— Langley Gymnastics

The Story

For over 20 years, the Langley Gymnastics Foundation has been providing the Langley community with quality gymnastics programs focusing not only on gymnastics as a sport but also on elements of gymnastics that can help the physical and mental development of their community. With the slogan "What I Believe I Can Achieve”, Langley practices what they preach by teaching and supporting their athletes from the recreational parent and tot to the competitive National stream.

Langley Gymnastics makes sure that they offer something for everyone with their comprehensive programs. A staff of over 60 offers their community recreation & competitive programs, camps, birthday parties and field trips. Their foundations program promotes and enhances gross motor skill development and physical fitness for children facing with special needs. Tattina has been working at Langley for over three years in the administration, marketing and customer service department. While her background isn’t in gymnastics, she saw an organization with an impressive mission and an environment for growth.

Tattina dedicates her time to optimizing the use of Langley’s systems to offer their clients the best service possible. In addition to her day-to-day administrative duties, Tattina and the rest of the marketing team work to promote gymnastics as not only a highly competitive sport but also a building block for physical literacy at all ages.

The Challenge

Langley was using a popular registration software that met some of their needs but fell short in critical areas like selling multiple memberships and managing peak registration times. Key missing features made it difficult for Langley to centralize their business online and offer all their programs, activities, and pro-shop items in one online location. Because Langley is a member of the BC Gymnastics Federation, it resells the federation’s membership along with insurance but with the old software, they weren‘t able to offer the different membership combinations to their clients. As a result, Tattina and the rest of her team were forced to use Pen & Paper and find their own workarounds.

Offering merchandise and promotions online weren’t even on the table because their current solution didn’t have the features or capabilities to offer it.
Because Langley caters to such a large clientele, it needed a solution that was not only user friendly but reliable - especially during peak registration times. Unfortunately, the system they were using had a lot of errors and bugs on both the client and administrative ends. With lineups that were out the door, this created a lot of frustration for the team and the families they were trying to serve.

An unreliable system and less than stellar customer service lead Tattina and her team to search for a solution that met their needs, was easy-to-use, reliable, and most of all, a company that listened to its customers and worked hard to solve their issues.

The Solution

“The more we looked into it, the more we fell in love with it”

What stood out from the beginning was the clean and modern user-interface. The platform was user-friendly and easy to learn. Multiple members of the customer service and admin teams tested it out to make sure it had not only what they needed but also what their clients needed. The consensus was that Amilia could offer the club’s staff and their families the easiest user experience so Langley Gymnastics could focus on their mission to provide an environment and support structure for every athlete to achieve their goals in the gym no matter how big or small.

The time saved on registration, client data management, and billing can now be spent on improving and maintaining excellent customer service and satisfaction. The staff also have the time to start creating new revenue streams through Amilia with the sale of merchandise!

Tattina also gets to spend more time on marketing which helps bring in more business and promote all the amazing programs Langley Gymnastics offers their community.

Favorite Features

Automatic Billing:

“Automatic Billing is super Awesome! It used to take us hours to go through all the lists and make sure all the numbers we right. Now we don’t have to do anything which is great because we have so much more time (about 10 hours/week) to work on other projects.”

Easy online registration for Clients

Because the Amilia store is so user-friendly, 80% of registrations are now done online. When a session opens, there are over 500 simultaneous registrations done completely online. Because Amilia manages peak performance, there are never any glitches or issues regardless of the number of families registering. The admin staff can collect all the information they need through custom forms and clients are billed automatically.

“The system is great at handling the volume of registrations that come in on registration day which really cuts down on time the staff spends manually doing registrations”

Skills feature

Safety is of the utmost importance at Langley Gymnastics and Amilia’s skill feature allows them to set requirements for activities to ensure that the right children are registered for the appropriate class or activity. This helps the staff avoid awkward phone calls with parents about moving a child down to another level

If you are interested to learn how SmartRec could help you and your organization succeed like it helped Langley Gymnastics, just reach out to our team. We would be happy to discuss it with you!