Sport, AI assistant manages medical certificates, registrations and payments of amateur clubs

The deadlines for medical certificates, or for memberships, as well as for fees, burden amateur sports clubs with a bureaucracy that is very difficult to manage, especially due to the very small number of people working there and the not always adequate technological support. The risk of missing a deadline, however, can result in penalties, litigation or simply extra hours of work for those who, in most cases, run the activity in their spare time.

weSpoort, the cloud-based management software for amateur and multi-sports associations and clubs, has created an AI assistant, Mia, to overcome this critical issue. Mia monitors deadlines, manages bureaucracy and responds 24 hours a day to the secretariats of sports clubs that have to monitor and manage a lot of bureaucracy on a daily basis, from medical check-ups to uncollected payments. It is not an assistant that replaces but works for the secretariats. The first pilot projects in clubs that have experimented with the Ai assistant show a time saving of 20 per cent in handling administrative tasks.

The digitisation and use of artificial intelligence - which, according to the Artificial Intelligence Observatory of the Politecnico di Milano, concerns almost 50 per cent of workers, of whom 39 per cent estimate that they save more than 30 minutes for each activity performed with AI - in amateur sports clubs is still embryonic. According to surveys by weSpoort, about 80% of these clubs still manage memberships, medical examinations and payments with Excel sheets, paper forms and WhatsApp groups. The Mia assistant changes the paradigm of secretarial work and makes the intelligent assistant do the secretarial work.

In practice, the moment the secretary accesses the management software, it automatically analyses the situation of the sports organisation and indicates the priorities to be managed, from overdue payments to medical examinations and documents to be updated. Among its main functionalities is the proactive monitoring of deadlines, thanks to which Mia warns in advance about medical examinations and membership fees before they become a problem. In addition, thanks to 24/7 support, the secretary can ask Mia how a management function works or how to solve an operational problem, receiving an immediate response even outside support hours. The intelligent assistant can also configure and send automatic alerts to athletes and families, such as reminders about upcoming medical appointments.