Author: jerry wacholz

Midwest Dance Center Uses SportsEngine Motion to Help Create a Home for Dance

by Jerry Wacholz

Marketing Manager at SportsEngine

November 3, 2023 | 6 minutes, 22 seconds read

Jeffrey Haper owns Midwest Dance Center in Sioux Falls, SD, with his wife, Carla. These days they eat, sleep, and dream of the sport of dance. The funny thing is that it never occurred to them to own a dance studio until three years ago.

Jeffrey always knew he wanted to own a business. He loves coffee and used to dream of opening a small coffee shop or café, but that didn't work out. Then, when his 3-year-old daughter started at Midwest Dance Center, the sport of dance entered his life.

The Journey to Owning a Dance Studio

While entering the world of a new sport as a parent is daunting, Jeffrey knew pretty quickly they were on to something. At the first dance recital for his daughter, Jeffrey saw firsthand what dance could do for a young girl’s strength and confidence, and he wanted that for his daughter.

“The first year we saw her dance we went to one my daughter’s recitals, and I was just blown away by the talent of the young ladies on stage and I thought, WOW if my daughter could grow into something like that it would be unbelievable.”

From there, Jeffrey and Carla were hooked. Midwest Dance Center became their community, so when the previous studio owners were ready to move on, they had an awakening. The Hapers became the owners of Midwest Dance Center.

They’ve built the business to serve approximately 110 families across recreational and competitive programs and classes. Midwest Dance Center also started using SportsEngine Motion to manage its entire business nearly two years ago.

Learn how SportsEngine Motion can be the partner your business deserves >

Why Midwest Dance Center is Special

When Jeffrey’s family was first introduced to Midwest Dance Center, the dance community at the studio immediately accepted them as their own. They became friends with everyone there and grew closer to this new family they were a part of over the years.

When the Hapers took over as owners, they knew they needed to keep the environment and community that they loved.

“We try to promote that family atmosphere and get to know people. We talk to the families that come in to figure out where they’re at and try to provide that home atmosphere.”

One thing Jeffrey loved about the studio before owning it was how creativity and individuality were encouraged. Along with the staff, they’ve stayed true to their nature and made it a comfortable environment for all.

“We’re eclectic, we’re a little crazy at times, and we can get a little weird, but we make sure we have fun while we’re doing this. Then when it’s time to get serious, we can do that too.”

A fun-loving nature mixed with the competitiveness to get serious when needed has helped Midwest Dance Center find a niche in the Sioux Falls community.

The Goals and Challenges Facing Midwest Dance Center

Now nearly three years into owning Midwest Dance Center, Jeffrey wants to start thinking bigger. He has fully embraced the life of a dance studio owner and wants to spread the sport and the organization's values on a larger scale.

A goal they’re shooting for would be opening another studio location in the Sioux Falls area and potentially elsewhere in South Dakota. It’s all in pursuit of exposing more kids to dance.

“Something went off for me when my daughter got into dance and I was able to watch her and other dancers grow. I was able to watch dance change the lives of many girls turning them into strong and confident women.”

“I think dance is so unique because you can express yourself individually and as a team.”

It won’t be easy, though. While the Hapers are happy that there are other options for dance, it is difficult to compete with school programs that can offer a lower price point for their programs. The last several years have been particularly challenging as budgets have tightened for families in their community.

Midwest Dance Center isn’t just competing with other dance programs in their area. Options for many other youth sports have increased, leaving a smaller fraction of families’ time and money that can be spent on dance. Jeffrey has found that the key to keeping members is to be honest with people.

“If someone’s new to dance, we want them to find their spark through dance, but there are so many other options out there. You need to make that connection right away to get them to continue to pursue it as a sport.”

How SportsEngine Motion Helps Jeffrey and Carla Run Midwest Dance Center

One of the significant ways that Jeffrey says they have boosted their business is by managing their studio with SportsEngine Motion technology. Nearly two years ago, Jeffrey was purging his email inbox and stumbled upon an email from a SportsEngine Motion sales representative letting him know they could save time and money using the all-in-one software.

