New app available for download now:
New app available for download now:
Kings Hill FC is a large grassroots football club with around 75 teams, named as Kent FA Grassroots Club of the Year at the 2025 Kent FA Awards. The club wanted to move its full registration and membership payment process onto a new platform, but needed confidence the switch would be smooth for administrators and members.
With 75 teams and over 900 members, Kings Hill FC operates at significant scale. Managing registration and membership payments across so many teams had become increasingly complex, and their previous system was no longer fit for purpose. Administrative tasks were time-consuming, manual processes were piling up, and the club needed a more flexible and responsive solution to support its volunteers.
As Club Secretary Helen Marsh explains, “We’re a large club with around 75 teams, so we were a bit apprehensive about moving our entire registration process to a new platform. Our previous system had become too labour-intensive, and we needed something more flexible and responsive.”
Alongside the scale of the club came additional complexity. Kings Hill FC operates a slightly unconventional membership fee structure, with multiple player categories and three different payment options per category. Any new system would need to accommodate this structure seamlessly, without increasing the admin burden or creating confusion for members.
After trialling several providers, Kings Hill FC selected TeamFeePay for its robust payment functionality, clear reporting, ease of use for both administrators and families, and the reassurance of hands-on onboarding support.
Our team worked closely with the club to configure all 75 teams and build out the required payment options for each player category. Careful planning ensured that the club’s unique fee model was replicated accurately within the platform, while still keeping the registration journey simple for members.
Throughout onboarding, we collaborated closely with Helen and the committee to answer questions, refine payment structures and ensure the setup reflected exactly how the club operates. Whether it was configuring unusual fee arrangements or jumping on calls to walk through specific scenarios, the focus remained on making the transition smooth and stress-free.
We also introduced the club to additional features within the platform that could further streamline processes in the future, providing guidance while allowing the committee to adopt new functionality at their own pace.
The transition exceeded expectations. Nearly all 900+ members successfully completed their registration on the first attempt, a significant achievement for a club of this size.
The impact on administration was immediate. Automated registration tracking, real-time payment reporting and built-in verification tools dramatically reduced the manual workload previously required to assign payments and confirm who had paid. Instead of chasing payments or reconciling spreadsheets, the club now benefits from clear visibility and automated processes, with only minimal intervention required in exceptional cases.
Reflecting on the move, Helen says, “Overall, we are very pleased we made the switch to TeamFeePay. The platform continues to improve, and the team is incredibly receptive to ideas and feedback.”
Today, Kings Hill FC has a scalable, future-ready registration system that supports its continued growth, giving volunteers more time to focus on running the club, rather than managing admin.