Find out where you're losing money with our 5-minute audit.
Most sports facility managers think their operations run smoothly – until this mini tech audit reveals hidden profit leaks that could add up to significant losses.
Don't let inefficient software eat into your profits. Discover exactly where you're losing time and money with this 5-minute self-audit.
Quick-Start
Facility Management Software Audit
Grab a piece of paper and make a list of numbers from 1 to 10. Answer each question below by writing Yes, No, or Maybe beside the corresponding number.
⏰ Time Audit
Do you and your staff spend time on tasks you could automate?
- Scheduling sessions, lessons, or events manually (Yes, No, Maybe)
- Correcting schedule errors, including double-bookings (Yes, No, Maybe)
- Using different apps to book lessons, process payments, and manage rentals (Yes, No, Maybe)
- Sending members reminder emails, texts, or updates manually (Yes, No, Maybe)
- Spending 30+ minutes per season gathering waivers, releases, and contact info (Yes, No, Maybe)
💰 Revenue Audit
Are any of the following issues costing you money?
- Empty fields, courts, or batting cages during peak hours (Yes, No, Maybe)
- Inability to split large spaces into smaller units that members can book online (Yes, No, Maybe)
- Popular sessions running under capacity due to cancellations (Yes, No, Maybe)
- Waitlisted customers who don’t know about openings (Yes, No, Maybe)
- Inability to adjust prices automatically for peak vs. off-peak times (Yes, No, Maybe)
📈 Instant Scoring Guide
Score your facility management software using the following values:
- YES = 1 point (This is definitely a problem at your facility.)
- MAYBE = 0.5 points (This happens occasionally, or you're unsure.)
- NO = 0 points (This is not an issue for your facility.)
Based on your score, here's what you need most:
- 7-10 points: REVENUE RECOVERY ACTION REQUIRED - You've said “Yes” to 70%+ of common profit leaks. Don’t leave money on the table!
- 4-6 points: OPTIMIZATION NEEDED - You have moderate gaps to close for peak performance.
- 0-3 points: SOLID FOUNDATION – Hooray! You’re running efficiently and ready for advanced growth strategies.
3 Quick Tips to Take Your Sports Facility
from Busy to Brilliant
Congratulations on completing your facility management software audit. Did it reveal more time and revenue leaks than expected?
If so, you’re not alone. Many sports facilities have hidden profit drains that can add up to significant annual losses.
The good news: These problems are fixable.
Below are solutions to 3 Top Sports Facility Management Profit Leaks. Use these strategies to fix your “Yeses” and “Maybes” and turn problems into profits.
🎯 Solution 1: Underutilized Resources
Sports facilities often operate below capacity due to inefficient resource allocation.
Example: It's 4:30 p.m. on Friday when Sarah calls to cancel her son's 8:00 a.m. Saturday basketball session. By the time your staff hears the voicemail Monday morning, you've lost money in court revenue. Plus, frustrated families on your waitlist think you never have openings.
🏆Quick Wins: Maximize Resources
- Automate Waitlist Notifications: Keep popular sessions full using instant text alerts and easy online booking.
- Leverage Multi-Use Spaces: During off-peak hours, split larger courts and fields into smaller units for training sessions that members can book online.
🎯 Solution 2: Inefficient Scheduling
Are you spending hours each week creating schedules that fall apart with one change?
Example: On Tuesday evening, storm warnings force you to postpone baseball practice on eight fields. While you scramble to call 100+ families, many are already driving to your facility. Result: Chaos, complaints, and loss of trust.
🏆Quick Wins: Make Scheduling a Snap
- Automate: Dynamic scheduling with whiteboards let you drag and drop sessions into courts and fields and recreate schedules in minutes (not hours). Real-time text updates keep affected people in the loop.
- Count on Auto-Conflict Alerts: Goodbye, embarrassing double bookings. Smart facility management software snags conflicts before you hit “Publish.”
🎯 Solution 3: Complex Club Management
Are your club operations creating more headaches than revenue? Managing clubs at your facility generates extra income, but it can also add complexity.
Example: The volleyball club books practice time that conflicts with your open court rentals, forcing you to turn away members.
🏆Quick Wins: Boost Revenue, Remove Hassles
- Integrate Scheduling: When your volleyball club wants Tuesday nights, the system automatically checks if those courts are already booked before confirming the practice time.
- Toss the Spreadsheets: Run clubs and events through your facility software. Ditch piles of paperwork. And let technology handle registration, rosters, waivers, and more.
🏃 Sprint from Good to Game-Changing
Ready to plug these leaks but concerned about a steep learning curve with new technology?
No worries. Major software providers like Playbook365 do the heavy lifting for you:
- Dedicated onboarding support and training
- Seamless data migration assistance
- 7 days/week customer success support
- Speedy support response time of 4 minutes or less
Your team can be up and running in a single training session and start driving positive ROI immediately.
Ready to Learn More?
The Quick-Start Audit revealed where you're losing time and money—here's how to take action.
Our new 2025 Ultimate Guide to Facility Management Software offers 20 pages of proven best practices to turn these problems into profits.
You can feel confident knowing Playbook365:
✅ Is trusted by leading sports organizations nationwide
✅ Developed tips and tools with insights from over 100+ sports facility managers
✅ Has deep experience from powering 61,000+ sports events for 1+ million teams
Tailor your tactics based on your audit results. By reading our free guide, you’ll discover:
- How to rocket efficiency by automating repetitive tasks like billing, reminders, schedule conflicts, updates, and more (page 3).
- 6 must-have features to plug time/revenue drains and stop leaving money on the table (page 7).
- The simple path to growing profits. In Section 3, you’ll learn how running tournaments and clubs on your facility platform is an easy way to boost memberships and merch sales (page 4).
- How to replace guesswork with data-driven decision-making. Uncover which services are raking in the most cash so you can laser-focus on your biggest money makers (page 17).
Download the Guide
Now that you know where you're losing time and money, don't let another month pass without fixing these leaks.
Get your 2025 Ultimate Guide to Facility Management Software today!
✅ Instant access
✅ Solutions for the problems you identified
✅ Inspiring examples of how these strategies play out in real life
