Guerreros Agronomía

Context

Guerreros Agronomía organizes its own races and supports a community of members who pay a monthly fee. The whole operation relied on spreadsheets, WhatsApp messages and in-person or bank-transfer payments: every registration was entered by hand, receipts arrived over chat, and knowing who was up to date on their fee meant cross-checking lists.

With every new event, the committee's administrative workload kept growing. The club needed to professionalize its operation with a platform of its own, worthy of a federated athletics club.

Challenge

• Frictionless registrations: let a runner sign up and pay in minutes, at any time.
• Reliable payments: know for certain who paid, without chasing receipts.
• Members up to date, without lists: know every member's status at any moment.
• An organized race day: arrive at the event with bib numbers, medical clearances and liability waivers already checked.
• New revenue streams: turn the club's digital presence into students for its training services.

One platform, two sides

For runners and members: sign up, pay, done

• Race calendar with categories, distances, prices and a gallery for every event.
• Online registration with category and shirt size selection, and integrated Mercado Pago checkout.
• Complete runner profile, including emergency contact and medical notes.
• Membership fee paid online from the profile, with status always visible.
• Archive of past races with their galleries.

For the club committee: the whole operation in one dashboard

• Create and edit events, categories, prices and capacity.
• Participant management with bib and chip assignment, plus medical clearance and waiver checks.
• Exportable lists ready for race day.
• Member roster with up-to-date status, outstanding balances and fee history.
• Recording of cash or bank-transfer payments, and an editable membership fee.
• Role management for the admin team.

Architecture decisions and what the club gains

Payments that confirm themselves

Every payment is verified directly with Mercado Pago and credited to the matching registration or membership fee, with no risk of duplicates.

Impact: zero receipts over chat and zero manual reconciliation.

One record for every payment method

Cash and bank-transfer payments are recorded in the same system as online payments, along with who confirmed them and when.

Impact: a single source of truth for the club's revenue, with full traceability.

Real-time membership status

The platform works out whether a member is up to date from their payments, instead of relying on a list someone has to maintain.

Impact: the roster is never out of date and there are no expirations to track by hand.

Sensitive data protected by role

Each runner can only access their own information. ID numbers, health data and emergency contacts are reserved for the admin team.

Impact: personal information kept safe and members who trust the platform.

Clean data at the source

Forms validate every field as it is entered, applying the same rules in the browser and on the server, phone numbers included.

Impact: reliable lists on race day and emergency contacts that actually work.

The club is in control

Events, categories, prices, capacity and the membership fee are all managed from the dashboard, with no technical help needed.

Impact: full autonomy for the committee to operate and adjust prices whenever it needs to.

Lead capture through the channel the club already uses

The Kids School and Remote Training pages send every prospect straight to the team's WhatsApp, with their inquiry already written.

Impact: qualified leads that land where the team already talks, with no new tools to learn.

Every race, ready to share

Each event has its own search-optimized page and an automatically generated image for social media and messaging apps.

Impact: more organic reach for every race and a stronger presence for the club on Google.

Scalable cloud infrastructure

The platform runs on managed cloud services that absorb registration spikes when a race opens.

Impact: the experience stays stable exactly when the most runners are signing up at once.

Results

• Automated operation: runners sign up, pay online and are registered with no involvement from the committee. Administrative work per event dropped dramatically.
• Centralized, auditable information: participants, payments and members in one place, with a history of every transaction.
• Race day under control: bib numbers, medical clearances and waivers checked before the event, with lists ready to export.
• Two new revenue streams: Kids School and Remote Training bring in students through inquiries that go straight to the team.
• Scale without administrative overhead: the club can add events and members without increasing the committee's workload.