Build Champions with WhatsApp—Fill Batches, Reduce Dropouts & Nurture Athletes

Handle trial bookings, training reminders, progress reports, and tournament communication. Works for cricket, badminton, football, tennis, basketball, and multi-sport academies.

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45%
Trial conversion
Automated follow-ups turn trials into enrollments
60%
Better attendance
Training reminders reduce dropouts and absences
10+ hrs
Saved per week
Automate parent communication and updates
35%
Faster payments
Automated reminders improve cash flow
The Problem

Challenges Sports Academies Face

Trial Athletes Don't Convert

Kid comes for a trial session, shows interest, parents say "we'll let you know." You never hear back. No follow-up system, lost enrollment.

Exam Season = Empty Courts

Board exams hit, every kid stops training. By the time exams end, half have quit. No communication during break, no re-engagement after.

Parent Communication Overload

"Is there practice tomorrow?" "What time is the match?" "Did my child improve?" 100 parents asking the same questions. You're a coach, not a call center.

Tournament Slots Go Unfilled

Local tournament coming up - great opportunity for kids. But parents don't know, or are scared to let kids compete. Slots go empty.

Schedule Changes Cause Chaos

Rain cancels outdoor practice. Match rescheduled. Coach unavailable. By the time you inform everyone, half have already shown up.

Athletes Plateau & Quit

After initial excitement, progress slows. Kids get frustrated, lose motivation, parents don't see value. They quit just when they're about to break through.

Solutions

10 Ways WhatsApp Automation Grows Your Sports Academy

From first trial to tournament champion - nurture every athlete's journey

1

Sports Inquiry Auto-Reply

Rule Starter+ $29

When parents inquire about sports programs, instantly send academy info with programs, timings, fees, and coach credentials.

TRIGGER: Message contains "cricket" OR "coaching" OR "academy" OR "sports" OR "training"
ACTION: Send academy info with all programs
THEN: Tag contact as "Inquiry - Cricket"
THEN: Notify admin for follow-up
How it works: Comprehensive info covers all questions upfront. Multiple sports show range. Coach credentials build trust. Free trial removes barrier to entry. Inquiry gets tagged for proper follow-up.

Workflow tip: Create separate rules for each sport keyword to tag inquiries accurately (cricket/badminton/football).
2

Trial Session Booking Journey

Journey Starter+ $29

Book trial sessions by collecting child's age, sport interest, and preferred timing, then confirm with complete details.

JOURNEY: Trial Booking
TRIGGER: Message contains "trial"
STEP 1: Ask sport preference
STEP 2: Ask age group
STEP 3: Ask preferred timing
STEP 4: Confirm trial booking with details
STEP 5: Request parent contact info
THEN: Add to CRM as "Trial Booked"
How it works: Multi-step journey collects all needed info. Age group routing ensures right batch. Equipment list prepares parents. Same-day enrollment incentive drives conversion. Contact collection enables follow-up.

Workflow tip: Send reminder 1 day before trial with weather update and what to bring.
3

Practice/Training Reminders

Sequence Starter+ $29

Reduce absences with evening-before reminders including session focus, weather update, and attendance confirmation.

SEQUENCE: Training Reminders
TRIGGER: Enrolled athlete
DAY -1 (7 PM): Send training reminder with session focus
MORNING (if rain): Send cancellation + indoor alternative
AFTER SESSION: Track attendance
WEEKLY: Send weekly schedule
How it works: Evening-before reminder prevents no-shows. Session focus builds anticipation. Weather update prevents surprises. Indoor alternative keeps training going. Home workout maintains engagement when cancelled.

Workflow tip: Integrate with weather API to auto-send cancellations, or manually trigger for last-minute changes.
4

Tournament/Match Announcements

Campaign Starter+ $29

Promote tournaments, coordinate match logistics, and celebrate achievements with parents and athletes.

CAMPAIGN: Tournament Announcement
TARGET: Athletes in "Junior Squad" + "Enrolled"
MESSAGE: Tournament invitation with benefits
FOLLOW-UP: Match day logistics 1 day before
POST-MATCH: Results with individual performance
How it works: Benefits list addresses parent concerns about competition. All-inclusive fee simplifies decision. Match logistics prevent confusion. Transport option reduces barriers. Individual performance in results personalizes experience.

Workflow tip: Send post-match results with each child's individual stats to make parents feel their child was noticed.
5

Fee Payment Automation

Sequence Starter+ $29

Automate monthly fee reminders, payment confirmations, and overdue follow-ups to ensure consistent cash flow.

SEQUENCE: Fee Collection
DAY 1: Send fee reminder (5 days before due)
DAY 5: Send payment due notice
DAY 8: Send overdue reminder (gentle)
DAY 15: Send final notice - training paused
ON PAYMENT: Send confirmation + referral offer
How it works: Early reminder gives time to arrange payment. Multiple payment options make it convenient. Screenshot request provides proof. Escalation sequence handles late payments professionally. Payment confirmation includes referral incentive.

