Club Gymini is a nonprofit sports organization (NPO) with 112 employees spread across 6 training locations in the Vaudreuil-Soulanges region. Before Evolia, schedule, shift replacement, and payroll management relied on several tools that didn’t communicate with each other.

The result: the same information had to be entered and re-transcribed multiple times, taking up to 40 hours of work per pay period.

With Evolia, Gymini centralized its workforce management, connected its scheduling to payroll, and simplified shift replacement management. The time spent on these tasks dropped from about 40 hours to just 3 hours per pay period.

Complex Schedule Management in a Multi-Site Environment

Founded in 1978, Club Gymini grew from two coaches and about forty athletes into a major acrobatic sports club. Today, its 112 employees are spread across 6 training locations, including a main gymnasium of over 15,000 sq ft at the Centre Multisports de Vaudreuil-Dorion.

Like many nonprofit sports organizations and multi-site organizations, Gymini has to manage variable schedules, coaches spread across multiple facilities, sessions that change with the seasons, and biweekly payroll processing.

Before Evolia, these operations were managed using several separate tools. Schedules were created in Excel, time tracking was handled in a separate payroll solution, and shift replacements were coordinated manually.

Every change could therefore require multiple steps: a request in Microsoft Forms, a modification in Excel, then an update in the payroll system. Coaches also had to log their hours themselves, which led to its share of errors and corrections.

For coordinators, this management represented the equivalent of a full day’s work — time spent on administration rather than on supporting teams and athletes.

A Platform to Centralize Scheduling and Payroll

Gymini’s team discovered Evolia through their representative at Amilia, an Evolia partner. The idea of connecting schedule management to payroll directly addressed one of the Club’s main challenges: eliminating double data entry and getting information flowing more efficiently between its different systems.

Four criteria particularly influenced the Club’s decision:

• A Quebec-based provider and an accessible team: being able to count on real people, both during implementation and day-to-day.
• Connectivity: integrating the systems Gymini was already using and avoiding manual re-entry.
• Ease of use: offering an intuitive experience for coaches, who rarely work in front of a computer.
• Price: a final factor that confirmed the decision.

Human Support from the Start

Support from the Evolia team began even before the contract was signed.

During implementation, Gymini received support and training tailored to its needs. Since then, the Evolia team has remained available to answer questions and support the Club whenever needed.

Easy Adoption by Employees

Adoption of the platform happened naturally. Mobile access in particular made the transition easier for coaches, who can check their schedule and request or view their time off directly from their phone, without needing to use a computer.

Shift replacement management has also changed teams’ day-to-day routine. What previously required manual exchanges and multiple updates is now handled directly within the platform.

The Results: From 40 Hours of Management to Just 3

The most striking change is the reduction in time spent on schedule and payroll management.

Before Evolia, the three coordinators collectively spent up to 35 to 40 hours per pay period on scheduling, changes, corrections, and related administrative tasks.

Today, after the initial schedule planning at the start of each session, each coordinator spends about 45 minutes to 1 hour per pay period on this — roughly 3 hours total for the whole team.

Beyond the time saved, Evolia has allowed Gymini to simplify its entire workforce management process: schedules, replacements, timesheets, payroll, and expense accounts are now all managed within a single integrated tool.

Simplified Schedule Management in Day-to-Day Operations

The difference is also measurable in daily operations.

A coach receives their schedule directly on their phone at the start of the session. If they need to be absent, they can manage their replacement within the platform. The supervisor sees the change and can confirm it, while the coordinator now only needs to approve timesheets at the end of the pay period.

Even small changes are simplified. If a meeting or activity runs longer than planned, its duration can be adjusted directly in the platform, and the change is immediately visible to those involved.

It’s these everyday gains, multiplied across 112 employees and 6 training locations, that allow Gymini to spend far less time on administration.

Simpler, More Efficient Workforce Management

By centralizing schedule, replacement, and time-tracking management, Evolia has allowed Club Gymini to significantly reduce the time spent on administrative tasks and better connect its operations to payroll.

For a multi-site sports organization like Gymini, the result is concrete: less manual data entry, fewer back-and-forths between systems, and more time devoted to teams and athletes.

And for organizations still hesitating?