How Football Lab runs the whole club on Vimasu

The challenge

We were running the academy out of four different places — a spreadsheet for evaluations, e-transfers and screenshots for fees, a group chat for anything families needed to know, and a website somebody built two years ago that still had last season’s roster on it. None of it talked to anything else, and I was the only person who knew where all of it lived.

What changed

It is one login now. Coaches log evaluations from their phone after a session. Dues go out as invoices and get paid by card instead of chased. When there is something every family needs to know it goes out once, from one place, instead of being retyped into five group chats. And the club site renders from the roster and schedule we are already keeping, so it cannot go stale the way the old one did. New coaches get up to speed on a player in minutes, not months. Development reports go out to families automatically instead of being written by hand. Every player has one record that follows them across seasons and coaches.

The results · since the 2026 summer pilot

Being honest about seven weeks in: the admin that used to be spread across my evenings is one pass now, fees stopped being a chase, and for the first time what is on our website matches what is actually happening in the academy. Parent questions about development dropped because they already have the answer. Our coaches spend their time coaching instead of doing admin. The retention argument is the one I care about and I cannot make it yet — ask me at the end of the season.