From first call to fully live.
We set your whole club up with you.
Sportify is not an app you download and figure out on your own. A named team walks your organization through setup, connects your own payment account, configures your fees and policies, builds your clubs and teams, trains your admins and coaches, and stays close through a dedicated hypercare period, before handing over to steady state support backed by a written SLA.
Eight guided phases, with a named team beside you at each one
Every phase makes clear what we handle and what we need from you. It is a partnership, not a handover, so nothing important gets missed and no one is left staring at an empty dashboard.
Discovery & fit
Week 0Before anything is built, we learn how your organization actually runs today, so the setup fits you rather than the other way round.
- Map your structure: clubs, teams, age groups and segments
- Understand your fee model and how you take money today
- Scope the migration and agree a realistic timeline
- Tell us how your clubs run, and what you charge
- Share your current tools and payment setup
- Point us at who will administer the platform
Organization & administrators
Day 1We capture your organization details and the people who will run it. That is all it takes to create your organization on Sportify.
- Create your organization and administrator accounts
- Apply your logo and contact details across the platform
- Organization name, main email, main contact number, official logo
- One or more admins: first name, last name, email, contact number
- Mobile number per admin (optional)
Payments: connect your own account
Day 1 to 3You link the Stripe account you already own (or a Paystack account in South Africa) over a secure Connect authorization. Our configuration team then wires Sportify to it.
- Configure the platform to your connected account
- Verify a test charge end to end before you go live
- Authorize the Connect link to your own account
- Confirm payout and bank details in your own dashboard
Configuration workshop
Week 1We sit with you and configure the rules that make Sportify behave like your organization: how much you charge, who gets a discount, and what happens when people join or leave.
- Fee structure and tax: organization default, then club and member overrides
- Discount policies: siblings, loyalty, volume, attendance, promotions, cross club and more
- Withdrawal policy: notice period and whether it needs approval
- Required documents members must supply, plus join and approval settings
- Your fee amounts, discount rules and policies
- Your welcome message and any custom documentation to distribute
Clubs & fees
Week 1We create each club under your organization. Where clubs charge differently, we apply club level fee overrides so each one bills correctly.
- Create every club under your organization
- Apply club level fee overrides where clubs differ
- How many clubs sit under the organization
- Whether different clubs charge different fees
Teams & structure
Week 1 to 2Under each club we build the team structure: the age groups, and where several teams share an age group, a unique suffix to tell them apart.
- Set up teams by age group under each club
- Add kit colours and team logos
- Your age groups
- A unique suffix per team where an age group has more than one (e.g. Lions, Rhinos, Panthers)
- Kit colours
Enablement & training
Week 2 to 3We set up your schedule and show your people how to run the club day to day, so the platform is genuinely in use before we step back.
- Setting up the schedule, team training scheduling and private training
- Admin: basic billing tasks and club administration
- Coaches: managing teams, and setting up sessions, events and polls
- Badges: we design your achievement badge structure with you
- The admins and coaches who will use Sportify
- Your badge idea, if you use them, e.g. juggling: 50 = first tier, 100 = the next
Hypercare: your dedicated WhatsApp channel
1 to 2 monthsFor the first one to two months you are not on your own. We run a dedicated WhatsApp group for your organization and facilitate support in real time while everyone finds their feet.
- Immediate, hands on support directly in your channel
- Facilitate anything urgent as it comes up
- Ask anything, no ticket required
- Lean on us while your team builds confidence
Steady state support, backed by a clear SLA
Once hypercare ends we move to a traditional ticketed support system with a written service level agreement. Priority is driven by impact, chiefly how many users an issue affects, so the most disruptive problems are always answered first.
| Priority | What it means | Target response | Resolution target |
|---|---|---|---|
| P1 · Critical | Platform down, a billing run failing, or payments broken. Affects the whole organization or many users, with no workaround. | 1 hour 24/7 target; guaranteed within business hours |
Workaround within 1 business day; fix pursued immediately, with updates every 2 to 4 hours. |
| P2 · High | A major feature is broken for a club or team, or a significant issue with a workaround available. | 4 business hours | 3 business days, with daily updates. |
| P3 · Normal | Minor or cosmetic issue, a single user affected, a question, or an enhancement request. | 1 to 2 business days | Scheduled into a future release. |
Standard coverage is Monday to Friday, UK business hours. P1 incidents carry a round the clock target response, guaranteed within business hours and best effort overnight. Business days and hours follow the UK working calendar. While a hypercare period is active, it overrides these targets: urgent issues are handled immediately in your WhatsApp channel.
A real person who knows your club, not a ticket lottery.
The biggest risk in adopting a new platform is being left on your own. We remove it. Every organization gets guided setup, a named point of contact, and a dedicated channel from day one, backed by the SLA above once you are established.
- Guided setup, done with youWe configure your fees, clubs, teams and policies alongside you.
- Named point of contactA real person who knows your organization, from day one.
- Dedicated hypercare channelImmediate WhatsApp support for the first one to two months.
- An SLA you can hold us toWritten P1, P2 and P3 targets once you move to steady state.
Ready to get your whole club live?
Tell us how your organization runs today and we will map your onboarding from first call to go live, with a named team beside you the whole way.