The challenge
A sports academy with cricket and football programmes across 5 grounds in Pune and Mumbai had a 4-person admissions team handling parent enquiries on personal WhatsApp numbers. Trial-session bookings were tracked in Excel. Tournament-fee collection ran on a parent-WhatsApp-broadcast plus chase-call system that left Rs 14 lakh outstanding most months. Coaches were spending evenings answering fixture questions instead of planning sessions.
How we deployed
- Migrated all parent communication to WhatsApp Business with a shared inbox routed by ground and age group.
- Built a trial-session booking flow where parents picked ground, sport and date in 3 taps.
- Auto-generated junior-trainee admission packets — fitness profile, kit size, parent-consent forms — captured digitally.
- Pushed tournament-fee invoices on Razorpay with WhatsApp payment links and 3-stage reminders.
- Built a daily coach digest — who is coming, who has paid, who needs a fitness reassessment.
What changed
- 880 new junior enrolments closed in one season, up from a 540-baseline.
- Tournament-fee collection time fell from 22 days median to 4 days.
- Rs 1.6 crore in tournament fees collected with under Rs 60,000 outstanding at season end.
- Coaches reclaimed an average 90 minutes per evening previously spent on parent WhatsApp.
- Parent NPS lifted 22 points across the 5 grounds.
"I used to coach all day and answer parent WhatsApp all evening. Now the system does the second job and I can actually plan the next morning sessions."
— Head Coach · Sports Academy