They had been using a program called Studio Director to manage their class registration. Still, they had to use separate platforms to get a mobile app and a website for their business. It took up so much of Jeffrey's time to manage all of the technology and wasn't providing the optimal customer experience.

“We were running three different platforms— we had a studio program in the background, then a website, and a separate mobile app from a 3rd party. It was super time-consuming.”

Once Jeffrey saw that SportsEngine Motion could provide all of those things in one platform, he was sold.

“I love that everything is connected. One platform for the main business features I need.”

“The fact that I can do three main things, website, studio organization, and mobile experience, is a must-have. So that is why I’ve loved SportsEngine Motion so much.”

When Jeffrey signed up with SportsEngine Motion, he was connected with an onboarding representative to help him learn the system and an account manager to be his long-term advocate with the technology. As impressed as he was by the customer service, he says the class management features set SportsEngine Motion apart.

“Having the flexibility to set up classes the way I need to has saved a lot of time. I can’t appreciate enough how flexible the platform is and the functionality built into it.”

We’ve heard how passionate Jeffrey has become about dance and the community he gets to serve every day. SportsEngine Motion is proud to reduce his time spent with administrative tasks and allow him to spread his passion for the sport, grow his business, and help reach Midwest Dance Center’s goals.

“I am so happy to have found a platform that works so well because I was very frustrated before SportsEngine Motion.”

About Jerry Wacholz

Marketing Manager at SportsEngine

Jerry Wacholz is a marketing manager and writer at SportsEngine. He has experience working with and growing youth sports organizations and helping them implement technology to simplify their operations. Jerry grew up playing basketball, football, soccer, track & field, and baseball and has spent his adult life coaching many of those sports. Now with SportsEngine, he is able to spend his days helping youth sports organizations save time and better their business.

Connect with Jerry Wacholz


Request your demo

Fill out this form for a personalized demo of SportsEngine Motion. We'll show how we can take your organization to the next level.

 
 
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SportsEngine Motion Gets Time Back on Your Side

by Jerry Wacholz

Marketing Manager at SportsEngine

November 3, 2023 | 1 minute, 36 seconds read

Time is one of the most valuable resources for any sports business owner. Unfortunately, finding extra time is rare with the growing list of tasks when running your organization. That's why technology like SportsEngine Motion exists— to help you complete your tasks in less time so you can be where you're needed most.

A Mobile App That Gets Tasks Done in Seconds

At the London Olympics in 2012, Michael Phelps won his 17th Olympic gold medal in the 100m Butterfly with a time of 51.21 seconds. What if it was possible to complete some of your business tasks in less time than it takes the most highly decorated Olympic athlete to complete the 100m Butterfly? With SportsEngine Motion's mobile app, you can.

About Jerry Wacholz

Marketing Manager at SportsEngine

Jerry Wacholz is a marketing manager and writer at SportsEngine. He has experience working with and growing youth sports organizations and helping them implement technology to simplify their operations. Jerry grew up playing basketball, football, soccer, track & field, and baseball and has spent his adult life coaching many of those sports. Now with SportsEngine, he is able to spend his days helping youth sports organizations save time and better their business.

Connect with Jerry Wacholz


Request your demo

Fill out this form for a personalized demo of SportsEngine Motion. We'll show how we can take your organization to the next level.

 
 
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The Revenue Behind Reviews

by Kristin Weingarden

Account Manager at SportsEngine

November 3, 2023 | 2 minutes, 22 seconds read

What is the first thing you do before you try a new product or program? You read the reviews. In fact, according to a recent study, a new customer is likely to spend 31% more on a business with excellent reviews. Your business should not operate differently from the products and services you look up for yourself. Here are some things reviews can do for your business. 

