New app available for download now:
New app available for download now:
Falkirk Foundation is a community organisation working with partners across Scotland to bring football and community programmes to those who need them most. With over 1,100 members, 100+ volunteer coaches, and a year-round calendar of camps, schools football, mental health courses, first aid courses, and employability programmes, the administrative demands on the Foundation’s staff are significant. TeamFeePay has brought everything into one place — transforming payment collection, camp management, and safeguarding in the process.
Before TeamFeePay, Falkirk Foundation was managing memberships and camps on entirely separate systems. Payment collection relied on manual direct debit forms for every single member, with reports generated by hand and overdue payments requiring individual follow-up. Camp bookings had to be cut off the night before the first day, with cash payments, paper registers, and on-the-day admin creating pressure for staff and coaches. Safeguarding information, medical conditions, and photo consent forms were not centralised, making it difficult to give coaches quick and reliable access to the information they needed on the ground. For an organisation working with vulnerable communities where safeguarding is a top priority, this was a significant concern.
Falkirk Foundation joined TeamFeePay and worked closely with the team to build a platform tailored to their specific needs. Account Manager Connor provided dedicated, responsive support throughout — bringing valuable perspective as a grassroots coach himself. Payment collection was fully automated, with a built-in retry system ensuring that any missed payments are attempted again seven days later, continuing throughout the month. Membership income became consistent and predictable, supporting forward financial planning across the organisation.
Camp management was transformed. Parents can now book online right up to the morning of a camp, with all registrations, medical information, and consents captured digitally and visible on the register before participants arrive. The same system was extended to schools football programmes, mental health first aid courses, and first aid training for coaches — giving the Foundation one flexible booking platform across all of their activity. Safeguarding information, medical conditions, and photo consents are all stored centrally, giving coaches instant access from the pitch via QR codes or shared links.
The results have been significant across every area of the Foundation. Payment collection has reached an average rate of 96% per month — a dramatic improvement on the manual processes that preceded it. Income is consistent, cash flow is predictable, and the hours previously spent on manual collection and chasing overdue payments have been reclaimed by staff and volunteers. As Gareth Davies, Foundation Administrator, puts it: “The time saved is amazing.”
On the ground, coaches and staff can focus on delivering programmes rather than managing paperwork. Camp days run smoothly, with no cash handling, no paper registers, and all participant information available at their fingertips. For an organisation where safeguarding is paramount and community trust is everything, having that information secure, centralised, and instantly accessible has been transformative.
In twelve years, Drumaness Mills went from twelve children to over 180. Facilities built for two senior men’s teams were suddenly in use five nights a week, and the club was paying up to £95 an hour to train elsewhere. Grants funded the building work that followed, but the club still had its own side of the loan to service.
A supporters draw with TeamFeePay is what helps cover it. It brings in money every month without asking members for more, it’s become something the club looks forward to, and it gives funders what a one-off fundraiser never can: proof the club can generate consistent recurring income.
Darran McQuoid has been Club Secretary at Drumaness Mills for fifteen years, and part of the youth setup since it began. He also works at TeamFeePay as Club Development Team Leader.
“The biggest thing for us as a club was to try and stay in the community and develop the facilities within the community,” he says — so that local children “would have a facility to be proud of, and a facility that enabled them to train in good conditions and in the best facilities possible all year round.”
Newhaven Youth FC, based on the South Coast of England, is home to more than 200 members. Like most grassroots clubs, its committee runs on volunteer hours — and those hours were increasingly going on registration paperwork and back-office admin rather than the club itself.
Ballymacash Rangers Ladies was co-founded in 2018 and has grown into a club driven by a passionate committee of volunteers — many of whom are also playing members. Balancing full-time jobs, training, and the demands of running a club meant that finding a smarter way to manage finances and administration wasn’t just helpful — it was essential. TeamFeePay has given the club the clarity, stability, and breathing room they need to plan not just for this season, but for the future.
Liverpool FA oversees one of the country’s most active grassroots football communities, supporting 470 clubs, 3,400 teams, and over 33,000 players across the county. With a network of that scale, helping clubs operate efficiently, sustainably, and in line with safeguarding requirements is a significant undertaking. TeamFeePay has become a key partner in that mission — giving clubs the tools to manage their finances, administration, and compliance in one place, and freeing up the volunteers who make grassroots football possible.
FC Abbey Meads was formed in 2003 and has grown into a large grassroots club with over 40 teams. For years, collecting and reconciling payments meant a monthly ritual of bank statements, handwritten checklists, and chasing parents for missing subs. TeamFeePay put an end to all of that — and gave the club’s administrators their time back.
London FA supports over 941 affiliated clubs, 6,454 teams, and 78,744 registered players across the capital. As a TeamFeePay County FA Partner, London FA has seen how the right platform – combined with the right support – can transform the way clubs operate day to day.