For: National and regional federations, leagues and sport associations · Federations and associations
Centralise one federation process in a single system
The need this answers
Licences, club registrations or competition data live in spreadsheets and email, and every season the same information is re-typed by several people.
What you end up with
One operational process centralised in a single system, with one source of truth, defined roles and records you can export when a public body or an audit asks for them.
The technology we deploy
Operational portal for federations
One workflow for affiliated entities, moved out of email and spreadsheets into a portal with roles, statuses and exports.
Three modules in the pilot
- Custom development
Submissions from affiliated entities
A single form for the chosen workflow, for example registration requests or training requests, replacing the email thread.
- Custom development
Role based access and review
Federation staff, club contacts and reviewers each see only what belongs to them, with approval, rejection and correction steps.
- Custom development
Status tracking and export
Every request has a visible status and a record you can export for your board, an audit or a public body.
First scope
One workflow, one federation department and the entities involved in it. Licences, fee collection or competition management are separate scopes, decided later.
Acceptance of the pilot
The pilot is accepted when a real request travels end to end in the portal, from submission to a recorded decision and an export, run by your own staff.
Next step
Add the next workflow, migrate the historical data and connect the systems that need to read from the portal.
What the cost depends on
Cost depends on the number of users, the integrations required, the data migration, the languages and the level of support. We do not publish prices or turnaround times: the written proposal confirms price and calendar before any work starts.
What we need from you
- Access to two or three people who run the process today
- Sample files or screens you currently use, with personal data removed
- Your current rules: categories, fees, deadlines, approval steps
- The name of one person who can make decisions during the engagement
Example of application
1. Club submits
One form replaces the email and the spreadsheet.
2. System validates
Rules and deadlines are checked automatically.
3. Staff reviews
A person approves, rejects or asks for a correction.
4. Record and export
The decision is stored with a trail you can export.
Illustrative workflow, not a screenshot of a delivered product.
Budget and timeline
Budget and timeline are agreed in writing before any work starts. We do not publish prices or dates here because both depend on the scope we define together. If the funding or the time available does not cover the full scope, we say so and set out what is feasible first, what is left out and what it would take to complete it.
Verified public outputs
Each card links to the public page of the output. Participating in a consortium does not mean sole authorship, so the exact role is stated on every card.
YouRef
Public output
Published online course for sports officials, four hours, addressing recruitment, retention and culture with university sport directors and referee committees.
Our role
Sport Innovation Hub and Universitas are partners in the consortium. The published output is the course.
Why it matters here
Shows a course delivered digitally with federation and university sport bodies, from content to enrolment.
SAITO
Public output
Published club management application (web and mobile) for athletes, training and competition calendar and communication.
Our role
Published by Sport Innovation Hub on Google Play as the developer of the application.
Why it matters here
Shows a club management product already in distribution, which is the starting point for a club pilot.
AI we can propose for this solution
These are capabilities we propose and scope with you. They are not features already deployed in your organisation, and a person always reviews the output.
Assisted checking of submitted documents
Proposed capability: flag incomplete or inconsistent submissions so staff review a short list instead of every file. The decision stays with your staff.
Draft replies to recurring club questions
Proposed capability: draft an answer from your own published rules for a person to check and send.
Questions we are usually asked
Do we have to replace all our systems?
No. The entry engagement covers one process. Anything beyond that is a separate decision taken with the scope document in hand.
What happens to the data we already have?
Migration is planned during the audit and executed during implementation. We describe the migration steps in the scope document before you commit.
Can we use the prototype with real clubs?
The prototype is for decision making, not for production use. Using it with real data requires the implementation phase.
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Summary
Type of organisation: Federation What do you need: Federation: centralise one operational process (licences, club registrations, competition entries or fees). Timeline: Exploring
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