Case Study: How the Woodbridge Wolfpack Organized 520 Players Without Paperwork Chaos
Simplifying team management with Benchlocker
The Challenge: Paperwork Overload
The Woodbridge Wolfpack are one of the largest youth hockey clubs in New Jersey, with 35 teams, 520+ players, and 65 staff members. Each season, their managers and administrators face the same nightmare:
- Tracking player forms like birth certificates and waivers.
- Collecting staff requirements such as background checks and coaching certifications.
- Monitoring expiration dates to ensure everyone stayed compliant.
- Passing information between multiple team managers each season.
Before Benchlocker, they relied on Google Sheets, email, and shared folders. While it “worked,” the process was exhausting. Parents sent documents by email at all hours, managers constantly updated spreadsheets, and nothing was centralized.
“Team paperwork, my biggest headache
Collecting forms used to be a nightmare. With BenchLocker, I can track everything in one place and stay organized without the stress.”
“- Lisa Hartley Team Manager
The Solution: One Central Hub
In 2025, the Woodbridge Wolfpack began testing Benchlocker to bring everything under one roof.
Benchlocker provided a simple system where:
- Each player and staff member had a profile with all their information, documents, and requirements in one place.
- Families could upload birth certificates and forms directly to their player’s profile — no more email attachments.
- Managers could approve or reject uploads with one click.
- Administrators triggered reminders, so coaches and volunteers stayed compliant.
- Documents were stored in a searchable library for quick access at any time.
BenchLocker makes my life as a volunteer team manager so much easier.
Parents uploaded the documentation required by our club. Then, all I needed to do was check BenchLocker and with a quick scan I could see who was up to date with paperwork and send an email to those who were not. Quick and easy!
– Erin Casey Team Manager
The Results: Streamlined, Stress-Free Management
With Benchlocker, the Woodbridge Wolfpack successfully tracked and managed over 600 people (players + staff) in one season — without the usual chaos.
Key results included:
- ✅ Saved dozens of hours for team managers and registrars.
- ✅ Improved compliance, with reminders for expiring requirements.
- ✅ Simplified onboarding for new managers — everything carried over from season to season.
- ✅ Peace of mind for club directors knowing nothing slipped through the cracks.
More time doing whats important!
Since we started using Bench Locker, we have spent less time tracking down paperwork and more time for working with the team.
– Kevin Angert Hockey Director
What’s Next
The Wolfpack plan to continue using Benchlocker across all teams in future seasons. Their managers now start each season with a clear, organized system instead of recreating trackers from scratch.
Benchlocker isn’t just a tool — it’s a safety net. By removing the chaos of paperwork, managers can focus on what matters most: supporting their players and coaches.
Ready to Simplify Your Club’s Paperwork?
Join clubs like the Woodbridge Wolfpack and put an end to spreadsheets, email chains, and lost forms.
👉 Try Benchlocker free for 60 days — no credit card required.
