How to manage a football representation agency.

Running an agency means managing information

Every player you represent comes with a club, one or more contracts, people around them, conversations with clubs and dates you can't miss. The more players you handle, the easier it is for something to be left hanging.

What separates an organised agency from a disorganised one isn't the number of players. It's that every piece of information has its place and you can find it when you need it.

1. One profile per player, with everything

Start with the basics: everything about each player in the same place.

• Their current club and contract, with the end date.
• Your representation contract and, if they have any, their sponsorship contracts.
• The people around them and how to reach them.
• Their history with you: calls, meetings, tasks and notes.

That way, when a club asks about them or you need to explain everything you've done for your player, you have the answer in a minute. In wiqo, every player has their full profile.

2. Contracts and documents, at hand and with reminders

Contracts are the most sensitive part of an agency: you need to know where they are and when each one expires, with time to act. It's worth tracking at least three: the player's contract with their club, your representation contract and their sponsorship contracts.

Keep signed documents somewhere secure, not in a chat or a shared folder, and set reminders as far in advance as you need for each type of contract.

In wiqo you upload each player's contracts and documents and they're stored encrypted: they only open with your access key. You set the end date of each contract, choose how far in advance you want the reminder and wiqo reminds you automatically.

3. Every conversation, logged

A big part of an agent's work happens on the phone: with players, with families and with clubs. If you don't keep a record of what's said, that information only lives in your memory. The rule is simple: after every important conversation, note down what was said and what's still pending.

In wiqo, when you call a player from the app, wiqo notes that you called them. If you want to save what you talked about, you describe it in a Voice report and it goes into their history. Calls aren't recorded. And since every conversation goes into their history, wiqo knows when you last spoke to them: you choose how often you want to talk to each player, for example every week, and if that time passes, it lets you know.

4. Deals, stage by stage

Moving a player is almost never a straight line: you talk to several clubs at once and each one is at a different point. Put each club in its stage, from prospecting to closing, and always note the next step with its date.

In wiqo, each deal shows the interested clubs, the stage each one is at and what the next step is. You'll find it in Deals.

5. Your network of clubs

Clubs are the other half of the business. Knowing which clubs you have a relationship with, who you talk to at each one and what you've discussed saves you starting from scratch every transfer window.

In wiqo, each club has its own profile in Clubs: your players in their squad, the ones you've offered them, your deals with them, everything you've discussed and their contacts.

6. A system for the day to day

An agent's week mixes matches, trips, meetings, calls and tasks. If each thing lives in a different place, planning becomes an uphill struggle. Ideally, you keep events and tasks together and see what's on today and what's urgent at a glance.

In wiqo, the Calendar brings together your events and your players' matches, and To Do your tasks. On the Dashboard you see what's on today, what's coming up next and what's urgent.

7. A review every week

Set aside a fixed time each week to go over the whole agency:

• Open deals and their next step.
• Contracts nearing their end.
• Overdue tasks.
• Players you haven't spoken to in a while.

In wiqo, wiqo AI prepares what's urgent for your players every week, with recommendations you can turn into tasks.

8. When the agency grows

With more players, or more people working with you, being organised goes from advisable to essential:

• Make it clear who handles each player.
• Everyone should use the same method to log conversations, deals and tasks.
• Each player's information shouldn't depend on one person's memory.

In short

• One profile per player, with everything.
• Contracts stored safely, with reminders.
• Every conversation, logged.
• Deals by stage, with the next step.
• Your network of clubs, organised.
• Events and tasks in the same place.
• A fixed review every week.

If you want to see how all of this fits into a single app, here's wiqo for agents and agencies.