information and payments are recorded on the database instantaneously. This saves a vast amount of time, and as a result, allows the Club to focus on what they love doing most – training for and participating in triathlons!

With an up-to-date database now stored online, access to information is available 24/7 meaning Club Officials no longer need to wait for the latest version of the spreadsheet to be emailed to them.

The Result

Thames Turbo Triathlon Club has seen great results since switching to LoveAdmin. After using the software, they have increased their payment collections by 15% - a rise in revenue of £3,000! Not only do they now collect more payment, but they also collect it 4x faster, radically increasing the Club’s cashflow. Most importantly though, their time spent on admin has reduced by 60% - no small feat!

Here, at LoveAdmin, we consider ourselves experts in admin and this is reflected in the results we achieve with our clients. We hope to see the same results, if not better, with your organisation too!