The operator dashboard · for racquet clubs
She answers every call, WhatsApp, text, email and website chat — in your club's voice, from your club's own knowledge, at any hour. Behind her, one dashboard reads your booking system every few minutes and keeps the lot: who plays, what they pay, who has quietly stopped, and which courts sit empty tonight.
Works on the booking system you already use. Nothing is migrated to start.
What it sees
You chose your booking system and you are keeping it. We do not replace it — we read it. These are the gaps that are costing you money right now, and none of them needs you to change anything.
They found you, followed you, and never booked. Your booking system has no screen for this — the roster and the calendar are separate things and nothing joins them. We join them, and tell you how many of those people have a phone number.
The largest single growth pool a club owns, and it costs nothing to reach.
Your booking system shows a last-visit date. It cannot tell you that somebody who played every three days for four months has not been in for three weeks — the moment you could still have done something about it.
lily learns how often each person normally comes and watches for that breaking. A fortnightly player away three weeks is drifting; a twice-a-week player away three weeks is nearly gone. Those are different messages, and they go out at different times.
Measured as court-hours occupied with your blocked-out slots set aside — never a count of start times, which is the mistake that makes a 5pm court look like an empty 6pm. Your week is usually two different clubs, so any figure that averages weekday and weekend tells you nothing you can act on.
And it shows you which of your soft hours sit inside your peak window, because that is the time worth filling first.
An unpaid list is not a list of people who owe you money. Whole-court club bookings, entries with no amount at all, coaching slots billed another way, people who paid at the desk and were never joined back up — all of them sit in the same column.
lily checks every one against the payments on the same session. If it cannot prove a debt, it reports nothing and tells you why — because one wrong demand costs more goodwill than the money is worth.
Front of house
Phone, WhatsApp, SMS and the chat on your website all arrive in the same place, and she answers from your knowledge rather than from guesswork.
She books, explains and escalates to staff when a human is needed — in the club's voice and from the club's own knowledge. She cannot answer outside it, and she does not improvise a price or a policy.
Including website chats. Staff can take over any conversation with one tap — and the moment they do, lily goes quiet.
Requested callbacks, dropped-call recovery texts and anything she handed to a person queue up as clear follow-ups, re-pinged until they are dealt with.
WhatsApp isn't just text. Members send voice notes, photos and PDFs — they land in the inbox with previews, and she reads, listens and replies in context.
Write a fact in the dashboard and she uses it on the phone, on WhatsApp and in chat within a minute — quoted word for word. She can never invent an answer.
A separate agent calls her every night and questions her for six to ten minutes, specifically to catch drift. Every conversation on every channel is recorded and transcribed to the dashboard.
Running the club
Courts, groups, events, staff and your website — the whole operation in one dashboard, with lily doing the legwork.
At a glance, plus a feed of actions she has spotted — build them with one tap, or dismiss.
The day's court grid, open games and who still owes, without opening another app.
Missing an email or a surname? She sends a secure link so members fill in their own details — consent-logged, straight into the contact book.
Draws and timetables, invitations to exactly the right audience, reminders that send themselves, and a public page for every event.
Build the week in the dashboard; she reminds staff the day before on WhatsApp. Can't make it? Message her — she flags the manager and asks the team for cover.
Journal, guides, community and event pages. She drafts articles on request — approve each one, or let her run on. The chat on your site is her, logged into the same inbox.
Your hero image, logo, colours and voice live in one place — every email, social asset and web page renders from the same source automatically.
She reads every website comment, forum topic and chat daily — replies warmly to the positive ones, escalates anything sharp to a person, and never auto-replies to a complaint.
Ask anything about your club's numbers in plain English — utilisation, revenue, who's slipping away — and she answers off the live data.
The engines
Three engines run against your real data, build a round every night, and stop at an approval screen. Not one of them can send anything without you.
When a good slot is going to go unsold, she writes the offer by WhatsApp a few hours before — and leaves your full hours alone. It finds short-handed matches too, priced off your own price list.
Rebuilt nightly, each with a written reason you can read: "played 4 times over 16 days, about every 5.3 days; it has now been 66 days." She gets in touch once, kindly, and stops if they don't want to hear from her.
She tells whoever is on shift who hasn't paid while the match is still on, to be settled at the till. If the shift ends still open she chases once, politely, with the amount and a link. She never escalates money on her own.
Staying in control
Whatever the settings say — approved by name, by someone at your club. You read exactly who it goes to and what it says, with a plain reason against each person. And an approval goes stale: approve a Tuesday 7pm court on Tuesday morning and it sends; leave it to Friday and it won't, because the slot has gone.
Your quiet hours, set by your admins and changeable. A message due inside the window waits.
At most three messages to one person in thirty days, never two inside a week — counted across every engine. Six lanes draw on the same list; if each kept its own count they could send eighteen a month between them and every one would be within its own rule.
One "stop" and that person is never contacted again by anything.
Never sold, never pooled with another club's, never handed to an advertiser. Your club is the data controller and lily is the processor, under Article 28, with the terms in the dashboard. Each club's data sits in its own separated database.
When you hand a message to a network the network says "accepted" — a computer taking a request, not a message on a phone. Every send stores its reference and records four states kept apart: accepted, left the network, arrived on the handset, read. Nothing is called delivered except the last two.
Pricing
A flat monthly fee, and an included balance that covers lily's actual work. No seat counts, every charge itemised as it happens.
lily answering on every channel, Ask lily, your dashboard, and the three money-making engines. Contact book, team, staff rota and the club website are in here too.
See it →Everything in Core, plus the marketing the club never gets round to: campaigns, events and leagues, the Brand Library, the Business Suite, the full learning layer and coaching.
See it →Set-up fee: on application — every club is configured to its own booking system, knowledge and brand. lily draws the balance down as she works, itemised in real time. Top-ups from the dashboard, or auto top-up when the balance falls below a threshold you set.
| What's in each plan | Core | Complete |
|---|---|---|
| Answering — phone, SMS, WhatsApp, and email answered ready to send | Included | Included |
| Ask lily, and the suggestions she brings you unprompted | Included | Included |
| Bookings and payments held and searchable | Included | Included |
| Your dashboard — logs everything, including what she earned and saved | Included | Included |
| Fill the courts · win people back · collect what's owed | Included | Included |
| Contact book, Team, and the staff rota she runs the reminders for | Included | Included |
| Club website — journal, guides, event pages, community noticeboard | Included | Included |
| Marketing — social and growth | — | Included |
| Email and campaigns | — | Included |
| Events and leagues | — | Included |
| Business Suite — brief a project, a fleet of agents builds it | — | Included |
| Brand Library — the locked asset and brand store | — | Included |
| Audit and optimise, in full | — | Included |
| Paid ads — a hand-entered spend ledger. Not connected to Google Ads or Meta, and no ad is bought or run from here | — | Included |
Every rate is worked out the same way: what the thing costs us from the supplier, doubled, rounded up to the nearest penny. A voice minute costs us £0.09 and you pay £0.18. Nothing was invented — it was multiplied.
Marketing is not where your balance goes; answering the phone is. A full month of marketing — a newsletter to every member you have, three posts a week across five channels, the copy, the reels and ten pieces of deeper analysis — comes to well under a hundred pounds on a club of five thousand contacts. The full rate card, with the supplier prices every figure is built from, is in the dashboard so you can check the arithmetic.
Straight
You are going to log in, so there is no sense in a page of ticks. Live means running on real club data. Built means finished and waiting for you. In development means it is not here yet.
Ready when you are
We start by reading your booking system and telling you what is in it. You will know within a week whether any of this is worth your time — and the figures will be yours, not ours.