Foundation Academy: five to eight platforms became one calendar.
A 1,500-student school whose IT team met Admittee at a convention and recommended it to consolidate the systems behind practices, games, rentals, and events. A year later, most departments are on it. Three of them tell the story.
From Monday's practice to Monday's report.
Every part of a home football game runs through the same event. The week's practices hold the stadium and the gym. The proposal with the opponent was signed on the calendar in August. Families bought tickets from the school's own site. At the gate, the Admittee Onsite app scanned wallets and took cards. Concessions rang on the same phones. On Monday the business office opened one report: total, fees, net.
Illustrative game day, built from the tools Foundation Academy uses.
- MonVarsity practice · Stadiumrecurring, through Nov
- AugGame proposal · vs. Westviewsigned by both ADs$0
- WkPresale tickets · 640 soldfrom the public calendar$6,400
- FriGate · 212 scanned, 88 paid at the gateAdmittee Onsite app$880
- FriConcessions · tap to pay3 stands, same phones$1,660
- MonReport · total, fees, netreconciled to the payout$8,940
Technology
Brent WorkingerTechnology
Ticketing & passesGame proposalsRentalsConcessions
Before Admittee, Foundation Academy ran on several platforms with little integration between them: spreadsheets, a calendar tool, email, and text. IT's goal was fewer systems to support and one place for the information to live.
Requesting events and scheduling facilities and games has become, in Brent's words, a breeze, with a measurable reduction in miscommunication. Tickets in the digital wallet mean quick game-day entry. And concessions changed what the administration can see.
The example he reaches for is not a game. Registration for the Legacy Golf Classic used to mean flipping through a binder of paper forms with a highlighter. This year the team scanned codes, and the Admittee Onsite app took registrations, concessions, and the add-ons that were only available on the day.
Concessions lets our admin team see exactly what is selling per event instead of a blanket shared revenue amount.
Athletics
Jordan RichardsAssistant Athletic Director
Ticketing & passesGame proposalsRentalsRegistrationsFundraising
Athletics was fielding constant inquiries about rentals, availability, practices, and game schedules, across calendars, spreadsheets, emails, and phone calls. A change might be updated in one place but not another, so nobody was sure which was current.
Rentals made the biggest difference: inquiries that used to be a back-and-forth of emails are now a request tracked from first contact through scheduling and payment.
Now we have one place to look for the most up-to-date information.
~10 hours a weekJordan's estimate of the time back in the athletics office after consolidating 5–8 platforms
Activities
Joy PenaActivities Director
Ticketing & passesGame proposalsRentals
Activities ran on a shared calendar, spreadsheets, and a lot of email. The two things that changed were booking spaces and ticketing: real-time availability instead of waiting for a confirmation, and ticket counts that say how many people to prepare for.
Your team can view available dates and spaces in real time, without emailing back and forth for confirmation.
Multiple times, it has caught double bookings.
Five jobs, one record.
Facility scheduling
Every game, practice, rehearsal, and meeting on one grid, with conflicts caught as they are booked.
Read moreFacility rentals
Outside groups request a space, staff approve, and the agreement and invoice happen at booking.
Read moreBox office
Tickets and passes for games and performances, sold from the same event the calendar already holds.
Read moreEvent day
Scanning at the gate and concession sales attributed to the event they happened at.
Read moreReporting
What each event took and what it netted, in a form the business office can reconcile.
Read more