Developing a Membership System That Lets Youth Soccer Families Apply for Trials and Enroll from Their Phones
We are building a club management platform for a nonprofit youth soccer club that has been active in Yokohama for more than twenty years. The platform lets families go from a trial application to enrollment entirely from a phone. As the first stage, we have built the parent-facing application and guidance screens and the staff-facing trial management screens, and the production environment is ready. The club is now deciding when to open it to new applicants. The same setup applies directly to soccer schools, youth sports teams, and after-school programs that want to digitize trial applications and membership management.
Background: An Enrollment Process Split Across Paper, Email, and Personal LINE
Joining the club used to take nine steps: an application by LINE or email, back-and-forth scheduling, a printed enrollment guide, a mailed fee notice, direct-debit paperwork, and registration in a messaging app. The process ran on paper, email, and separate apps, and took two to three weeks. Information about prospective members lived in the representative's personal LINE account, so response times depended on who happened to be available.
The project's goal is not to lose that first moment of trust: parents complete everything in one app, and staff only need to respond to notifications. Right after an application, generative AI sends the schedule, what to bring, and the meeting point, and the application becomes a trial record that the whole staff can see.
How We Work: We Build the Frame, the Client Shapes the Rest
We first built the foundation and the frame, the application flow, trial records, staff screens, and the production environment, within days, and handed it to the club in working form. Everything after that is shaped on projectAI, our own project management tool. When a coach or office member notices something while using the screens, they register it as a change request. Our AI agent Mr.AI implements it and opens a pull request, and our engineers review and ship it. QR-code LINE registration, multiple preferred trial dates, and venue addresses with map links all arrived this way: more than twenty requests in about a month.
Because "we would like it this way" turns into a screen without a specification document in between, satisfaction among the club's staff has been very high. We build the foundation and the frame; the rest is finished to the taste of the people who use it. We believe this way of working suits organizations and small companies that cannot dedicate a full-time person to a system project. projectAI itself is introduced in this case study.
The second stage adds attendance, emergency contact, and bulk notifications; the third extends into player development with members-only video and a soccer notebook.
The features and screens are introduced on the case study page.
As a co-creation partner, we support projects consistently from requirements definition through operation.
- Systems that support membership, applications, and day-to-day operations of an organization: System Development
- Automated guidance and inquiry handling with generative AI: AI Implementation Support
- Moving paper and email workflows into one place: DX Promotion Support
Please feel free to get in touch.