Pocklington RUFC
A unified digital platform running every operational function of a community rugby club — ticketing, memberships, sponsorship, EPOS, events, and communications — from a single cloud-based system.
Client
Pocklington Rugby Union Football Club
Sector
Sports & Community Clubs
Duration
Ongoing partnership (2025–present)
Key Result
One platform replacing 8+ manual systems
Overview
Pocklington RUFC is a Yorkshire rugby club with senior, junior and women's teams, a clubhouse bar and shop, an annual beer festival, holiday rugby camps, and a commercial sponsorship programme. Like most community clubs, it was running these activities through a patchwork of spreadsheets, paper forms, third-party ticketing sites, card terminals, and volunteer memory — each generating its own silo of data and its own administrative overhead. The club needed a single, integrated platform covering the full lifecycle of every revenue stream and operational function — from selling a match ticket or season membership, to scanning it at the gate, to taking a card payment at the bar, to reporting the season's finances to the committee.
Inside the platform
The Challenge
Ticketing was outsourced to third-party platforms charging per-ticket fees, with no link between ticket buyers and the membership database. Walk-up door sales were cash-only and untracked. Membership was managed in spreadsheets — renewal chasing was manual, data quality was poor, and there was no reliable way to verify a member at the gate.
Sponsorship deals, values and fulfilment obligations lived in ad-hoc documents, making renewals easy to miss. The bar and shop ran on a standalone till with no connection to stock or financial reporting, and cash-up reconciliation took hours. Event entry was paper-based, creating queues and duplicate entries.
Communications went out through individual email accounts with no logging or consistency. The committee had no single source of truth — basic questions like active member numbers, season revenue or upcoming sponsor renewals required manually collating data from multiple systems.
Our Solution
We designed and built a single cloud-based platform covering every operational function of the club, organised into integrated modules sharing one database, one member directory and one financial backbone — so a ticket purchase, membership renewal, bar sale and sponsorship deal all feed into the same reporting layer.
Ticketing and events: tiered pricing (early-bird, member, VIP, door), Stripe checkout with instant branded QR-coded tickets, a door sales module running on the same device as the scanner, multi-day event support, a public QR scanner any volunteer can use, and member-ticket verification against the live membership register.
Membership management: configurable membership types, online purchase via Stripe with guided checkout (including junior guardian details and vehicle registrations), digital membership cards with Apple Wallet and Google Wallet support, automated membership numbers, a dedicated Life Member workflow, and renewal management with targeted reminder communications.
Commercial operations: a sponsorship CRM with packages, deal tracking, renewal alerts and a public enquiry workflow; a touchscreen EPOS for the bar and shop with stock tracking, PIN-protected staff sessions, Stripe Terminal card payments and full sales reporting; and a holiday camp booking system handling multi-day per-child bookings with medical consents and online payment.
A centralised communications layer replaced ad-hoc email sends with logged, branded messaging — renewal reminders, beer festival broadcasts, and all transactional email through Postmark. Supporting modules cover tournaments, fixtures, facility bookings, volunteers, staff records, training schedules and inventory, with season-tracker reporting and Stripe reconciliation for the committee.
The Results
8+ into one platform
Manual systems consolidated
Tracked in a single database
Revenue streams
Digital, with Apple & Google Wallet
Membership cards
Real-time QR validation
Gate entry
Hours reduced to seconds
Financial reporting
Fully logged and auditable
Communications
"The system has replaced virtually every manual process the club relied on. What used to take a committee meeting to piece together now takes a single report."
Club Committee
Pocklington RUFC, Pocklington Rugby Union Football Club
See the system in use
Explore the live Pocklington RUFC ticketing, membership and club-management platform and read the club's independent account of its partnership with The Digital Hub.
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