How Versailles High School Went from Paper Calendars to Zero Overbookings

Location: Ohio, United States
Facility Type: High School
Use Case: Facility Scheduling and Management

The Challenge

Before adopting SportsKey, Versailles High School managed all facility scheduling through handwritten paper calendars, phone calls, and a system only one person could access.

“Before SportsKey, managing the large number of people and facilities in the district meant relying on handwritten paper calendars, constant phone calls, and a system that only one person (the athletic director’s secretary) could access. When that position was lost, facility management took a back seat entirely. Overbookings became common. Coaches had no visibility into who had what facility and when. The phone rang constantly with availability questions, and there was no way to share information with the rest of the staff or community.”
– Aaron Allen, Athletic Director, Versailles High School

The fragility of that setup only became visible after the fact. One personnel change, and the entire operation buckled.

The Solution

Versailles High School moved its facility scheduling to SportsKey and replaced the manual, one-person system with a centralized platform the entire district and community now relies on.

Coaches stopped calling to check availability. The front office stopped managing bookings by hand. Community members got direct access to see and request facilities without going through the athletic office.

SportsKey’s insight reporting turned out to be more useful than expected. Aaron Allen used the feature to show the Board of Education exactly how much each facility was being used compared to what it cost to maintain. That kind of data is not something a paper calendar produces.

When a new athletic director joined the district, onboarding required almost no ramp time. After confirming their first booking, the new AD looked up and asked: “Is that all I do?”

The district is now actively discussing how to introduce facility usage charges. SportsKey already has everything in place to support that shift when it happens.

The Results

✅ Zero facility overbookings in over a year
✅ No complaints from coaches about facility conflicts
✅ Community compliments on how easy public booking has become
✅ Insight reports used to present facility utilization vs. upkeep costs to the Board of Education
✅ New athletic director onboarded and confirmed first booking in minutes

“In the last year, I have not taken a call for a facility, overbooked, or taken a complaint from a coach. It is the best purchase we have made in a while. Not just the district loves it, our community loves using it.”
– Aaron Allen, Athletic Director, Versailles High School

Why Versailles High School Recommends SportsKey

Beyond the scheduling results, Aaron Allen highlights the SportsKey team as a key part of the experience.

“In the last year, I have not taken a call for a facility, overbooked, or taken a complaint from a coach. It is the best purchase we have made in a while. Not just the district loves it, our community loves using it.”
– Aaron Allen, Athletic Director, Versailles High School

The insight feature stood out as a tool that went well beyond day-to-day scheduling.

“It is the best purchase we have made in awhile. I used the insight feature to present to the board of education to show them how much our facilities are getting used compared to the upkeep cost of those facilities.”
– Aaron Allen, Athletic Director, Versailles High School

If your high school or school district is still managing facilities through phone calls and shared calendars, see what a different approach looks like. Book a demo and walk through it with the SportsKey team.