From chasing payments to leading with confidence

When a well-run club realised it needed to change

South Devon School of Gymnastics is led by Nikki and Becky and supports around 400 members across preschool, recreational, squad and elite sessions.

Between them, they manage everything from waiting lists and progress levels to coaching rotas and accounting. As the club grew, so did the responsibility. More members meant more payments, more registers and more moving parts behind the scenes.

The club was running well, but the workload was increasing. Payments were tracked manually. Records were stored in box files. Bank statements were checked line by line. It worked, but it relied heavily on time and attention.

When they were about to lose a key member of staff, it became clear that growth could not continue in the same way. They did not just need a new tool. They needed a better way of operating.

Creating breathing room at the start of every month

At the beginning of each month, the focus used to shift away from gymnasts and onto admin. Payment reconciliation was not just a task, it was a block of time that had to be carved out and protected. It meant hours spent checking, entering and chasing.

“The biggest challenge for us before we used Thrive4Gymnastics was literally the time spent checking bank statements and then entering in each one manually.”

Since their change, the team save five hours a month and for a small leadership team, that’s a lot of time. Now, they have space to plan, and time to check in on progress levels without the worry of piling up paperwork. It is much needed energy that can be redirected into improving sessions rather than correcting spreadsheets.

Instead of reacting to payments, Nikki and Becky are in control of them.

Turning payment collection into a strength, not a stress

Before introducing direct debit collection, income visibility was inconsistent. Late payments were common and chasing was part of the routine.

“Our payments rate used to be about 88%… We are now up to about 98%, which is lovely.”

That improvement was more than a percentage increase. It represented financial stability. It meant fewer awkward follow ups and fewer uncertainties at month end.

More importantly, it gave the club predictability. When income is clearer, decisions become easier. Staffing, equipment, planning and development can all be approached with more confidence.

Issues are now visible early. If someone cancels a direct debit, it is flagged straight away which means problems are solved quickly, before they have a chance to develop.

Staying full, staying organised and staying ahead

With 400 members across different session types, visibility is critical. Previously, registers were handwritten and updated constantly. Session changes required rewriting lists. Availability had to be checked manually. It worked, but it required vigilance.

“It's definitely supported the growth of the club… we're able to permanently keep those groups full.”

Now, when someone leaves, the space is visible straight away. That means quicker offers, fuller sessions and less lost income.

Better consistency across sessions has strengthened the overall member experience. Children are placed appropriately, progress is clearer and sessions run more smoothly, even when regular coaches are away. That confidence comes from structured register groups, which allow cover coaches to see exactly who they are working with and what level they are at.

Investing time back into the gym floor

The hours previously spent reconciling payments have been redirected into refining progress levels and staying on top of certificates in a more consistent way.

Instead of catching up at the end of term, they are working in a steady rhythm. Registers are accurate. Groups are balanced. Recognition is timely. The club is not just operating more efficiently, it is operating more intentionally.

There is more awareness of where members are in their journey. More clarity around capacity. More control across the board.