Youth sports club site visitors asked 320 questions in three weeks. Half came in after hours. The bot handled all of them.

EagleWorks AI built a multilingual website chatbot for a Houston youth sports club that handled 320 parent questions in its first 21 days, half of them outside business hours, without adding a minute of staff time.

The problem

Tryout season buries this soccer club every year. Offer emails go out, and parents flood the phones and inboxes with the same questions: which campus, which age group, what to bring, how to register a second kid. The heaviest load lands exactly when staff are already saturated, and a lot of it arrives at night, long after the office closes. The club runs four programs and more than 2,500 players on a small operations team. There was no version of “hire through the rush” that made sense.

What we built:

Four custom website chatbots, deployed across the club’s four youth program sites (soccer, field hockey, la crosse, and adult league soccer) and trained each of them on each of the clubs policies, procedures and FAQs. We manage it end to end.

• Build It. Four site deployments, one shared knowledge base, live during the back half of tryout season. English and Spanish worked from day one, with no extra configuration.

• Run It. A 90-day managed period: weekly check-ins, same-day retraining when club content or staff changed, and a monthly performance report the team reads on their own.

• Improve It. The conversation logs surfaced the club’s six biggest content gaps (team-naming terminology was the single most-asked topic), which now drive what gets added next. A staff-facing internal version is rolling out.

The result

In its first 21 days, measured by automated conversation logging:

• 320 conversations handled, about 15 a day

• 50% came in outside business hours

• 34 conversations on the busiest single day, the final day of tryouts

• Spanish and French handled automatically, with no setup, including a Spanish-speaking parent who got registration answers late at night and a stuck second-child registration recovered the same evening instead of lost

No new hires. No after-hours coverage. The questions that used to pile up got answered while the office was dark.

FAQ

Can an AI chatbot answer questions after business hours?

Yes. Half of this club’s chatbot conversations happened outside office hours, answered in real time with no staff on shift.

Does it handle more than one language?

Yes. This chatbot answered Spanish and French questions automatically, with no separate setup or translation step.

How long does it take to get live?

These bots went live in 30 days across four sites. Setup timelines depend on how much of your content is ready and how fast you can respond during the testing period. If a company has strong content such as answers to frequently asked questions then a bot can go live in 1-2 weeks.

Does a chatbot replace staff?

No. It absorbs the repetitive, after-hours question load so your team spends its time on the work that actually needs a person.