Premium sport behind the scenes: FixForm set to play a key role on gamedays at KV Mechelen
In a football stadium where every second counts, the right prep is key. For Seppe Vanpeteghem, safety, facility & event manager at KV Mechelen, that used to be chaos, last-minute stress and endless Excel lists. Now? Thanks to FixForm, the club is always ready to play. Better overview, quicker follow-up and time to score.
The challenge
Before implementing FixForm, Seppe managed everything using a mix of Excel, WhatsApp, and goodwill. Reports came in from all directions and schedules were scattered, with no central hub to bring it all together. The result? No clear overview, no smooth follow-up, and plenty of duplicated work.
“I used to spend my evenings making schedules until 10 p.m. Everything came in from everywhere, nothing was centralised.”
- Issues were reported through email, WhatsApp, or word of mouth
- No centralized overview or follow-up
- A lot of duplicated work, frustration, and inefficiency
- Hard to measure team performance
- 4–5 hours a week lost to manual follow-up
The solution: FixForm
Since KV Mechelen started using FixForm, every report is handled through one central, digital platform. No more separate lists or scattered messages, everything is streamlined in one user-friendly mobile tool. The result? Faster workflows, clearer communication, and less hassle.
- Reports come in through one simple system, FixForm
- Photos, locations, and statuses are instantly visible
- Tasks are automatically assigned to the right team members
- Real-time follow-up on any device
“Now everyone knows what needs to be done, who’s on it, and what’s already been completed.”
Hero feature: The Checklist assistant
The recurring gameday checklists have been a total game changer — bringing structure, speed, and seamless teamwork. Every staff member has the checklist right in their pocket via the mobile app, with tasks automatically created, assigned, and updated in real time.
- At least 1 hour saved per gameday
- Tasks are automatically generated one week before game day
- Automatic task distribution within the team
- Every team member can tick off tasks live via the app
- Everyone can instantly see what’s done, what’s next, and who’s on it
“I used to call or walk around just to check what had already been done. Now I simply check my screen.”
Results & impact
FixForm didn’t just bring structure, it brought peace and control when it matters most: on gamedays. Seppe now saves 4 to 5 hours every week thanks to reduced manual follow-up, and an extra hour per gameday thanks to the automated checklists. Phone calls and WhatsApp messages have been replaced by FixForm. In the command post, a laptop is always open with the FixForm dashboard displayed on a large screen, giving the entire team a live view of who’s working on what, from technical interventions to VIP requests.
- 4–5 hours saved weekly through automated task management
- +1 hour saved per gameday with checklist automation
- Command post equipped with a live FixForm dashboard for real-time tracking
- VIP host requests handled instantly via digital workflows
“We literally keep a laptop with FixForm open in the command post on gamedays. Everything that comes in, we see straight away.”
ROI:
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Seppe’s advice:
“For anyone in an operational role under time pressure: FixForm pays for itself, guaranteed. And your team will only get better.”
FixForm. Because building management is a team sport. And with this assistant, every team scores.
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