We help youth sports clubs measure and improve family retention.
ClubSat runs a continuous listening program for your club: all season long, in one system, with zero added work for your staff.
Clubs want feedback. Most just don't have a system for it.
Without one, listening turns into a single end-of-year survey: a heavy lift for a stretched staff, delivered after the season is over and nothing can be fixed. Day to day, the real feedback scatters:
“Most clubs either don't collect feedback or do a poor job acting on it. ClubSat made it simple, which made it easy for us to improve the experience for our players and families.”
Eric Gebhard
Co-Founder & Executive Director
Wisconsin United found a −7 NPS mid-season. By fall, enrollment in the flagged program was up 20%.
A listening program, run for you.
ClubSat asks every family how it's going, all season long, so issues surface while you can still solve them. All the scattered chatter routes into one place, with queuing, prioritization, assignment, and case management behind it. Your team stays organized and your inbox stays sane.
People like to complain. They like it even more when someone solves their problem, and a complaint handled well becomes a loyalty moment. ClubSat is built to create those moments.
Happier families
Every voice heard and every loop closed, including the quiet ones.
More players back next season
Issues surface and get fixed while they're still fixable.
A cleaner operation
All the chatter lands in one system, and we run it so your staff doesn't have to.
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Not another survey tool. Surveys are the input; follow-up and resolution are the product.
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Not another app for parents. Families respond right from their email. Nothing to download, ever.
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Not a replacement for your club OS. ClubSat works alongside PlayMetrics, Byga, TeamSnap, and SportsEngine, covering what they leave out.
Trusted by clubs across sports
Wisconsin United FC
Soccer
Bull City Little League
Baseball
Woodcroft Basketball
Basketball
Three steps. We do the heavy lifting.
You share a roster export.
That's your whole setup lift. The export carries each parent's email (always anonymous inside the system) plus program, team, and coach, which lets us cut every result by program, age group, team, and coach.
We listen, all season.
Ongoing surveys and monthly check-ins run through the season, while there's still time to act on what comes back. Every response is read and categorized the moment it arrives. Anything urgent triggers an immediate notification to you. Everything else is logged, queued, and managed.
You act on what matters.
We handle the day-to-day replies. Anything significant lands with you for a personal response. You get a live dashboard plus a regular email that tells you how things are going. No login required.
The Science Behind the Approach
NPS survey
Net Promoter Score is the satisfaction measure the world's best-run companies live by: one consistent question, scored the same way every time. Asked continuously, it produces numbers you can compare across programs, coaches, and seasons.
Bain & Company: the Net Promoter System ↗Service recovery
Decades of customer research point to something counterintuitive: a family whose problem gets solved quickly ends up more loyal than one who never had a problem at all. An answered complaint builds loyalty. An unanswered one quietly ends the relationship.
Harvard Business Review: The Profitable Art of Service Recovery ↗Anonymity
Parents tell the truth when they can't be identified; many fear being "blacklisted" for speaking up. Every response still comes from a confirmed, paying family on your roster, and anonymous two-way messaging lets you reply, ask follow-ups, and resolve the issue without unmasking anyone.
Pew Research Center: people answer more honestly when no interviewer is watching ↗The whole program, in three views.
Everything ClubSat produces arrives in front of you and your team. No digging required.
Ongoing NPS surveys
Parents see your club's name and crest on every survey, delivered on a steady drip through the season. Every family answers the same set of questions about the club and their coach, and every response maps back to the parent behind it, anonymously.
Two or three touches per season keep the signal fresh without wearing families out, and reminders go out automatically to anyone who hasn't answered.
Anonymous two-way messaging
Every conversation lands in one inbox, prioritized and case-managed. AI-enabled escalation flags what needs your voice this week, and reply management handles the routine.
Serious issues become cases with an owner, a category, and a due date, so nothing gets dropped after the first reply.
Breakdowns by program, coach, and team
The dashboard shows where every corner of the club stands, all season long, so you spot a struggling program even when the club-wide number looks fine.
NPS trends by program sit alongside scores for coaching quality, communication, and player development, and your coaches get ranked by parent satisfaction.
Happier families, better retention, and a cleaner operation all come from the same habit: ask early, listen well, and close every loop. ClubSat turns that habit into a system, and we run the system for you. The fastest way to understand it is to see what your parents would see. Take the demo survey:
They found a −7 NPS mid-season. By fall, enrollment in the flagged program was up 20%.
Wisconsin United FC serves 2,500+ members across 100+ teams, formed from a merger of three legacy clubs. Mid-season pulse surveys through ClubSat revealed an overall NPS of −7. The program-level breakdown showed exactly why.
−7
Overall NPS, mid-season
+30
Juniors program
−33
Pre-academy program
+20%
U11/U12 fall enrollment
The average hid the problem; the breakdown exposed it and gave leadership a concrete place to act:
- $85,000+ invested in pre-academy improvements, directed by the feedback.
- A dedicated U11/U12 director hired, plus mid-season coaching changes.
- Seven directors' emails consolidated into one weekly note, and a two-week rolling calendar for schedules.
One season, all three outcomes: satisfaction measured and rebuilt, enrollment up 20%, and a calmer operation with one weekly email where there used to be seven.
“A negative 7 overall NPS felt awful… but ClubSat broke it down at the program, team, and coach level so that I could take action.”
And the parents noticed
“Thanks so much for this, Eric. Your transparency and humility are refreshing.”
A WIUFC parent, replying the same morning Eric shared the survey results and his plan with every family in the club.
One fee. Two seasons. We run it.
$3,500
per year · fall + spring
Less than the fees of one lost family.
- Managed setup: roster import and survey configuration. Your lift is one export and one call.
- Ongoing surveys + monthly check-ins, all season, both seasons.
- Day-to-day reply management handled by us; significant or emergent items routed to you.
- Your dashboard + email digest of how things are going. No per-player fees.
- End-of-season wrap-up reports, one each for fall and spring.
Experience it exactly the way your parents will. It takes two minutes.