Uniform distribution at a sports club: from chaos to order
The problem: fragmented and manual
At most sports clubs, clothing distribution proceeds as follows: a coordinator sends an email or WhatsApp message to team leaders, who forward it to players, who send back their sizes in all formats (S, small, size 6, 170 cm…). Then someone collects everything into a spreadsheet, realises halfway through that three players have not filled anything in, calls them back, sends everything to the supplier, and hopes it is correct.
The result: wrong sizes, missing players, late delivery and a coordinator who has spent weeks on something that is basically straightforward.
The digital approach: one link per team
A digital clothing distribution module works differently. The coordinator creates a season campaign and generates a unique link to an order form for each team. That link goes to the coach or team leader, who during training asks the players what size they wear — or already knows — and fills it in directly in the form.
All entered orders automatically land in the coordinator's overview. Other stakeholders can be included, and lists can be adjusted afterwards. At a glance you can see which teams have submitted their orders, which are still outstanding, and how many items are needed per size. The coordinator can easily see which team's order is coming from, send reminders to teams that have not yet submitted, and export the complete overview to Excel or PDF for the supplier.
Benefits of digital clothing distribution
- Less hassle: No more manually merging spreadsheets
- Real-time overview: See immediately which teams have not yet completed the order forms
- Campaign management: Set a deadline and automatically close the campaign
- Corrections before the deadline: Players can adjust their size while the campaign is open
- Order file for supplier: Export a complete overview in one click
How do you set up a clothing campaign?
Start by creating the campaign: season, name (e.g., "Outfits 2025-2026"), clothing items and size options. Then add the club's teams, including the contact person. Each team automatically receives a unique order form link. Send each team an invitation email with the link and a deadline.
Players open the link, see which clothing items are being ordered, and select their size for each item. After saving, they receive a confirmation email. The coordinator sees the incoming orders in real time on the dashboard.
Common mistakes in clothing distribution
Even with a good system there are pitfalls:
- Too late to start: Start at least six to eight weeks before the season begins
- Unclear size guides: Indicate in the form how the sizes are determined (e.g., body length, chest circumference)
- No deadline communicated: Without a clear end date, players postpone placing orders
- No reminder sent: Send at least one reminder a week before the deadline
What does it cost?
The costs for the clothing distribution module are fully included in the Verenigingsplanner subscription. There are no extra charges per team, per player or per campaign. This way you can set up a campaign anew each season without budget considerations.