How Blackrock RFC cut admin time by 80% and collected £12,000 in unpaid fees
A Dublin-based club with 200+ members transformed their operations from spreadsheet chaos to seamless automation.
The Challenge
Blackrock RFC is one of Dublin's best-known rugby clubs, with over 200 active members across senior, women's, and youth teams. But behind the scenes, the club was struggling.
"We had five different WhatsApp groups, three spreadsheets that nobody ever updated, and a treasurer who spent every Sunday night chasing down match fees," says James O'Brien, Club Secretary.
Before Frostlete:
- ✗Availability tracked across 5 separate WhatsApp groups
- ✗£15,000+ in outstanding membership fees
- ✗No centralized member database
- ✗Team managers spending 5+ hours/week on admin
The Solution
Blackrock RFC started their Frostlete trial in September 2023. Within a week, they had migrated their entire member database and sent out their first automated availability request.
Centralized Database
All 200+ members in one place with complete profiles
Automated Availability
One-tap responses with automated reminders
Payment Tracking
Automated fee collection with Stripe integration
The Results
Within three months, Blackrock RFC had transformed their operations:
After Frostlete:
- Admin time reduced from 5 hours/week to under 1 hour
- £12,000 in previously uncollected fees recovered
- 98% availability response rate (up from ~60%)
- All communications in one centralized platform
"We used to spend Sunday evenings chasing availability. Now it's all done automatically. Frostlete has genuinely changed how we run the club — and I've got my weekends back."
James O'Brien
Club Secretary, Blackrock RFC
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