GSA Rockets 25% Growth with Playbook365's Tournament Management Software

GSA faced significant hurdles stemming from its slow, unreliable event management software. The system made player tracking, tournament scheduling, and payment processing difficult. Coaches and parents were frustrated with the platform. Staff spent long hours on what should have been simple tasks. Here are the key pain points:

Poor Player Tracking

“Tracking players was our biggest headache,” explains Bobby Mondoux, Tournament Director at GSA. The software offered no system for verifying information. Teams could add players with minimal info without removing them from past rosters.

The result: Athletes had duplicate profiles and appeared on multiple rosters. Poor tracking minimized staff efficiency and made it challenging to prevent higher-skilled athletes from competing in lower divisions.

Inefficient Scheduling

GSA's previous software required staff to navigate more than a dozen pages to schedule each age group. Errors often meant redoing entire brackets. Creating a weekend event schedule took 5-6 hours. With registration closing on Tuesdays at 6:00 p.m., the process often lasted till midnight.

Cumbersome Payment Process

The system also required payments on multiple pages for one tournament. This inefficient process frustrated coaches. They wanted to pay for everything in a single transaction.

Slow Website

The former website ran slowly and crashed often during critical tasks like scheduling. It also logged out users at random, losing data and adding hours to their workday.

GSA implemented Playbook365's all-in-one tournament management software to address its challenges. Using this platform, GSA streamlined operations and created a seamless experience for employees, coaches, players, and parents.

Easy Tracking

Playbook365’s self-serve rosters hold parents and coaches accountable for accurate player profiles and classifications. GSA now removes duplicate profiles and monitors skill levels with ease. Mondoux says the result is “a positive experience with a fair playing field for everyone.”

Verified Profiles

New profiles are rich in accurate, up-to-date player info. This builds excitement. For example, young pitchers can add GSA-verified metrics and compete for top ranking as the tournament’s fastest thrower.

Speedy Registration & Payment

An innovative checkout cart expedites registration and payments. No need to sign up each team separately. Organizers can add all their teams to one cart and pay for them in a single transaction.

Drag and Drop Scheduling

"We fly through scheduling now," Mondoux shares. Conflict checkers identify issues automatically. GSA can adjust brackets in a couple of clicks when players drop out. Separating teams by skill level is also easy. Integrated communications tools send real-time updates to keep everyone in the loop.

User-Friendly Website:

GSA’s new website links everything to one site, eliminating the need to hunt for information across different URLs. Parents and coaches can register and get all the information they need from the Event Page, including competition level, team profiles, fees, insurance, and more.

Effortless Marketing

Finally, TourneyBoard makes marketing GSA events a breeze. This free tournament listing board, powered by Playbook365, makes it easy for athletes and coaches to find tournaments. They can filter by region, state, and division, meaning rights holders can promote their events across the U.S.

“TourneyBoard requires just one click,” Mondoux explains. “You log onto Playbook and make sure you have this feature checked. Then boom! your tournaments populate automatically.”

• Increased Registrations: GSA projects a 25% jump in team registrations, growing from 1,600 to 2,000 teams in one year.
  
  
• Lightning-Fast Scheduling: While events vary, it’s not unusual for GSA to slash the time it takes to input a schedule by more than 80%. For example, an 80-team tournament that used to take four hours to enter into the system now takes 30-45 minutes.
  
  
• Earlier Registrations: “We’re starting to see tournaments fill up months in advance because coaches have used Playbook365 before and know how easy it is to register teams,” Mondoux notes.
  
  
• Expanded Market Reach: The company now attracts teams throughout the state of Florida and as far away as Connecticut. "People can find us a lot easier now," Mondoux says. “TourneyBoard has really helped with registrations.”