Workflow tip: Include Fawry QR code in payment messages for one-click payment. Automate receipt generation.
6

Attendance Tracking

Campaign Starter+ $29

Send monthly attendance reports to parents showing training consistency and highlighting attendance issues early.

CAMPAIGN: Attendance Reports
MONTHLY (1st): Send full attendance report
WEEKLY: Track attendance
ALERT: 3 consecutive misses trigger concern message
RECOGNITION: 100% monthly attendance gets appreciation
How it works: Monthly report shows objective data. Attendance percentage quantifies commitment. Streak gamification motivates consistency. Alert system catches dropoff early. Recognition for perfect attendance encourages others.

Workflow tip: Award "Perfect Attendance" certificate quarterly to create positive reinforcement.
7

Progress Reports

Campaign Starter+ $29

Keep parents informed with detailed monthly progress reports showing skill ratings, improvements, and focus areas.

CAMPAIGN: Progress Reports
MONTHLY (1st): Send skill assessment report
QUARTERLY: Send video analysis
SEMI-ANNUAL: Send comprehensive review + goal setting
CUSTOM: Coach can trigger progress update anytime
How it works: Detailed ratings show objectivity. Specific feedback proves coaching value. Key improvements validate progress. Focus areas show path forward. Coach notes personalize experience. Video analysis is premium differentiator.

Workflow tip: Create standardized rating template for coaches to fill. Makes report generation faster and consistent.
8

New Student Onboarding Sequence

Sequence Starter+ $29

Welcome new enrollments with academy info, expectations, first-week tips, and parent integration.

SEQUENCE: New Student Onboarding
DAY 0: Send welcome + batch details
DAY 1: Send first-week expectations
DAY 3: Send parent guide & tips
DAY 7: Check-in - "How's first week?"
DAY 14: Request feedback & address concerns
How it works: Immediate welcome builds excitement. Clear expectations prevent confusion. Equipment list ensures preparedness. Parent guide addresses common concerns. Week-1 challenges normalized reduce dropouts. Check-in catches issues early.

Workflow tip: First 2 weeks are critical for retention. Extra communication during this period pays off.
9

Summer Camp Promotions

Campaign Starter+ $29

Fill summer camps with intensive training programs during school holidays, targeting both existing and new students.

CAMPAIGN: Summer Camp
TARGET 1: Existing students - Premium camp offer
TARGET 2: Inquiry leads - Beginner-friendly version
TIMING: 6 weeks before camp start
FOLLOW-UP 1: Early bird deadline reminder
FOLLOW-UP 2: Last seats available (create urgency)
How it works: Week-by-week breakdown shows structure. Intensive training appeals to serious students. Early bird pricing drives quick decision. Limited spots create urgency. Beginner version targets new enrollments with free trial.

Workflow tip: Summer camps are major revenue driver AND enrollment pipeline. Many camp attendees join regular programs.
10

Referral Program & Parent Testimonials

Campaign Starter+ $29

Collect feedback, build reputation through parent reviews, and incentivize referrals to grow your academy.

CAMPAIGN: Feedback & Referrals
TRIGGER: 3 months after enrollment
STEP 1: Request star rating
IF 4-5 STARS: Request Google review + video testimonial
IF 1-3 STARS: Coach call to address concerns
ALWAYS: Share referral program details
TRACK: Referrals through unique codes
How it works: 3-month milestone is natural reflection point. Star rating segments happy vs unhappy parents. Google reviews build online reputation. Video testimonials are powerful marketing. Referral bonus creates win-win. Unique codes track referrals accurately.

Workflow tip: Happy parents are your best marketers. Make sharing easy and rewarding.
CRM

Track Every Athlete's Journey

From first inquiry to tournament champion

Inquiry
First contact
Trial
First session
Enrolled
Regular training
Training
Skill building
Tournament
Competing
Champion
Elite level

CRM Lite add-on: +$10/mo on Pro plan, included in Business

Capabilities

What You Can Achieve

Capability Starter
$29/mo		 Pro
$99/mo		 Business
$470/mo
Sports inquiry auto-reply ✓ ✓ ✓
Trial session booking journey ✓ ✓ ✓
Practice/training reminders ✓ ✓ ✓
Tournament announcements ✓ ✓ ✓
Fee payment automation ✓ ✓ ✓
Attendance tracking ✓ ✓ ✓
Progress reports ✓ ✓ ✓
New student onboarding ✓ ✓ ✓
Summer camp promotions ✓ ✓ ✓
Referral program ✓ ✓ ✓
Athlete contacts Up to 500 Up to 5,000 Up to 25,000
Team members 2 5 15

Prices in USD. View pricing in your local currency →

RECOMMENDED FOR SPORTS ACADEMIES

Pro Plan - $99/month

Prices in USD. View pricing in your local currency →

Ideal for sports academies with 100-300 athletes across multiple sports and age groups. Includes progress reports, tournament communication, and summer camp promotions.

Up to 5,000 contacts
5 team members
Progress reports
Campaign automation
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Small academy with 1-2 sports? Starter Plan ($29/mo) covers trials, reminders, and basic automation. Multi-location academy? Business Plan ($470/mo) supports unlimited scale.

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