Less paperwork, centralized communication, and automated invoicing: this is how Tennis Academy Treffpunkt organizes its day-to-day operations today—and creates more time for coaching.

Running a tennis academy means balancing two worlds: on the court, it’s all about a passion for the sport; behind the scenes, there’s the administration. Coordinating lesson schedules, issuing invoices, replying to messages—all of this had long added up to a significant administrative workload at Tennis Academy Treffpunkt, spread across multiple tools. Michelle Wechselberger, owner and head coach, changed that. Today, scheduling, billing, and communication are all managed in one place.

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Tennis Academy Treffpunkt at a Glance

• Owner & Head Coach: Michelle Wechselberger (Certified Tennis Instructor, PTR Professional High Performance Coach, PTR Professional 10 & Under Coach, Cardio Tennis Instructor, Youth Development Officer for the Tyrol Tennis Association)
• Locations: Summer – TC Raiffeisen Hippach, Schwendau (Tyrol); Winter – Freizeitpark Zell am Ziller
• Who we coach: Children through adults, from beginners to competitive players
• Programs: Group lessons, private lessons, team training, junior and youth development
• Planubo in use: Lesson scheduling, invoicing (including automatic email delivery and consolidated invoices), payment reminders, messaging

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Many Channels, Lots of Manual Work

Before switching to Planubo, the academy’s day-to-day operations were spread across several systems: handwritten notes, Excel spreadsheets, separate online forms, and WhatsApp groups formed the backbone of the administration. Invoices were printed and handed out, schedules were coordinated manually, and information was shared across different chats. As a result, a lot of administrative work piled up between coaching sessions.

Using several different tools side by side was not only time-consuming—it also created unnecessary friction. Anyone looking for information had to check multiple places. Invoices had to be printed, and quick updates were often sent through messaging apps.

The Biggest Time Drains: Lesson Scheduling and Invoicing

Lesson scheduling in particular, with different schedules and groups, took up a lot of time. Michelle describes it this way:

Invoicing was just as time-consuming: creating invoices, printing them, and handing them out—a process that repeatedly demanded valuable time and attention.

Why Planubo Was the Right Choice

While looking for a complete digital solution, Michelle researched several providers. What ultimately convinced her was the value for money, a well-rounded annual subscription, a positive demo experience, and fast, knowledgeable customer support. Just as important was the opportunity to reduce the number of WhatsApp groups and bring communication, scheduling, and invoicing together in one place.

How It Works Today: Scheduling, Invoicing, and Communication in One Place

• Invoices are created in Planubo and sent by email. Consolidated invoices are also available.

• The system also takes care of payment reminders.

• Lesson scheduling is now managed centrally, with much less manual coordination.
• For quick updates and announcements, Michelle uses the messaging module, resulting in far fewer WhatsApp messages.

Overall, Michelle can spend more time focusing on coaching while administrative tasks run in the background. Collaboration has also improved: with a clearer overview, there are fewer questions from coaches, parents, and students.

Implementing the System and Bringing Customers Onboard

In Michelle’s experience, switching to a new system works well when customers are actively guided through the change:

Michelle’s Advice for Other Tennis Academies:

• Start digitizing as early as possible—ideally in the fall, not in the middle of the main season.
• Use a tablet or laptop with Planubo and replace handwritten notes consistently.
• Set aside enough time for implementation, including staff training and a short introduction for your customers.

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Tennis Academy Treffpunkt has brought its previously scattered processes together with Planubo. Invoices are sent out more quickly, lesson scheduling is easier to manage, and communication is all in one place. That leaves Michelle with more time to focus on what matters most to her: delivering great coaching.