Establish Credibility 

First and foremost, people want to know what is good. Parents are likely to read 3 to 5 reviews before signing their children up for anything new, so the more reviews you have - the more likely a new customer will trust your business will provide their child a great experience, which translates to more revenue for you.  

Easy Marketing 

Most likely, you did not major in marketing, making writing and executing a campaign difficult. But there is nobody better to write up a great campaign than your customers with first-hand experience. 91% of 18-34-year-old consumers trust online reviews as much as personal recommendations. Thus making online reviews vital as that is likely your parent age group.  

Gaining Exposure 

The more reviews you have, the higher you appear in Google searches. The faster you can appear in Google searches, the less you have to spend on ads, and it will be easier for customers to find your programs.  

Gathering more online reviews will save you money and increase your revenue stream. SportsEngine Motion’s Business Publisher is a free tool included in the SportsEngine Motion Suite that will allow businesses to connect their Google My Business account and Facebook Business account to their SportsEngine Motion website. You will be able to update business information, solicit and respond to reviews, and post photos straight to Google and Facebook—all from their Business Publisher dashboard within their website. Thus saving you time and energy – all while putting money back in your pocket.  
 
Learn more about how SportsEngine Motion can help your business

Kristin Weingarden

About Kristin Weingarden

Account Manager at SportsEngine

Kristin was a competitive gymnast for 15 years and an NCGA Qualifier from 2002-2005 while at Hamline University in Minnesota. She has coached at Mahtomedi High School since 2005—winning Assistant Coach of the Year honors in 2012, 2014, and 2019—and also coached at Hamline University from 2012-2014. Kristin is a current USAG judge. Kristin now lends her experience as an Account Manager for SportEngine Motion.

Connect with Kristin Weingarden


Request your demo

Fill out this form for a personalized demo of SportsEngine Motion. We'll show how we can take your organization to the next level.

 
 
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How to Set and Raise Tuition with Ease

by Kristin Weingarden

Account Manager at SportsEngine

November 3, 2023 | 3 minutes, 42 seconds read

When was the last time you took a good look at your tuition prices? Evaluating the cost of doing business and your revenue stream is important to ensure continued success. While it is never easy to set or raise tuition prices, the cost of doing business is not etched in stone. Taking the set-and-forget approach to your tuition prices could leave you high and dry – especially in periods of inflation.

Like lesson plans or streaming subscriptions—your tuition rates should be evaluated at least once a year. Remember, you're not taking money just for the sake of it – you charge tuition to continually offer a better service for your customers. 

Look at expenses  

Before you decide on a rate, the first step is to look at your business expenses. Have your utilities or rent gone up? What does it cost to pay your employees? Reviewing your monthly bottom line is the first step to setting your tuition rates because it establishes a baseline for the lowest amount of money you’d be able to charge and still break even.  

The next question you’ll need to ask yourself is how much profit you want to make to invest back into your business. You built your business to improve and grow continually – but you'll need additional funds to achieve your goals. You’ll need to be sure you’re generating enough funds to begin budgeting for your next big project or improvement. Then, of course, you'll need to add in any additional profits you intend to collect for yourself to maintain your personal lifestyle.  

Learn how SportsEngine Motion can help you run your gym, studio, or facility

Be unique 

My mother always told me to be you and nobody else, and that same rule applies to how your run your business. Don’t copy the business down the road. Your business is not the same as theirs, and while they might be good – you're better! But seriously, comparing what similar facilities do in your area is a great next step. However, remember that copying their tuition prices is not a fool-proof plan for success. Don’t be afraid to charge more than the neighboring facility. If you provide the best service – your customers will pay more.  

Timing 

Raising tuition is okay; the cost of living goes up, and so does the cost of doing business. Isn't there some old saying... "timing is everything"? This phrase is also true when it comes time to raise tuition. Finding the right time to raise your rates is critical. As long as the new rates are communicated early and effectively, it is easy to raise tuition with the change of a calendar year or new registration cycle.    

