Case study: how a Cardiff community club stopped chasing subs

Ffutuwwa Clwb is a community wrestling club in Cardiff — one weekly class, a core of families, and a coach who’d rather be on the mat than doing paperwork. In June 2026 they put their admin on Adminished. This is what actually changed, with the real numbers.

Before: the admin every small club will recognise

If you run a club this size, you already know the routine — because it’s probably yours too. Registration lives in messages and memory. Fees arrive as cash on the night, or a bank transfer whenever it’s remembered, and someone has to notice when they don’t. Trip organisation happens across a hundred WhatsApp messages, and the person collecting the money is also the person coaching every session.

None of it is hard. It’s just constant — and it never stops being your job.

What they set up (in one evening, free)

• Online registration. Parents joined through the club’s link — 23 parents and 21 students on the books, each with emergency contacts and medical notes attached to the child, not buried in a chat thread.
• Saved payment methods. 14 parents saved a way to pay — 8 by card, 6 by Bacs Direct Debit. That one step is what kills the chasing: the club charges, rather than reminds.
• A register on the coach’s phone. Tap, tap, done. Attendance history builds itself.

The 1st of the month, without the chasing

On 1 July, Adminished generated every June membership charge and collected it from the saved cards and Direct Debits automatically.

11 memberships due. 11 collected. £120 in. Zero reminders sent, zero declines.

July’s charges (38 in total, including drop-ins) collected 36 the same way; the two card declines went into automatic retry instead of becoming someone’s awkward conversation at the door.

Drop-in students don’t get forgotten either: anyone marked present who isn’t on a membership is billed their £6 drop-in automatically, off the register. Attendance is the invoice.

Events that pay for themselves at booking

Over the summer the club ran three events — hikes (including a family hike with Muslimah Outdoors) and a brothers’ beach BBQ. Each got a public page and a shareable link; families booked and paid at booking: 25 paid bookings, £283 collected before anyone set foot on a bus.

That ordering matters. When money moves at booking, a “yes” means yes — no-shows stop costing the club, and the coach isn’t fronting minibus and food costs against promises.

Two months in, the totals

• Around £590 of club money has moved through the platform — memberships, drop-ins and event tickets — every pound of it recorded against the right child, class or event, with no reconciliation spreadsheet.
• The register, waivers, medical notes and payment history live in one place any authorised coach can reach from a phone.
• The chasing — the part of club admin that eats goodwill as well as time — simply stopped being a job.

The honest bit

Ffutuwwa runs on Adminished’s free tier — small clubs genuinely pay nothing for the software; the platform takes a small cut only when parents pay by card or Direct Debit through it. The club didn’t need training, a sales call, or a migration project: registration links went out on WhatsApp, and the first parents were in the same day.

If your club looks like this one — a coach, a class or two, 20–150 members, and a fee-chasing routine you’re tired of — you can set it up in an evening too. Start free →