Case Study: A Membership Management System That Lets a Youth Soccer Club Handle Trial Applications and Enrollment on a Smartphone

Overview

A youth soccer club (a nonprofit organization) that has been active in Yokohama for more than 20 years had nine steps between a trial application and enrollment, split across paper, email, and personal LINE accounts. Completing enrollment took two to three weeks, and how quickly families got a reply depended on who was handling it.

We developed a membership management system that lets parents go from a trial application all the way to indicating their intention to enroll using only a smartphone, while staff only need to respond to notifications.

Challenges

• Applications, scheduling, and enrollment information were split across paper, email, and separate apps
• Information about trial participants collected in the representative's personal LINE account and could not be shared among staff
• The system would handle children's personal information, so a secure production environment was required

What We Did

• A trial application form that can be completed entirely on a smartphone, plus a My Page for parents
• A mechanism in which generative AI tells families the schedule, what to bring, and where to meet right after they apply
• Trial participant records shared by all staff, and automatic assignment of the coach in charge
• A production environment with authentication, access restrictions, backups, and monitoring

Results

• Everything from the application to the first guidance is now completed without any staff involvement
• Trial participant information was moved out of personal LINE accounts, so all staff now work from the same information
• Coaches and the office were very satisfied with an approach in which their requests show up on screen within days

How We Worked: We Built the Frame, and the Finish Follows the Club's Preferences

In a few days, we put together the foundation and framework: the application flow, trial participant records, staff screens, and production environment. From there, the work has continued on projectAI, our project management tool.

When coaches or office staff notice something while using the screens and register it as a change request, our AI agent Mr.AI implements it, and our engineers review and release it. In about one month, we incorporated more than 20 requests, including a QR code for LINE registration, multiple choices of preferred trial dates, and map links for venues.

We build the foundation and framework, and the rest is finished to suit the people who use it. This approach is especially well suited to building systems for organizations and small and medium-sized businesses that find it hard to assign a dedicated person to the project.

Our Scope of Work

• Requirements definition
• Design, development, and testing
• Building the production environment and designing operations

Client Information

Company Name

A nonprofit organization (a youth soccer club based in Kohoku Ward, Yokohama)

Business Overview

• Operation of a soccer school and club teams for children from preschool through junior high school

Frequently Asked Questions

Can a small club or nonprofit organization work with you? Yes. The club in this case is also a nonprofit with no dedicated systems staff. People on the ground can turn whatever they notice directly into a change request, so improvements keep coming without assigning anyone to the role.

Can we keep using the LINE account and messaging app we use now? Yes. In this case, the system connects to the club's official LINE account through a QR code, and the messaging app used after enrollment stays in place.

Is children's personal information sent to generative AI? What is sent to generative AI is limited to items the family has consented to, and personal information is also removed from logs.

Related Information

• Developing systems for membership management and application intake → System Development
• Automated guidance and inquiry handling with generative AI → AI Implementation Support
• An approach that grows a system by building in requests as they come → Case study: company-wide operations of projectAI

Related news: Development of an operations platform that lets a youth soccer club complete enrollment on a smartphone

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