Managing over 1,000 members with only volunteers is no small task. For Gary Rubens, Webmaster at Ski Club of Washington, DC, keeping everything running smoothly meant finding software that could handle membership, events, and payments without requiring a full-time staff.
The club was stuck using paper applications and manual payment processes that overwhelmed volunteers. As one of the oldest and largest ski clubs in the U.S., they needed to modernize without losing what made them special.
When they switched to WildApricot, everything got easier.
“WildApricot provides the perfect mix of membership, event and online payment processing for a small nonprofit sports club like ours,” says Rubens. “We have over 1,000 members, over $1 million in cash flow, but no employees, just volunteers. We could not have done this without WildApricot.”
Rubens adds that the shift from manual processes to user-friendly software freed up volunteers to focus on what really matters: building community and planning great trips.
From Paper to Digital (Without the Headaches)
Before WildApricot, volunteers spent hours dealing with paper applications and tracking payments manually. It was tedious work that took time away from actually running the club.
With WildApricot’s online payment systems and membership management tools, those tasks became quick and simple. Features like event duplication and auto-renewal for memberships meant Rubens could spend less time on admin work and more time on the things volunteers actually enjoy.
Better Events Through Real Feedback
Communication within the club improved dramatically. Using polls, they could collect real-time feedback on lodging preferences and travel experiences.
That meant they could quickly adjust and improve events based on what members actually wanted. No more guessing, just better trips.
Finances That Finally Make Sense
Managing over $1 million in cash flow used to be labor-intensive. WildApricot’s QuickBooks Online integration changed that.
Financial transactions are now tracked instantly, giving the club clear visibility into their finances without the manual work. For a volunteer-run organization, that’s a game changer.
Growing the Community
Social media integration helped amplify the club’s outreach. More people could discover the club and stay connected with what was happening.
The results spoke for themselves. Even during economic downturns, the club maintained steady dues. Other neighboring clubs noticed the success and adopted similar solutions based on what SCWDC was doing.
Making It Work With Volunteers
For the Ski Club of Washington, DC, WildApricot proved that you don’t need paid staff to run a professional operation. With the right tools, volunteers can manage over 1,000 members and $1 million in cash flow confidently.
“Integrating WildApricot into our small nonprofit sports club was the best decision ever,” says Rubens. “It’s impressive how it empowers and scales with our needs, making community building easier.”
Ready to Simplify Your Volunteer Work?
If your organization is run by volunteers and you’re ready to save time, streamline membership and make everything easier, see how WildApricot can help.