Communicate 

There is no wrong answer when it comes to communicating with your membership. From social media posts to SMS texts, posting your registration and tuition to a website for easy sign-ups and price transparency is one of the easiest ways to get your message out. Another one of our favorite ways to communicate is through Newsletters. Sending a monthly newsletter is an effective solution to communicate everything needed, from registration sessions, FAQs, Athletes of the Month, or special events happening within your walls.  

No matter what steps you choose to follow to set your tuition, having an evaluation and communication plan is critical for you to maximize the success and growth of your business. Plus, SportsEngine Motion’s financial reporting tools and communication capabilities will be there to assist you every step of the way. 

Kristin Weingarden

About Kristin Weingarden

Account Manager at SportsEngine

Kristin was a competitive gymnast for 15 years and an NCGA Qualifier from 2002-2005 while at Hamline University in Minnesota. She has coached at Mahtomedi High School since 2005—winning Assistant Coach of the Year honors in 2012, 2014, and 2019—and also coached at Hamline University from 2012-2014. Kristin is a current USAG judge. Kristin now lends her experience as an Account Manager for SportEngine Motion.

Connect with Kristin Weingarden


Request your demo

Fill out this form for a personalized demo of SportsEngine Motion. We'll show how we can take your organization to the next level.

 
 
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How to be Successful with your Social Feed

by Kristin Weingarden

Account Manager at SportsEngine

November 3, 2023 | 2 minutes, 38 seconds read

With so many social channels available, SportsEngine Motion’s Social Feed makes it easy to post to all your social media accounts at once. From a single dashboard, the Social Feed can be used for more than just fun social posts. Here are some creative ways to take advantage of SportsEngine Motion’s Social Feed to stay engaged with your membership.  

Pro Shop Promotions

How often have you purchased a product after it showed up on your Facebook or Instagram feeds? You too can promote items in a similar way on your Social Feed. Give your pro shop a boost by taking pictures of the products and promotions you are offering. Don’t forget to put deadlines on the promotions to create a sense of urgency to purchase. 
 
(Did You Know: you can also manage your pro-shop sales and inventory using SportsEngine Motion’s Point of Sale tool?) 

Video Newsletter

No doubt you’re sending newsletters to your families, but have you ever heard, “I never got that email,” or “I get too many emails, so I didn’t see yours?” Providing a video newsletter to supplement an emailed version is a creative way to ensure your important information is being consumed on a platform that works for their family. Your membership could treat your video as a podcast to listen to at anytime.   

Important Dates

Make sure you share important dates happening within your walls. Picture day, registration dates, upcoming competitions, and holiday or weather closures. The more information you can post about what's happening within your walls, the fewer phone calls and emails your staff will receive.  

Registration Links 

Make it easy for your customers (and potential customers!) to register for their next class, clinic, or camp. The easier you can make it for your busy parents to sign up, the faster your rosters will be filled.  Providing the direct URL on your social channels makes their next registration one click away – and can improve your search rankings simultaneously.  

Start using the Social Feed

You have seen the benefits the social feed can get you — more traffic, authority, and a better relationship with your audience. Use SportsEngine Motion’s Social Feed to make it even easier to bring all of this power to the palm of your hand.  

Kristin Weingarden

About Kristin Weingarden

Account Manager at SportsEngine

Kristin was a competitive gymnast for 15 years and an NCGA Qualifier from 2002-2005 while at Hamline University in Minnesota. She has coached at Mahtomedi High School since 2005—winning Assistant Coach of the Year honors in 2012, 2014, and 2019—and also coached at Hamline University from 2012-2014. Kristin is a current USAG judge. Kristin now lends her experience as an Account Manager for SportEngine Motion.

Connect with Kristin Weingarden


Request your demo

Fill out this form for a personalized demo of SportsEngine Motion. We'll show how we can take your organization to the next level.

