kids jumping at a field

Boosting Efficiency at Boys & Girls Clubs of the Virginia Peninsula

By Raveena Nijjar Arora
Published On Oct 29, 2024

The Boys & Girls Clubs of the Virginia Peninsula (BGC-VP), a nonprofit organization dedicated to empowering youth, faced several operational challenges with their outdated software. As an organization providing affordable, out-of-school programs for children and teens, BGC-VP needed a more efficient, user-friendly solution to better manage member information, streamline administrative tasks, and enhance community engagement.  

Recognizing this need, they made the strategic decision to transition to Daxko Operations. This case study explores their journey, the impact of this transition, and how Daxko has enabled them to fulfill their mission more effectively. 

 

The Challenge: Overcoming Operational Inefficiencies with Outdated Software 

The Boys & Girls Clubs of the Virginia Peninsula (BGC-VP) faced significant operational hurdles with their previous software. This outdated, non-cloud-based system required manual data entry, which made accessing real-time data difficult and caused frequent delays in decision-making. Staff members were burdened with time-consuming administrative tasks, limiting their ability to focus on engaging with the community and delivering programs to the youth they served. 

In addition, the lack of a centralized, cloud-based platform meant that remote staff struggled to access the necessary information, which further compounded inefficiencies. “When I started with the organization in the COO role, we were using another software platform,” says President and CEO Hal Smith. “We could track attendance and some of the high-arching basic items that you want to track in a software system. The biggest challenge with that system is it was not cloud based.”  

 Hal says the outdated system slowed them down and “was always very challenging” for the staff who weren’t working in the administration office. “It was antiquated enough that we were not able to check kids in in real-time. We had to essentially use paper time sheets.”

The system’s limited functionality and inadequate support prevented BGC-VP from effectively managing their operations and adapting to the organization’s growing needs. These challenges underscored the need for a more robust solution that could streamline processes, improve data management, and provide real-time insights to better serve their mission. 

  

The Solution: Empowering BGC-VP with Daxko Operations 

To overcome its operational challenges, the Boys & Girls Clubs of the Virginia Peninsula (BGC-VP) implemented Daxko Operations, a cloud-based solution tailored for nonprofit organizations. This transition helped streamline operations, improve data management, and enhance community engagement. 

Streamlined Operations and Real-Time Data 

Daxko Operations eliminated manual data entry, providing real-time access to vital information and automating check-in and check-out processes. This efficiency freed up staff time, allowing them to focus on programming and community outreach while enabling the leadership to make quicker, data-driven decisions. 

Real-time Performance Analytics

Enhanced Reporting and Customization 

The platform’s robust reporting tools simplified the creation of detailed reports required for grants and funding, while flexible customization options allowed BGC-VP to tailor reports for specific needs, such as new site openings or specific funder metrics. 

Performance Analytics

Improved Communication and Member Engagement 

Daxko Engage transformed communication by allowing online registration and sending targeted emails and texts to families, enhancing engagement and satisfaction. This shift made it easier for families to sign up and stay informed about programs and events. 

Efficient Document Management 

The software’s document management feature allowed staff to securely store and access important documents, such as allergy lists and custody paperwork, directly from member profiles, reducing the reliance on paper files. 

Image representing attendance

Continuous Support and Partnership 

Daxko provided continuous support and training, ensuring a smooth transition and ongoing customization to meet BGC-VP’s evolving needs. This responsive partnership extended beyond software, aligning with the club’s mission to serve its community effectively.  

One feature that Rob Coleman, COO, highlighted was particularly impactful: “One other little tool that you guys have that we absolutely love here is the ability to scan documents into the system and actually attach them to a member’s profile… [We’re] able to just click a couple buttons and be able to see that instead of rummaging through a paper file.” This functionality made document management far more efficient, eliminating the need for time-consuming searches through physical files. 

By adopting Daxko Operations, BGC-VP not only improved its efficiency and member engagement but also strengthened its ability to serve the community. The integration of these user-friendly tools allowed staff to focus on mission-critical activities while maintaining seamless communication with families and stakeholders.  

" One other little tool that you guys have that we absolutely love here is the ability to scan documents into the system and actually attach them to a member's profile...[We're] able to just to click a couple buttons and be able to see that instead of rummaging through a paper file.”

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Rob Coleman

COO, Boys & Girls Club Virginia Peninsula

The Impact: Enhanced Operational Efficiency and Community Engagement 

Since transitioning to Daxko, the Boys & Girls Clubs of the Virginia Peninsula (BGC-VP) has experienced a remarkable transformation in its day-to-day operations. The user-friendly platform has allowed staff to streamline their daily tasks, reducing the manual workload that previously consumed valuable time. With real-time data access at their fingertips, the leadership team is now able to make informed, data-driven decisions that directly benefit the community they serve.  

This new level of accuracy in data management has instilled greater confidence in the organization’s ability to track and report on its impact, helping to demonstrate the club’s value to stakeholders and supporters. 

A key aspect of BGC-VP’s positive experience with Daxko has been the exceptional customer service. As Hal Smith, CEO of BGC-VP, noted, “The biggest thing for me is the customer service aspect and the responsiveness… The responsiveness doesn’t stop when you sign the contract; it continues throughout onboarding, implementation, and beyond.” This level of support has ensured a smooth transition and allowed the club to maximize the benefits of the platform. 

"The biggest thing for me is the customer service aspect and the responsiveness... The responsiveness doesn’t stop when you sign the contract; it continues throughout onboarding, implementation, and beyond."

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Hal Smith

President & CEO, Boys & Girls Club Virginia Peninsula

The implementation of Daxko has also significantly improved communication and engagement with club members and their families. The enhanced platform capabilities have made it easier to keep families informed about events, programming, and any changes, fostering a stronger connection between the club and its community. Feedback from parents has been overwhelmingly positive, as they feel more engaged and connected to the club’s activities. Additionally, automating routine tasks like attendance tracking has streamlined the check-in and check-out process, freeing up staff to focus on what truly matters — supporting and empowering the youth in their care. 

19% ↑
Monthly member growth increased by about 19% post implementation with Daxko.

Moreover, the transition to Daxko has had a profound impact on BGC-VP’s fundraising and marketing efforts. The ability to manage online registrations and communicate effectively with the community has strengthened relationships with donors and stakeholders, ultimately supporting the club’s fundraising goals. By improving both internal operations and external engagement, Daxko has proven to be an invaluable partner in BGC-VP’s mission to create a positive, lasting impact on the lives of the youth they serve. 

Ready to Transform Your Organization’s Operations? 

The partnership between the Boys & Girls Clubs of the Virginia Peninsula and Daxko has proven transformative, leading to improved operational efficiency, better member management, and enhanced community impact.  

If you’re ready to take your organization to the next level, schedule a demo with Daxko today and see how our comprehensive suite of tools can help you achieve similar success.