Wilsonville Football Touchdown Club: from scattered files and shared passwords to a handoff that works
Implemented by our founder as a volunteer, before founding North Star Computing. Our founder has run this model as a volunteer for the Wilsonville Football Touchdown Club for 12 years.
The club
The Wilsonville Football Touchdown Club is a 501(c)(3) parent volunteer group that raises money for Wilsonville Football. Our founder did not start the club. When he joined, he moved it onto Google Workspace and built the Wilsonville Football website.
The problem
Every year, parents who knew how things worked graduated out and new parents came in. Files were scattered, logins were lost, and volunteers shared passwords. Some used personal contact information to register the club for official business. The website was out of date and incomplete, and showed only the current year, with no history.
What we did
- Cut the club over to its own Google Workspace with a wilsonvillefootball.com domain. Each volunteer role has its own login, and documents live in one shared place.
- Ended password sharing. Volunteers can reset their own passwords.
- Kept documents and sponsor logos from year to year.
- Published the club's Google calendars through the website. Parent volunteers keep them up to date in Google Calendar.
- Let parents add those calendars to their own Google calendar, so events appear alongside their other plans with no copying by hand.
- Created email lists for each class of parents, so people hear only what applies to them.
- Built the Wilsonville Football website as a full program website, with more content added over time.
The result
For about 12 years the club has run this way, with about 10 role-based volunteer logins and about 45 sponsors. Onboarding new parents is much easier and nothing is lost when a family moves on. The more information the website carries, the more valuable the sponsorships become.
"The website is better than most college programs."