 
 
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The Benefits of a Blog

by Kristin Weingarden

Account Manager at SportsEngine

November 3, 2023 | 3 minutes, 10 seconds read

There are many long-term benefits to starting a blog for your business, including using your content for social media posts and sharing updates with your customers. Whatever your goal may be, here are SportsEngine Motion’s top five reasons why starting a blog will be beneficial:

1. Generate and nurture leads

Having a blog on your website with easy-to-find information about what you offer will assist new customers in finding everything they need. By simply writing one paragraph in your blog about a current class you offer, or an upcoming event at your facility, new customers will have plenty of places to read about the great experiences you can offer their child.

2. Build relationships with current customers 

Your current customers are always hungry for new information. Starting a blog will assure them that their needs are at the top of your mind. Like new customers, your current ones are interested in knowing everything from your schedule of programs to your business plans for an expansion. Providing information in a blog for current customers will help you develop long-term relationships.

3. Develop your brand’s voice 

Branding for your business is very important; your brand is everything from your color scheme to your targeted customer base. Your brand's voice can be a way to shout about the different programs and events you offer from the rooftops. A blog is the megaphone you need to project the voice for everyone to hear.

Learn more about ways to develop your brand here

4. Direct traffic to your Site

Posting a monthly or bi-monthly blog on your website will drive more traffic. In not-so-technical terms, the search engines higher powers will recognize the information on your website, thus improving your ranking in Google or Bing’s algorithms. This means that if your blog covers a topic a user searched for, the search engines will pull your blog into their search results which the user can then click into, taking them to your website and bringing you new traffic.

5. Market product and services  

You shouldn’t rely solely on email marketing to promote your teams, camps, and classes. Getting lost in all the emails your prospective customers get daily is easy. You need to leverage multiple marketing channels to get your story across, and the easiest marketing channel to start with is showcasing at least one of the services you offer per blog.

Learn how SportsEngine Motion gives you complete control to run your studio

How to start blogging for your business 

You’ve seen the benefits your business blog can get you — more traffic, leads, authority, and a better relationship with your audience. Now you’re undoubtedly itching to get started, but don’t worry. You don't need an English degree to get going. Using SportsEngine Motion’s News feature will help you get started in no time! This tool can post a blog to your website or mobile app and can email it as a newsletter with just a few clicks.

Kristin Weingarden

About Kristin Weingarden

Account Manager at SportsEngine

Kristin was a competitive gymnast for 15 years and an NCGA Qualifier from 2002-2005 while at Hamline University in Minnesota. She has coached at Mahtomedi High School since 2005—winning Assistant Coach of the Year honors in 2012, 2014, and 2019—and also coached at Hamline University from 2012-2014. Kristin is a current USAG judge. Kristin now lends her experience as an Account Manager for SportEngine Motion.

Connect with Kristin Weingarden


Request your demo

Fill out this form for a personalized demo of SportsEngine Motion. We'll show how we can take your organization to the next level.

 
 
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How to Collect End of Season Competition or Recital Fees

by Kristin Weingarden

Account Manager at SportsEngine

November 3, 2023 | 2 minutes, 56 seconds read

Congratulations, you are approaching the end of another successful year. That means it is time to travel to nationals or host your end-of-year recital. Using SportsEngine Motion features, collecting payments for these events is easier than you think. 

Use online registration

Providing an online registration link to collect participant information and event payment is the perfect way to stay organized and ensure everyone gets signed up. Promote your end-of-year show on social media using your SportsEngine Motion website. The Social Feed and Newsletters features will come in handy as they put your registration directly in the mobile app for your families to sign up.  

Another wonderful way to promote your registration is by hanging QR codes in your lobby so parents get a reminder to sign up while watching their star student in class. Try doing an early bird registration discount as well; it is a perfect way to provide urgency for a captive audience to register.  

Do not forget to use the Video Producer to send your athletes any choreography they need to practice at home!  

