Background

Based in Northern New Mexico, the Northern Soccer Organization, part of New Mexico Youth Soccer Association, serves youth soccer players of all skill levels, with 750 U-05 to U-19 boys and girls on some 55 teams, and an additional 250 players assigned to what is known as Duke City teams. These latter teams are more competitive, serving U-12 to U-19 players who anticipate making soccer an integral aspect of their lives. Taking care of it all is League Administrator, Kathy Ritschel.

On the field with Kathy Ritschel, League Administrator

Kathy Ritschel relishes working on behalf of youth soccer players and gets a thrill out of watching them play, even the youngest, who at times seem to be in a free-for-all while having a blast. When she initially began her work as League Administrator, they were using a paper‑based registration process, which seemed to have a bit of that same 'free‑for‑all' aspect. Now in her third season using online league management software from Active Network, Sports, she can do everything in a far more organized, less chaotic manner (or as she likes to say, "in one shebang").

What motivated you to use Active online registration and league management?

When I started with this, the amount of paperwork was overwhelming. To take care of team and league management, you might have to look at one piece of paper five times. It was pretty chaotic and time consuming, not to mention that for many, registration day meant a 45-minute drive. It was important to accommodate our families in a meaningful way, to offer them alternatives. Not everyone has taken advantage of this—some aren't computer savvy and mistakenly feel they need to be. That said, we now get 50 percent of our registrations online, which is far better than our initial 20 percent.

What was the transition like?

Going digital went incredibly well. I'm not a geek, but I wanted to learn and to customize everything. Everyone at Active was super-supportive and great to work with. They're very patient and kind. This year I was able to do it without any help from them!

How much time is saved now that you are using online registration?

For returning players, it's minimal, but for new registrations it's significant. With players keying in their own data, I can focus on other tasks. It's much easier than having families standing around, asking questions while we try to focus on a specific registrant. Everything's far more organized and it helps me stay on top of all the details. The families who have made the switch to online registration love that they no longer have to drive to a site and then stand in line. They simply go online and are done within minutes!

What are some of the other benefits you've realized?

We gear up for the new season during August, which can be difficult because families are also spending money on school supplies and clothes at this time. Being able to use their credit cards to pay online registration fees means they can defer some of these expenses for a bit. It makes it so much easier on them. It also saves me from having to call about fee collection, which I really appreciate. We offer payment plans for the Duke City players, whose fees are much higher. Our other fees are capped and kept low. And being automated has saved in office supply costs. I think the last time I bought a case of paper it lasted a year or more.

Does the software help with team assignments?

Our coed through U-08 and our single-gender age 09+ teams are automatically slotted through online registration. For the older youth I still have to do my own manipulation to get them in the right spots, but with 150 to 200 new players in a season, the automated functions save me a lot of time. It's just one aspect of online league management that has made my job so much easier.

How does the online registration software help with fundraising?

We've been able to customize the registration so there's a button for giving a donation. You can't continue with the process without answering that question, so it gives everyone a chance to really consider donating. We've done the same with asking for volunteers, so it has helped us in this area as well. Some will donate in lieu of volunteering.

Has league management software improved your record keeping?

Running a league requires keeping track of medical releases and other critical documentation. Active's league management software provides online document management that changes the game entirely. Gathering data is fluid and it's easily downloaded for reports I pass on to the board and others. When I'm missing documentation on players I can send out reminders electronically, which facilitates registration completion – no one gets on a team without their birth certificate and medical documentation on file.

Do you use the software to increase participation?

When it comes to the Duke City teams, implementing online registration has been key to increased participation. In some ways this can be tied to the online payment function. Parents like that they can register from home and use their credit cards for record keeping purposes and cost deferment. Ours is a pretty affluent community, but these days everyone is paying closer attention to their expenses. I doubt we'll ever be fully online, as many families here simply don't use computers, but Active's solutions have really made a difference and will continue to do so. And we'll continue to grow. After all, the World Cup is far bigger than the Super Bowl!

Active Network—Helping leagues GET, MANAGE, BUILD

GET: Online registration has alleviated the need for families to drive 45 minutes to register their kids in the league, and allowed for credit card payments, both of which have made registration a more fluid process.

MANAGE: Active's league management software provides online document management that changes the game entirely. Gathering data is fluid and it's easily downloaded for reports. If player documentation is missing, electronic reminders are easy to send out.

BUILD: Broadcast emails help keep the community aware of sign-ups, while online credit card payment allows more youth to participate thanks to their family's ability to defer costs over time.

Schedule a demo with an Active Network representative to see if Active can help streamline how you manage your youth soccer association.