Boys & Girls Club of the Mountain Empire Reduced Delinquent Payments by 93%
Boys & Girls Club of the Mountain Empire Reduced Delinquent Payments by 93%
1
From Cash and Chaos to Control
Company
Boys & Girls Clubs of the Mountain Empire is a nonprofit organization providing safe, supportive after-school and summer programs that help youth in Tennessee and Virginia develop academically, socially, and emotionally.
Size
8 Locations
Key features used
Families were paying with cash or check & 75% of payments were delinquent
The Boys & Girls Club of the Mountain Empire (BGCME) serves youth across eight sites in Tennessee and Virginia, with a mission built around belonging, competence, usefulness, and influence. But behind the scenes, their payment process was stuck in the past—private-pay families could only pay by cash or check.
“Across the entire organization, 75% of payments were delinquent,” said Kaitlynn Snider, Director of Operations. “Often times we’d never see those payments.”
The strain wasn’t just financial. Staff were spending hours chasing payments, manually logging attendance, and trying to stitch together data for grant and state compliance. The risk of lost revenue was growing, and without a more efficient system, the pressure on staff time and resources was unsustainable.
2
One Platform That Checked Every Box
BGCME evaluated Procare, Brightwheel, and HiMama, but none offered the combination of features they needed: customized reporting, seamless enrollment, simple communication, and fully digital family billing.
Playground delivered all of that and more — offering over 70 custom-built reports tailored to BGCME’s operational and compliance needs. The team began with a pilot at one location to test ease of use, functionality, and support. Within three months, the results were undeniable, and Playground was rolled out across all eight sites.
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Instant Improvements in Cash Flow, Efficiency, and Engagement
“Autopay is one of the best features. As soon as Playground was implemented, families turned on autopay and started paying on time. Our Playground bank account felt the positive impact from Playground instantly.”
Attendance tracking also went fully digital, saving each class an hour a day previously spent recording and re-entering data. Payroll processing became faster, with hours saved each week thanks to centralized reporting.
On the family side, BGCME consolidated communication from Facebook into Playground, where photos, videos, and updates are shared directly.
“My parents love seeing what their kid is doing throughout the day and message the staff"
4
Measurable Results and Lasting Impact
Since adopting Playground, BGCME has:
Decreased delinquent payments by 93%
Saved one hour per class every day on attendance
Saved three hours per week on payroll processing
The combination of software and service stood out.
“Playground’s service and software is amazing! Whenever I’ve brought a need or fix to their attention, they’ve either figured out how to fix it right then or give me a specific date it would be ready,” said Kaitlynn.
“The response time on live chat is amazing and parents always tell me how pleasantly surprised they are by the help they get.”
By collecting more revenue, streamlining operations, and keeping families engaged, BGCME is now positioned as one of the most efficient and forward-thinking Boys & Girls Club organizations in the country.
Start making your families and staff happier
Say goodbye to juggling several platforms and streamline operations with Playground
