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WhatsApp marketing for clubs.

With SmartChat, you send your members on WhatsApp whatever is coming up in the club: the invitation to the taster session, the next home game or the search for helpers for the summer party.

Newsletter for the season opening

Wooden tables under trees, image in the newsletter

image

A photo of your club grounds or of the last party. SmartChat takes it from your club website, or you upload your own.

👋 Hello Ute, 🌳 on Sunday, 27 April, we're opening the new season at our sports grounds, for members and everyone who wants to get to know us. 🎾 From 11 am all tennis courts are free to try out, rackets are ready. ⚽ At 2 pm the youngest kids play their first tournament, then the veterans take on the board. 🍺 In the garden at the clubhouse there will be draft beer, bratwurst and coffee with cake, baked by the parents of our youth. 🤸 For children, the gymnasts set up an activity course in the hall. 🤝 Bring family, neighbors and friends, the admission is free.
16:10

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SmartChat AI writes it from your website and the club's schedule. Times and program items are in bold.

View the program

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One click opens the full program of the season opening. Your member sees right away when something is happening on the grounds.

SmartChat writes to your members automatically.

Your board does all of this as volunteers. That's why SmartChat sends these three messages without a click from you.

As soon as a contact confirms
Beautiful view of an empty soccer field at sunset, with goalposts and dramatic sky.
🙌 Thanks, your sign-up for the SV Grünwiesen is confirmed.⚽ We're a club with football, tennis and gymnastics, for children from age three up to seniors.📅 Here you'll hear about home games, parties and new courses in the hall.🏠 Our clubhouse is open Tuesday to Sunday from 5 pm.📋 You'll find all training times on our website, sorted by department.20:06
Open training schedule

Thank-you after sign-up

Whoever signs up and confirms gets a short thank-you message right away. It says what the club informs about on WhatsApp.

As soon as a membership application comes in
A tennis court featuring a net and several tennis balls lying on the ground, well-lit by sunlight.
👋 Hello Martin,🎉 welcome to SV Grünwiesen, your membership application for the tennis department has arrived with us.🗓️ The team training of the men's over-50s is always on Wednesdays at 6 pm.🔑 You get your key to the grounds at the clubhouse for a 20 € deposit.💳 We'll debit the annual fee by direct debit in January.09:15

Welcome to the club

If your membership management can report new admissions to SmartChat, every new member gets a welcome on WhatsApp right away.

1 day before the appointment
A spacious, modern Scandinavian interior with wooden chairs lined up in a symmetrical pattern.
👋 Hello Gabriele,📅 tomorrow at 7:30 pm our annual general meeting in the hall of the clubhouse.🗳️ On the agenda are the election of the treasurer and your renovation of the artificial turf.📊 The board presents the financial report for the past year.🥨 We take care of drinks and filled pretzels are taken care of.🙋 All members are entitled to vote aged 16 and up.18:00
Open agenda

Reminder about the meeting

SmartChat analyzes your club calendar and sends a reminder the day before the date. This message does not replace the invitation required by your club's bylaws.

This is how you collect contacts for your club.

Members, parents and fans sign up themselves: through the QR code, on your club website or through a link. Only once they have confirmed in WhatsApp do you send them your newsletter.

  1. 1

    Your member scans the QR code

    The code hangs on the notice board, at the bar in the clubhouse or is printed in the stadium program. SmartChat creates it for your landing page.

    The club on WhatsApp
  2. 2

    Your member enters first name and phone number

    The window asks for nothing more. It also appears on your club website.

    Real sign-up popup on the landing page of SV Grünwiesen, mobile view: heading Keine Angebote und News mehr verpassen, first name Peter and phone number entered, button Eintragen
  3. 3

    Your member confirms in WhatsApp

    One click on Confirm is enough. This second consent in WhatsApp is called double opt-in.

    👋 Hello Peter,⚽ here you'll hear about home games, the summer party and new courses at SV Grünwiesen.✅ Do you want to receive these messages? Then click the button below: Confirm.🔒 You can unsubscribe at any time. Just write STOP.20:05
    Confirm
    Confirm20:05
  4. 4

    You have the proof

    SmartChat records when and how your member agreed. For your club records, you download the proof as a PDF.

    Contact Peter in SmartChat, mobile view: status Confirmed, sign-up history, consent confirmed in WhatsApp and button Download proof

SmartChat AI also answers after training.

