CRM for sports clubs
The director's record of every family.
Who is in the club, who renewed, and who did not come back. One household record for the director. Live in 24 hours.
Trusted by clubs replacing spreadsheets, HubSpot, SportsEngine, TeamSnap, LeagueApps and Spond
What the director checks
The family, the renewal, and who is missing.
The family
Siblings, guardians, and the dues status on one household record.
The renewal
Who is current this season, and who still owes, on the membership record.
Who did not come back
Households who played last season and have not returned. Send the note, then open registration for that list.
Waresport CRM is the customer relationship platform for youth sports clubs, academies and facilities. It tracks every prospect and family from first inquiry to renewal, automates email and SMS follow ups, and lifts registration conversion by 30 to 60% versus generic CRMs like HubSpot or spreadsheets.
See every lead from inquiry to paid
Drag families through stages. See where you're losing them. Fix the leak.
A sample board. Your counts come from the families in the club.
Everything a club CRM should have
Purpose built for how youth sports clubs actually sell, onboard and retain.
Unified Family Records
One household record links every sibling, both guardians, emergency contacts, medical info and payment methods.
Lead Pipeline & Stages
Drag families from Inquiry to Trial to Registered. Conversion rates by source, sport, coach and season.
Automated Follow Ups
Email, SMS, WhatsApp and push nudges when a parent inquires, misses a trial or drops off registration.
Smart Segments & Tags
Filter by sport, age, skill, membership, last payment, attendance and 20+ other custom fields.
Call, Text, Email Logging
Every touchpoint synced to the profile. See the full history before you pick up the phone.
AI Assistant for CRM
Ask who hasn't renewed for spring or draft a win back email for lapsed members. Done in seconds.
Conversion Analytics
Cost per lead, trial to paid rate, retention curves, lifetime value per family. Real data, not vibes.
Retention & Renewals
Auto flag families at churn risk from attendance drop, missed payments or unread messages.
Set once. Convert forever.
Every workflow you wish your team had time to run. Waresport runs them for you.
Your entire club, one live feed
Every inquiry, message, sign up and payment shows up in real time. No spreadsheets, no refreshing five tabs, no wondering who followed up.
- Every touch point synced to the family record
- Coach and admin activity tracked automatically
- Filter by sport, team, coach, or event
- Slack, email and mobile push alerts on key events
New lead: Sarah Kim inquired about U10 soccer
just now
Auto SMS sent to 12 lapsed families
2m ago
New registration for Spring Camp
6m ago
Trial reminder queued for tomorrow 4pm
12m ago
AI drafted win back email to 34 families
20m ago
Autopay collected $2,340 from 18 families
1h ago
What clubs actually use it for
Turn website inquiries into paid members
Every contact form, ad landing page and open house RSVP drops straight into the CRM pipeline with source attribution.
Recover drop off registrations
Parent started registration but didn't finish? Auto reminder in 2 hours, discount at 24 hours, coach call at day 3.
Run tryout and camp funnels
Track prospects from tryout signup to team offer to signed waiver with automated status emails at every stage.
Reactivate lapsed members
Segment by played last season, not this one. Send a personal note from the head coach with one click.
Manage sponsors and partners
Sponsor prospecting, contract renewals, ROI reports and payment tracking, all in one CRM.
Built for how your sport actually runs
Pipelines and templates for every discipline, out of the box.
One profile, the whole story
Every family record shows attendance, payments, waivers, messages, siblings, engagement score, coach notes and next best action, in one glance.
- Siblings and guardians linked
- Attendance and payment sync
- Coach notes and evaluations
- Complete message history
- AI suggested next actions
The Miller Family
Active memberYour CRM, on autopilot
Ask questions. Draft outreach. Segment members. All in plain English.
Connects with everything you use
Native integrations with the tools clubs already rely on.
Directors love it. Parents feel it.
"We went from five different apps to one. Parents stopped asking where to pay, and our coaches actually use the drill builder before every practice now."
"The tryout workflow alone saved us two weeks. Online registration, evaluation grids and team offers in one weekend instead of three."
"Our tournament brackets, pool play and ref assignments finally live in the same place as our rosters. No more AES to WhatsApp to Venmo."
Waresport CRM vs generic CRMs
Why forcing HubSpot or Salesforce onto a sports club never works.
| Capability | Waresport CRM | HubSpot / Salesforce | Spreadsheet |
|---|---|---|---|
| Family / sibling grouping | — | — | |
| Trial and tryout pipelines | — | — | |
| Attendance and payment sync | — | — | |
| Native email + SMS + WhatsApp | Extra $$$ | — | |
| Coach and parent mobile app | — | — | |
| AI drafted outreach | Extra tier | — | |
| Waiver and roster integration | — | — | |
| Free with your platform | — |
Switch in an afternoon, not a season
Import your entire member list, payment history and message threads from any platform. Our migration team does the heavy lifting for free.
Frequently asked questions
Everything club admins ask before switching.
How much does Waresport's sports club CRM cost?
The sports club CRM is included within Waresport subscriptions rather than sold as a separate product. Plans start at $69.99 per month for organizations managing up to 75 athletes.
Does importing existing member and payment data cost extra?
No. Waresport's migration team imports member lists, family records, payment history, and related data without charging a separate setup, migration, or implementation fee.
What is a sports club CRM?
A sports club CRM is a customer relationship management system built for youth sports clubs, academies and facilities. It tracks every prospect, athlete, parent and alumnus from first inquiry to renewal, with automations, segments and analytics designed for how clubs actually sell and retain. Waresport CRM is included in every plan.
How is Waresport CRM different from HubSpot or Salesforce?
General CRMs are built for B2B sales. Waresport is built for youth sports. It ships with pipelines for trials, tryouts and camps, family based records (one household, many athletes), sport specific tags, waiver and payment sync, and coach friendly workflows out of the box.
Do I need a separate email or SMS tool?
No. The CRM includes native email, SMS, WhatsApp and in app push notifications. Every send is logged to the family record.
Can parents and athletes update their own contact info?
Yes. The free Waresport mobile app lets families manage profiles, siblings, emergency contacts, medical info and payment methods so your CRM stays fresh without admin data entry.
How does the CRM handle families with multiple athletes?
One household record links every sibling, both guardians and any additional emergency contacts. Charges, communications and attendance roll up to the family so you never send four duplicate emails to the same parent.
Is there lead scoring or AI in the CRM?
Yes. Every lead gets an engagement score based on email opens, page visits, trial attendance and payment history. The Waresport AI Assistant can draft outreach, summarize a family's history and suggest the next best action.
Can I import my existing member list?
Yes. Drag and drop a CSV from SportsEngine, TeamSnap, Jersey Watch, LeagueApps, Spond, iClassPro, JackRabbit, GameChanger and more. The wizard auto maps columns and builds family records.
Can the CRM win back families who did not re-register?
Yes. Segment households who played last season and have not returned. Send a note from the club, then open registration for that list. The same record holds the waiver, the payment, and the renewal.
How long until a club is live on the CRM?
Clubs go live in 24 hours. Free migration is included. The CRM is part of the club platform, not a separate subscription.
Stop losing leads to slow follow up
See the Waresport CRM in action. 30-minute demo, no card required.