ELASTICA FUT ACADEMY

The challenge

ELASTICA managed students, payments, invoices and class bookings with spreadsheets, external calendars and WhatsApp conversations. Every operation depended on the coach or administrator: collecting a monthly fee, issuing an invoice, cancelling a booking or answering an accountant's query meant manual steps that scaled poorly as the academy grew.

They needed a single platform covering the full cycle — from first client contact to quarterly tax reporting — without losing control and leaving the coach free to focus on the pitch.

The solution

We designed and built a custom platform with several integrated subsystems, accessible from any browser on any device:

• Client portal — parents buy monthly plans or session packs online, choose the student, book classes in the calendar and download their invoices. Payment by card (Stripe) or manual request.
• Smart calendar — weekly patterns that automatically generate classes for the next 8 weeks. Each age group (pre-benjamín through juvenil) can only book time slots allowed for their age. Cancellations cut off 24 h before; the session is returned to the balance.
• Online payments — full Stripe integration: one-off payments, monthly subscriptions with automatic renewal, customer portal for subscription management, and one-click admin refunds.
• Invoicing — automatic PDF invoice on payment, series numbering, exportable quarterly summary, and an expense module with automatic ticket extraction via AI.
• Communications — all emails (welcome, order confirmation, class reminder, invoice, etc.) are templates editable from the panel with live preview. The team can customise tone without touching code.
• AI assistant with panel access — a chat integrated into the admin and accountancy dashboard, connected to OpenAI, allowing any system data to be queried in natural language: "Summary of last quarter", "Paid orders this week", "Tomorrow's bookings". The AI uses role-scoped tools (accountancy only accesses finance).
• Differentiated roles — admin, coach (own dashboard: month occupancy, available slots, weekly calendar), accountancy (finance only) and client. Each sees only what belongs to them.

Results

• One tool replaces Excel, manual calendars, Word invoice templates and manual credential delivery.
• Online payment active 24/7 — clients pay without waiting for someone to send a Bizum.
• Zero paperwork for the accountant — invoices, expenses and quarterly summary exported ready to file.
• Business rules enforced automatically — age categories, hourly capacity, cancellation window: an invalid booking is impossible.
• AI assistant that reduces "find this order / that invoice" time to a natural-language question.

Stack & Architecture

"I came in knowing football. I left with a platform that lets me coach and the system manage."