Unified Club Operations
Smart Player Development
Seamless Registration
Coach-Friendly Tools
About The Client
Valley Fort RFC, established in the 1970s through the merger of Stanley Fort RFC and Valley RFC, is one of Hong Kong's oldest and most respected junior rugby clubs.
Based at Happy Valley Sports Ground, the club serves a vibrant community of young athletes, offering a safe, inclusive environment that builds confidence, teamwork, and a lifelong passion for rugby.
The Challenge
The club encountered two significant challenges at the same time:
Operational Complexity
As one of Hong Kong's largest youth rugby programmes, Valley Fort RFC manages hundreds of members across multiple age groups, boys' and girls' teams, and the Valley Griffins pathway programme.
Manual tools caused:
- Administrative errors
- Slow, inconsistent processes
- Difficulty tracking registrations, payments, and team assignments
Inconsistent Player Development
Coaches used different training methods and assessment styles, leading to:
- Incomplete or inconsistent evaluations
- No standard training benchmarks
- Lack of historical performance records
- Limited visibility for parents into player progression
The club needed a solution that addressed both administration and player development.
Our Solution
We built a unified Club Management Platform tailored specifically for Valley Fort RFC, integrating all rugby-related operations and player development into a single digital ecosystem.
Centralised Player & Family Profiles
- A unified member database for all players across age groups
- Smart family accounts linking siblings
- Clean, accurate data with duplicate entries removed
Rugby-Focused Registration & Payments
- Digital registration for seasons, training, and pathway programmes
- Automated payment flows with instant confirmation
- Refund and partial-refund logic aligned with club policies
Team & Programme Management
- Automatic age-group and team assignment
- Coach-friendly dashboards to view player lists, attendance, and weekly workloads
- Session management for training and matches (fixtures, notes, logs, reports)
- Real-time updates shared across coaching teams
Player Development Intelligence
- Mobile session logs captured instantly during training
- Season-end evaluation reports for parents
- Standardised curriculum templates to unify coaching methods
Event & Ticket Operations
- Online ticket creation for club events and rugby festivals
- Instant purchase and confirmation through the parent portal
- Automated attendee lists and revenue tracking
Communication Hub
- Broadcast messages to teams, groups, or individual players
- Integrated notifications via email and mobile app
High-End Admin Dashboard
- Audit trails, logs, and seasonal reports
- Full visibility of attendance, payments, team movement, and development data
- A single source of truth for all rugby operations
Our Results
The platform eliminates extensive manual work during peak periods, offering seamless registration for parents and instant oversight for administrators.
VF Chairperson
Chairperson, Valley Fort RFC
With over 1500 coaches, players and parents to administer, manage and communicate to, our fully integrated Valley Fort App, developed by EZ Active, has been a game changer for us. From the start, EZ Active have been highly professional. They understood our requirements, delivered with speed and also suggested improvements to the way we work. We have been saved a significant amount of club administrative time through fast and efficient online processes (such as registrations and integrated billing). It has also provided our playing community with a ‘one stop shop’ to register for the season and events, check their training and match schedule, get key messages as well as for our coaches to track match availability, training attendance and much more! We have been highly satisfied with EZ Active, their quality product and responsiveness. We would not hesitate to recommend them.
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