Team qualification  

If you had a team or individual qualify for nationals, adding additional charges to their accounts or payment plans is a simple solution to collect the funds required quickly. Parents and guardians can review and pay for any new charges through the SportsEngine Motion mobile app.  

Pro shop sales  

During the year-end show or recital, do not forget to capitalize on additional same-day revenue. A small pro shop for flowers, T-shirts, good luck grams, or snacks will bring in additional revenue for your business. SportsEngine Motion’s Point of Sale feature can provide you with the sales tools you need to generate additional profits from the palm of your hand.  

Clean up your finances  

Finally, cleaning up your finances is always important, but there is no better time than heading into the end-of-year event to ensure everything is in order. This will help you start next year fresh.  

SportsEngine Motion’s financial reporting tools and capabilities will assist you at every step. Using the Overdue Charge Summary report will help you reduce your overdue balances. SE Payments Payouts is the perfect way to reconcile your bank deposits, and requiring auto payments will make the collection of tuition even easier in the future.  

This is great, but I need help executing   

You’re in luck! SportsEngine Motion’s support team is available six days a week to assist you with anything – from your reporting needs to communication setup. Connect with our team directly using the Need Help button on your website.

Kristin Weingarden

About Kristin Weingarden

Account Manager at SportsEngine

Kristin was a competitive gymnast for 15 years and an NCGA Qualifier from 2002-2005 while at Hamline University in Minnesota. She has coached at Mahtomedi High School since 2005—winning Assistant Coach of the Year honors in 2012, 2014, and 2019—and also coached at Hamline University from 2012-2014. Kristin is a current USAG judge. Kristin now lends her experience as an Account Manager for SportEngine Motion.

Connect with Kristin Weingarden


Request your demo

Fill out this form for a personalized demo of SportsEngine Motion. We'll show how we can take your organization to the next level.

 
 
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The Importance of Taking Attendance for your Studio or Gym

by Kristin Weingarden

Account Manager at SportsEngine

November 3, 2023 | 2 minutes, 48 seconds read

Taking attendance is an essential aspect of successfully managing any organization or educational institution. While it may seem like a mundane task, there are several critical benefits that impact the success of any youth sports business.   

Customer Experience  

Taking attendance helps build relationships between a coach and athlete. When a coach takes attendance, they acknowledge each individual's presence and create a sense of community. Not to mention, they're learning all of the students' names.   

Attendance is crucial in a youth sports setting, where building relationships between athletes and coaches can contribute to a positive learning environment and improved sports outcomes.   

Retain Participants  

Retaining customers is always a priority; tracking attendance can help keep your customers engaged. By using SportsEngine Motion's mobile attendance, you can quickly look at attendance percentage. If you see a drop in an athlete's attendance rates, you can quickly connect with the family to ensure everything is okay and that they are still interested in engaging with your programs. You may need to help them find a class that suits their family schedule, interests, or skill level.  

Remember to track your 100% athletes. A small prize or even newsletter shoutout for your perfect attendance athletes is an easy way to reward your most dedicated families.

Learn how SportsEngine Motion can help you manage your business >

Credibility  

Using attendance is a quick way to build credibility that participation matters at your organization. By promoting participation through attendance taking (and make-ups), each athlete will continue to grow in their youth sports journey.   

This is a simple way to show your paying families that your organization is invested in their children's development. That investment will give you additional credibility to keep them coming back session after session.  

Safety and Security  

Another critical reason for taking attendance is for the safety and security of your members. In an emergency, knowing who is present and who is not is essential. For example, in the event of a fire drill, it's important to be able to quickly account for all athletes present to ensure that everyone has safely evacuated the building.

Taking attendance may seem like a small task, but it plays a crucial role in maintaining accountability, structure, and progress within your facility. It helps to identify behavior patterns and ensure everyone knows their responsibilities. Attendance records can also be used for documentation and evaluation, making them essential for success in any organization. 

