Bayside FC
“We went from 10 hours a week on admin to about 2. TidyHQ gave us our weekends back.”
— Club Secretary, Secretary
The organisation
Bayside FC is a suburban football club based in Melbourne, Victoria, with 180 members, 6 teams, and a committee of 8 volunteers. The club runs junior and senior competitions, regular social events, and an annual presentation night, all coordinated by a small group of time-poor volunteers.
As the club grew, so did the admin load. Membership lists, team details, and event information were all kept in a single spreadsheet and communicated through a Facebook group, making it hard to keep information accurate and up to date.
The challenge
The secretary was manually managing the entire club in a spreadsheet and a Facebook group. Membership renewals were chased one by one via text message, with no easy way to see who had paid and who had not. Event attendance was a guess until people arrived on the day, making planning for catering and logistics difficult.
The treasurer reconciled bank statements manually, matching payments to names in the spreadsheet. Preparing for the AGM and committee meetings meant pulling data from multiple sources and formatting reports by hand, often taking two full weekends just to get the paperwork ready.
How TidyHQ helped
Bayside FC implemented TidyHQ to replace the spreadsheet, Facebook group, and manual invoicing. All member records, teams, and contact details were moved into TidyHQ, giving the committee a single, up-to-date source of truth.
Members now renew online with one click, receiving automated invoices and reminders. Events are created in TidyHQ with pre-sold tickets and QR code check-in at the gate, so the club knows who is coming and who has arrived.
Using the Finances and Contacts features, the treasurer can see real-time revenue by source, while the committee uses the dashboard to generate reports for meetings and compliance in a few clicks instead of building them from scratch.
Results
80%
Admin hours reduced
91%
Renewal rate
30 seconds
Report generation
The outcome
With TidyHQ in place, Bayside FC cut weekly admin time by 80%, going from around 10 hours a week to about 2. Membership renewal rates jumped from 68% to 91%, thanks to online renewals and automated reminders.
Committee compliance and AGM reports that previously took two full weekends to prepare now generate from the dashboard in about 30 seconds, freeing volunteers to focus on coaching, player development, and growing the club instead of chasing paperwork.
Less admin. More impact.
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