When a mother writes in the evening and nobody in your club can be reached anymore, SmartChat AI replies for you, fully automatically. It answers with what it has learned from your website and your documents. If it has no source, it hands the chat over to you.

Inbox in SmartChat: SmartChat AI answers a customer's WhatsApp question for SV Grünwiesen

  • Also late in the evening

    Many parents write once the children are in bed. SmartChat AI still replies right away.

  • In every language

    SmartChat AI replies in your contact's language. Newly arrived families understand the message right away, in their own language.

  • The board takes over

    If SmartChat AI can't answer, the message is forwarded in the inbox to your board or the club office.

Frequently asked questions about WhatsApp marketing for clubs.

Can our club simply write to members on WhatsApp?

Only to members who have agreed. A phone number from the membership application is not enough for SmartChat. Every member signs up themselves and confirms once in WhatsApp. SmartChat saves this consent as proof. You can clarify questions about data protection in your club with your data protection advisor.

What is the difference from our club's WhatsApp group?

In a group, everyone sees everyone else's numbers, and every reply lands with everyone. With SmartChat, each member gets the newsletter individually. Nobody sees other people's numbers, and replies only arrive in your inbox.

Can we send the invitation to the general meeting via WhatsApp?

How the invitation to the general meeting has to look is set by your club's bylaws. If they say letter or notice board, that stays as it is. SmartChat additionally reminds your members of the date on WhatsApp.

How do members, parents and fans get onto our WhatsApp list?

Through your landing page. SmartChat creates a QR code. Put it on the notice board or in the clubhouse, or print it in the club magazine. On your club website, a small window asks visitors whether they want to sign up. You can also share the link on Instagram or in your club newspaper.

Can every department send its own messages?

Yes. Give your contacts tags like football, tennis or gymnastics and build segments from them. The message about the tennis tournament then goes only to the tennis department, the footballers' match day to everyone with the tag football.

Can several people from the board reply too?

Yes. All WhatsApp conversations land in one shared inbox. The chair, treasurer and youth leader each reply with their own login. Free has 1 seat on the team, Starter 3, Basic 6 and Pro 12.

Which phone number does our club use for WhatsApp?

You connect one number to SmartChat and confirm it with the code from Meta. Meta is the company behind WhatsApp. You connect one number per account. Ideally, use a number that belongs to the club and not to a single board member. That way it stays with the club, even when the board changes.

Does the board have to write the messages themselves?

No. Tell SmartChat AI the topic, for example the summer party on 12 July with barbecue and raffle. SmartChat AI writes the newsletter to fit your club. You read it through and send it with one click.

How does SmartChat AI know our training times?

SmartChat AI analyzes your club website and all documentsyou upload, for example the hall schedule as a PDF. If the times change after the holidays, you upload the new schedule. From then on, SmartChat AI gives the new times.

What does SmartChat AI do with questions only the board can answer?

If SmartChat AI doesn't know an answer, for example for a question about your own membership fee invoice, the message stays in the inbox. Then someone from the board replies themselves. Once a person has replied, SmartChat AI doesn't step in on that message.

What does SmartChat cost for a club?

With Free, your club starts for 0 €, with no time limit and no credit card. It includes 100 messages, one time only. Starter costs 299 € per month for 3,000 messages, Basic 499 € for 6,000 and Pro 999 € with no limit on messages. You pay no credits for sending. All prices are plus VAT, more at Pricing.

What does Meta charge our club for WhatsApp?

Meta bills your club directly for the fees for WhatsApp messages. For this, you set up a payment method in your Meta account. You only pay SmartChat for your plan. You can find the exact prices here.

How many automations does our club have?

Free and Starter each have 1 automation, the fixed one for new contacts (confirmation and thank-you). Basic has 3 automations, 1 of them fixed, and Pro has unlimited. An automation of your own sends automatically, for example the reminder the evening before the annual general meeting, and is available from Basic.

How long does it take until our club is ready?

Give SmartChat AI the address of your club website. In 60 seconds, your WhatsApp marketing system, the landing page and the QR code are ready. Then you connect the club's number and start collecting your first contacts.

How does a member unsubscribe again?

The member writes STOP in the WhatsApp chat with your club. After that they get no more newsletters, and SmartChat shows them in the contact list as unsubscribed. Their membership in the club is not affected.

WhatsApp marketing for your club in 60 seconds.

SmartChat AI analyzes your club website. In 60 seconds, the landing page and QR code are ready. Free costs 0 € and runs without a credit card.

Try it free now