Football academies · Follow up systems
A trial that ends with no call is a child lost to the academy down the road.
A follow-up system for a football academy is the set of messages and calls that take a family from enquiry to trial, to enrolment and on to each season's renewal. GullySales works on the timing, the wording and the person responsible for each step.
Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.
What follow up systems means
A follow-up system is the set routine for calling, messaging or emailing an enquiry more than once, since most buyers do not decide on the first conversation. GullySales sets the number and timing of follow-ups so an undecided buyer keeps hearing from you until they decide either way.
Last updated 3 Oct 2026.
For football academies
Where it usually goes wrong, and what we would do.
“The child enjoys the trial and the family hears nothing”
The session ends, the parent drives home, and a week of silence follows. By the time a rival academy calls, the child's enthusiasm has found a new home.
“Renewal is a conversation, not an invoice”
A fee reminder at the end of the season reads as a bill. A call that mentions how the child progressed, which batch comes next and what the next season holds reads as care.
“Families who drift away are asked once and then forgotten”
A child who stops attending has a reason: a clash with exams, a coach change, a bad experience. A kind check-in finds the reason and sometimes brings the child back.
“A cancelled session needs a better message than silence”
Rain or a closed ground happens. A family told early, with a make-up date, forgives it. A family told late, or not at all, remembers it at renewal time.
What we do
What we deliver for football academies.
Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.
Enquiry-to-trial sequence
The reply, the trial booking, a reminder and a welcome, with a named person for each.
Result: Each enquiry has a next step and an owner.
Post-trial call script
A short script and a trial note, so the call talks about the child's session and suggests the right batch.
Result: The follow-up is specific to the child.
Season renewal conversation
A plan to speak to every family before the season closes, covering progress, next batch and any concerns.
Result: No family reaches the end of the season unspoken to.
Lapsed-family check-in
A kind message to families whose child has stopped attending, with a way to share the reason.
Result: You learn why children leave.
Cancellation and make-up routine
A message format for rain and closures, with a make-up plan and a person who sends it.
Result: Families hear the change from you first.
How the result is measured
- Follow-up completion rate
- Average number of follow-ups before close
- Enquiries closed after repeat follow-up
Recorded as a baseline before work starts, so every later report has an honest comparison.
Who it is for
This is written for these football academies.
- Grassroots football academies
- Academies affiliated to clubs
- School-based football programmes
- Five-a-side and turf-based academies
- Academies with girls' teams
- Residential and elite football programmes
How it works
From your first message to the first report.
No open-ended retainer. Every step gives you something in writing.
First
Your brief
You tell us what you need in a few short steps: your business, what you want, where enquiries come from and how they are handled.
After the brief
A conversation and a written scope
We read it, then talk with whoever handles your enquiries. If you want our help, the scope, the fee and the reporting come in writing, and nothing starts before you have read them.
Before work starts
Baseline recorded
The numbers this work is meant to move, such as enquiries, quotations, orders, visits or renewals, written down so every later report has an honest comparison.
After the baseline
The first fix goes live
The fix we agreed to start with is put in place and measured against the baseline, whether that is a reply, a follow-up, a page, a listing or the handover between marketing and sales.
As agreed
Report against the baseline
What moved, what did not, and what changes next, in plain words. How often you get it is set in writing before work starts.
At renewal
Renew on the numbers
The term ends and you decide whether to continue from the results. The length is agreed in writing before anything starts.
How the follow up systems work runs
- 1
Measure today's reply time
From last month's enquiries, we measure how long each waited for a first reply and how many follow-ups it got.
- 2
Agree targets and the sequence
We set reply targets and the follow-up sequence with your team, based on its real hours and workload.
- 3
Set up templates, tasks and ownership
Templates, first-call questions, CRM tasks and named owners go live, with cover for leave and weekends.
- 4
Track and adjust every month
Reply time and follow-up completion are reported against the baseline, and the routine is changed where it is not kept.
Why us
Why owners pick GullySales over an agency.
Marketing and sales, as one job
Most agencies stop at the enquiry. We also fix what happens after it: the reply, the follow-up, the quote and the CRM.
The person on the first call does the work
No account managers in between. You are never handed to someone you have not met.
A baseline before anything starts
Your numbers are written down on day one, so every later report compares against something honest.
The fee in writing, split three ways
Our time, your media spend and production on separate lines. You always see what goes to us.
No guarantees we cannot keep
The term is agreed in writing and never a default twelve months. We never promise a ranking or a lead count, because nobody controls those.
One office, and we say so
Nagarbhavi, Bengaluru. We work across India by call and WhatsApp and travel when a session needs to be in person.
#257, 3rd floor, Sri Nanjundeshwara Complex, Nagarbhavi 8th Block, Outer Ring Road. How we work.
Your brief
Tell us what you need, and we will read it before we call.
Eight short steps about your business, what you want and who decides. Most questions are a tap, and you can skip any you would rather answer on the call.
FAQ
Questions owners ask before they call.
Not here? More answers, or ask on WhatsApp.
How many follow-ups are too many?
Do we need software for this?
Who should make the renewal call?
How much does it cost?
How long is the contract?
How soon will we see results?
Who will actually do the work?
What do you need from us?
What if we are not happy with the work?
From the blog
Further reading for football academies.
8 min read · 22 Apr 2026How football academies keep families season after seasonFamilies leave a football academy between seasons, not during one. The renewal conversation, the match photographs and a written pathway are what bring them back.
5 min read · 28 Jul 2026Using parent groups and community to bring in admissionsParents ask other parents first. How an academy, school or tuition centre can be present and useful in local parent groups without spamming them, with house rules and a plan for one town.
5 min read · 28 Dec 2025An enquiry-to-enrolment tracker an institute can run on a spreadsheetA ten-column spreadsheet that shows where admissions are lost: source, first call, visit, fee talk and decision, each with an owner and a date. Layout, rules and a worked read-out.
More for football academies
Everything else we would do for you.
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Or start from the overview: sales and marketing for football academies.
Your next practical step
Tell us what you are trying to grow, and we will read it before we call.
Eight short steps, mostly taps. Skip anything you would rather answer on the call.