Kristin Weingarden

About Kristin Weingarden

Account Manager at SportsEngine

Kristin was a competitive gymnast for 15 years and an NCGA Qualifier from 2002-2005 while at Hamline University in Minnesota. She has coached at Mahtomedi High School since 2005—winning Assistant Coach of the Year honors in 2012, 2014, and 2019—and also coached at Hamline University from 2012-2014. Kristin is a current USAG judge. Kristin now lends her experience as an Account Manager for SportEngine Motion.

Connect with Kristin Weingarden


Request your demo

Fill out this form for a personalized demo of SportsEngine Motion. We'll show how we can take your organization to the next level.

 
 
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3 Tips to Get the Most Out of Your Onboarding Experience

by Kristin Weingarden

Account Manager at SportsEngine

November 3, 2023 | 4 minutes, 8 seconds read

Technology has worked its way into everything we do. We can no longer deny that. Whether you’re running a business, booking a vacation, or managing your daily budget— there is tech that makes it quicker and more efficient.    

Using technology daily doesn’t mean it’s simple for everyone to pick up immediately, and when it comes to using software to run a sports business, it’s essential to take the time to learn the ins and outs so you can get set up for success. At SportsEngine Motion, you will get a dedicated onboarding representative to walk through each step of setting up your platform. They’ll provide the guardrails to keep you on track to set up your system correctly. Here are some quick tips to get the most out of your new software onboarding experience.  

Set aside time in the first few weeks to learn the system  

Immediately after purchasing your new technology, you will be contacted by an onboarding representative or customer success manager to schedule a time to chat. Do them a favor and do not ignore them! They aren’t emailing you for fun; they genuinely want to help you get started.  

Now, you’re probably purchasing this software because you are already short on time, so carving out extra space to meet with someone to learn new technology may not be high on your priority list. Resist the urge to put it off. If you never properly understand the system, it will be hard for it to save you time down the road.  

Plan for at least three 30-minute virtual meetings with your onboarding representative. That way, they can break up the learning into digestible pieces and give you small tasks to complete between calls, allowing you to ask questions in the next meeting. Don’t try to be a hero and learn the whole system in a single 90-minute session. Breaking up the onboarding meetings keeps everyone on schedule to get set up right.  

See how SportsEngine Motion can help you save time >  

Have examples of your organization’s class structure available  

Once you’ve scheduled your first onboarding session with the representative, it will be beneficial for you to send them examples of your class or program structure ahead of your first meeting. This will be helpful because your representative should get a chance to strategize the best way to set up your programs within the system. They will be able to show you specifically on your site how to get started with managing your classes.  

Helpful information to send will be:  

  • Class schedules
  • Lists & descriptions of program offerings  
  • Length of each session  
  • Billing & payment plan structure  
  • Any details that make your classes unique
     

Prepare the information needed to set up online payment processing  

Setting up online payment processing with SportsEngine Motion is quick and painless. However, you will still need to provide some of your business information to enable online payments on your new system.  

Typically, the information you’ll need to provide is:

  • Business type
  • Official business name
  • Tax ID number
  • Bank account information (routing & account number)

In some cases, you will also need to provide a social security number and government-issued ID in the application for payment processing. This would be necessary to verify your identity as an anti-fraud measure. The bank account information you should provide is the information to whichever account you want money deposited into when your members make payments on your site.  

 The onboarding period is a valuable and exploratory time as you find out how a new system will help make your life easier. Please don’t take it for granted; utilize all of the time offered to you. Here at SportsEngine Motion, there is no cap on the time you spend learning the system with your representative, so use these tips to take full advantage of their knowledge to learn everything you can.

Kristin Weingarden

About Kristin Weingarden

Account Manager at SportsEngine

Kristin was a competitive gymnast for 15 years and an NCGA Qualifier from 2002-2005 while at Hamline University in Minnesota. She has coached at Mahtomedi High School since 2005—winning Assistant Coach of the Year honors in 2012, 2014, and 2019—and also coached at Hamline University from 2012-2014. Kristin is a current USAG judge. Kristin now lends her experience as an Account Manager for SportEngine Motion.

