Solution

Learn more about the Clubtimiser solution

Built on Microsoft technology

The Clubtimiser solution is built on the solid, stable, and user-friendly Microsoft Dynamics 365 CRM platform. With this solution, sports clubs gain access to a platform that ensures simplicity, flexibility, and security.

One of main advantages of Microsoft Dynamics 365 in combination with the Clubtimiser solution is that sports clubs gain a complete CRM platform to control and manage all relevant client, contact, and sales data, as well as highly visible and efficient management of all their sponsorship-related activities.

The Clubtimiser solution provides full integration with existing tools such as Outlook and the Microsoft Office suite, enabling complete management of all contact points between club and its clients and sponsors. This includes emails, phone call, meetings, documents, and social media contacts. All of these are captured and structured in Clubtimiser and are accessible to all relevant personnel and function within the organisation

Clubtimiser also includes an integrated document management function, ensuring that all documents are saved to and retrievable from the correct and relevant archives in the system. This is particularly important when managing contracts and agreements and supports effective and secure administration.

Clubtimiser is built as a modular system, with modules installed on the Microsoft Dynamics 365 CRM standard platform. Each module addresses specific business needs within professional football clubs, including sales, internal and external coordination tasks, marketing, external communication, finance, and reporting. The system also offers an enhanced self-service feature for sponsors, ensuring efficient and seamless communication regarding matches and events.

The Clubtimiser modules can be implemented successively, and the content, structure, and benefits of each module are described in the following sections.

Browse through the different modules below

Essentials Module

The Essentials Module provides functionality that supports the entire sales flow and ensures that valuable information and knowledge are shared across the organization. The module also manages all historical data, which is essential for users when an overview of the status of all sponsorships is required. In addition, it provides access to relevant documents and client and sponsor contacts.

When new sales opportunities are created, users can select the relevant options for contract periods and configure them with products and product packages. Sponsorships can be priced individually or based on a standard pricing structure, with the option to add discount matrices. Users can choose between new contracts and clients or extensions of existing contracts, and both direct sales and match-related sales can be added.

Sales reviews and ongoing follow-up processes are managed through the pipeline management feature, which automatically provides an overview of all current sales opportunities as well as future repeatable contract opportunities. Data is presented both in visual dashboards, including graphs, and in a traditional tabular format.

Stock & Capacity Module

This module provides the sales organisation with a comprehensive overview of both sold and available capacity, as well as a continuously updated status of sold products—covering both the full season and individual matches.

The module prevents already allocated products from being sold or assigned again and, equally important, identifies and highlights cross-sell and upsell sponsorship opportunities. The Stock and Capacity Management Module covers all product types, including LED and perimeter advertising placements and structures, as well as match-specific sponsorships. For each product category, it delivers a clear overview of sold inventory, re-sold inventory, and opportunities currently in the sales pipeline.

Match Management Module

The Match Management Module tracks all home and away matches throughout the season, including international fixtures.

For each match, the actual number of lounges and skyboxes is defined with predefined capacity. Sponsorships that include season passes and advertising are automatically allocated to the relevant matches, ensuring a complete and continuously updated overview.

The module is also used to allocate pool tickets and vouchers, with their status managed centrally. In addition, it supports lounge and table allocation and includes templates for printable place cards. Match-related products, such as individual match sponsorships, are also managed within the module, providing an always up-to-date overview of sold and available products for each match.

The module can easily be upgraded to the Match Management LED Module, which includes allocation of LED capacity and playlist management for each match. This upgrade enables efficient LED capacity management and provides a continuously updated overview of unsold capacity.

Reporting Module

The Reporting Module provides deep insight into the data stored in the system, with insights presented either through traditional reports or intuitive visual dashboards.

The module is built on Microsoft Power BI and consolidates data from both the standard CRM platform and the Clubtimiser modules. The standard configuration includes the following report categories:

Team Performance Dashboard and Weekly Win Dashboards
Sales vs. Budget Dashboards
Progress in accrued income, broken down by salesperson, product groups, and sales types
Graphical overview of stadium capacity, including sold and unsold products
Analysis of re-signed sponsor contracts, divided by salesperson
Sales dashboard providing performance insights per salesperson

All reports can be easily exported to Microsoft PowerPoint or Microsoft Excel.

Finance Module

The Finance Module ensures that the club always has a complete and up-to-date overview of sponsorship-related financial status, including accrued income and cash flow.

Based on sponsorship sales and the configured invoice flows, the system generates data for both cash flow reporting and accrued income status for the selected period. The module can also generate order drafts, which can be integrated with the club’s financial system.

Campaign Module

The Campaign Management Module includes a range of important and valuable functionalities designed to optimise email communication with sponsors.

Automatic mailing lists can be created for communication with specific, named sponsor target groups—for example, all Gold Sponsors, pool ticket holders, or golf enthusiasts.

The module is also used for distributing newsletters and, if required, can be integrated with existing email providers such as Mailchimp or ClickDimension.

In connection with matches and events, the module delivers efficient and time-saving capabilities by automating manual processes. Contact information updates, new sponsor registrations, and sponsorship cancellations are handled automatically, ensuring that only relevant recipients are included in each mailing list.

Event Module

The Events Module is used to manage sponsor activities that are not directly linked to matches. These typically include travel arrangements, VIP activities, and golf tournaments, but the module is also used to manage the club’s business clubs and business networks.

The module provides a clear and efficient overview of invitations and registrations and serves as a valuable tool for preventing duplicate registrations and unnecessary follow-up actions on invitations that have already been sent.

The Events Module is fully integrated with Microsoft Outlook, allowing invitations to be followed up with calendar invites that delegates can use to automatically update their own electronic calendars. This increases delegate engagement and attention to events and helps minimize the number of no-shows.

Sponsor Portal

The Sponsor Portal ensures that sponsors maximize their return on investment and the benefits of their sponsorships, while significantly improving the efficiency of communication with them.

The Sponsor Portal is a web-based platform designed using the club’s visual identity—including logo, graphics, and colors—providing sponsors with a professional and engaging digital entry point.

The portal allows sponsors to book VIP and lounge access themselves through a self-service interface. Sponsors also have an up-to-date overview of previous registrations and the status of any pool tickets and vouchers. Additionally, they can register for events that are defined and managed within the Events Module.

By streamlining and aligning communication with sponsors, the module significantly reduces administrative burdens while delivering a high level of service quality and a seamless user experience for sponsors.

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