Edwin Ruiz first discovered his love of chess through a third-grade after-school program. Years later, he returned with a goal: to spark that same passion in students, while developing their critical thinking skills and building their confidence on and off the board.
Founded by Ruiz in 2022, Day & Knight Chess Club is a Southern California nonprofit offering after-school programs, academy classes, mentorship, and tournaments for developing chess players of all levels. Last year, the organization served over 3,000 students across Corona, Glendora, Riverside, and Pomona.
As its programs expanded, managing registrations and payments became increasingly time-consuming. Jotform helped the club bring those processes together, giving its team more time to focus on teaching.
Day & Knight Chess Club: Results at a glance
Registrations
Created a seamless registration experience, bringing sign-ups, waivers, and payments together
Tournament Logistics
More efficient sign-ups for players of all levels
Internal Operations
Less time spent gathering information from disconnected administrative tools
A registration process with too many moves
Before Jotform, the registration process involved juggling several disconnected processes. Parents sent in their contact information, made payments through Venmo or Zelle, then submitted liability waivers through PDF or electronic signature tools. Then, staff members had to manually piece together all of the information to update rosters.
As the program expanded, tracking registrations and payments, matching documents, and updating lists became harder to manage. Too often, students were missed during data entry, or information was recorded incorrectly.
Keeping registration and operations in check
Jotform transformed Day & Knight Chess Club’s enrollment process, bringing registration, waivers, and payments together in one streamlined form.
Parents could complete registration, submit payment, and sign waivers in a single form submission. Automations helped student details flow directly into Google Sheets, giving school administrators and coaches up-to-date rosters while reducing manual work and data-entry errors.
That convenience extended to tournament registration, where they leveraged conditional logic to tailor questions to each competitor’s status and experience level. This allows the team to accommodate players with different experience levels without requiring everyone to answer the same questions.
Jotform also simplified Day & Knight Chess Club’s tournament registration, where conditional logic tailored questions to each player’s status and experience level. Players saw only the questions relevant to them, making sign-up faster and more personalized.
Beyond registration, Jotform helps the club manage coach paperwork and program reporting in one place. Digital forms keep records organized and give the team a clearer picture of how its programs are running.
By connecting processes that once required separate tools and manual follow-up, participants received a more professional registration experience, and the team spent less time entering data and organizing paperwork.
Reclaiming time to focus on students
For Day & Knight Chess Club, the greatest win was reclaiming time to focus on what mattered most: its students.
“Jotform helped us save so much valuable time and streamlined our entire process,” says Ruiz, President & Founder at Day & Knight Chess Club. “Now we can focus on what matters most, delivering the best possible impact for our students and community.”
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