More Time for Football Through Automated Signature Processes

As a football association, we support a large number of teams, players, and clubs. As the association continued to grow, so did the administrative workload. Documents such as declarations of consent, data protection agreements, and codes of conduct regularly need to be created, sent, signed, and archived.

Initial Situation

Previously, documents were created using Word mail merges based on Excel exports from our industry-specific software. Due to the large number of document types, variations, and special cases, several mail merge templates had to be maintained and frequently adjusted manually.

The documents were then sent by post, returned or delivered in person after signing, scanned, and manually recorded in various lists and systems.

This process was time-consuming, prone to errors, and tied up valuable resources that we would rather dedicate to football and supporting our clubs.

Solution

With dox42, we have fully digitalized our document and signature processes. Through a direct connection to our industry-specific software, all relevant player data is transferred automatically. Based on this data, a single dox42 template automatically generates all required documents, including the necessary variations, attachments, and special cases.

Today, documents can be generated for any number of players with just a few clicks. When a digital signature is required, they are transferred directly to MOXIS. The documents are then automatically sent to the relevant players and, in the case of minors, to their respective parents or legal guardians.

Results

By automating our processes with dox42, we have significantly reduced the amount of manual work and digitalized the entire workflow—from document creation and signature collection through to archiving.

Processing times have been shortened, data quality has improved, and compliance with regulatory requirements has become easier.

We particularly benefit from these automated workflows during seasonal processes involving large volumes of documents. Today, we can focus much more strongly on what truly matters to us: football and supporting our clubs and players.