Connect with Kristin Weingarden


Request your demo

Fill out this form for a personalized demo of SportsEngine Motion. We'll show how we can take your organization to the next level.

 
 
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Dealing With Problem Payers at Your Business

by Kristin Weingarden

Account Manager at SportsEngine

November 3, 2023 | 3 minutes, 58 seconds read

Dealing with 'problem payers' for tuition can be difficult and stressful, especially for youth sports organizations that rely on tuition fees.   

It's important to note that not all problem payers are intentionally neglectful or malicious. Some may genuinely forget or underestimate the importance of timely payments, while others may face unexpected challenges that make it difficult to keep up with their obligations. However, regardless of the cause, it's crucial for those who are owed money to establish clear expectations and boundaries with problem payers to protect their financial health and stability.  

Here are a few strategies to help you handle these situations and ensure that your business receives timely payments (and keeps athletes in your program).  

Establish clear payment policies  

The first step in dealing with problem payers is to establish clear payment policies that outline when tuition is due, acceptable payment methods, and consequences for late or missed payments. These policies should be communicated to athletes' families at the beginning of the season and regularly reiterated throughout the year. Consider having the families sign a financial requirement agreement at the beginning of the season so they understand the upcoming season fees well.    

Communicate early and often  

Early communication is critical to preventing payment problems from escalating. If a payment is missed, contact the family immediately to inquire about the payment status and offer support or resources to help them catch up. Regular communication, whether by phone, email, or in-person meetings, can help build a positive relationship and prevent misunderstandings. SportsEngine Motion offers multiple tools to assist you with overdue accounts, like bulk emailing and financial reporting.   

Offer flexible payment plans  

Offering flexible payment options can help families of athletes who have fallen under financial hardship. Offering payment plans, financial aid, or work-study programs to assist athletes are fantastic options that will help keep kids active in your program and take some stress away from the family in need.

See how SportsEngine Motion can help you level up your business >

Require autopay  

Did you know only 53% of small businesses require AutoPay for a reoccurring fee? There is a reason why large companies require it; it works to grow your organization and keep the cash flowing in. Using SportsEngine Motion's tools to require autopay takes the time and stress out of chasing down payments. SportsEngine Motion's billing settings and communication tools to make sure every account gets set up correctly.   

Enforce consequences for late or missed payments  

While it's essential to be empathetic and understand athletes' financial situations, it's also important to be firm and enforce consequences for late or missed payments. This may include late fees, not allowing the athlete to practice, or even legal action if necessary. By enforcing consequences, you send a clear message that timely payment is a priority for your institution.  

Keep accurate records  

Keeping accurate records of payments and communication with athletes' families can help you stay organized and track the status of outstanding payments. SportsEngine Motion's Billing Manager can provide you, and your athletes' families, with an accurate picture of their Invoices and Payments with your organization. Plus, as a bonus, you can find all these tools in the mobile app.   

Consider ending the business relationship  

If the customer continues to be a problem, consider ending the business relationship. This should be used as a last resort after all other options have been exhausted. 

Overall, dealing with problem-paying customers requires patience, communication, and a willingness to find a solution that works for both parties. By implementing these strategies, you can ensure that your youth sports organization receives timely payments and maintain a positive relationship with the athletes and their families. 

Kristin Weingarden

About Kristin Weingarden

Account Manager at SportsEngine

Kristin was a competitive gymnast for 15 years and an NCGA Qualifier from 2002-2005 while at Hamline University in Minnesota. She has coached at Mahtomedi High School since 2005—winning Assistant Coach of the Year honors in 2012, 2014, and 2019—and also coached at Hamline University from 2012-2014. Kristin is a current USAG judge. Kristin now lends her experience as an Account Manager for SportEngine Motion.

Connect with Kristin Weingarden


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