— Sparta-White YMCA

How Sparta-White YMCA Connects Its Members with Amilia and Constant Contact

In the heart of rural Tennessee, the Sparta-White YMCA has been a pillar of community life since opening its doors in 1992. Housed in a historic building that once served as West Sparta Elementary School, the Y has evolved into a gathering place where generations come together to grow stronger in mind, body, and spirit.

From early-morning workouts to afternoon youth programs, the Sparta-White YMCA is a hub of constant activity and connection. As the Y continued to grow, so did the need for systems that could support not just memberships, but the programs and activities that bring their community together.

Empowering a small town through connection

Sparta-White YMCA is clear in its mission: empower the community to reach its full potential. Every class, event, and program supports that vision.

“I feel like that’s a huge word here at our YMCA: empower,” says David Smith, Business Administrator. “That’s what we do. We ask: ‘Is it good for our members? Is it good for our community?’ That’s our strategy screen.”

Each day, the Y serves a changing mix of members and program participants. Early mornings bring working professionals squeezing in a workout before heading to their 7 a.m. shifts. Later in the morning and early afternoon, the facility comes alive with retirees and others who gather for coffee and walking groups, before students fill the gyms after school.

“They’re not walking around the streets, they’re here at a safe spot their parents trust,” David says. “They can have healthy conversations, do healthy competition, and stay active. It’s very humbling to see different people in different walks of life coming to one spot.”

From card stock to cloud-based systems

Before upgrading their systems, Sparta-White YMCA managed memberships on paper cards — a challenge for a growing association with a wide range of programs and activities.

“We don’t like to talk about it because it’s shameful,” David laughs. “But for years that’s what it was… You’d come in, we’d go through the file, check your membership on a piece of blue card stock. It was a dark time for sure.”

Managing programs, registrations, and member information manually made it difficult to scale offerings or give staff a clear view of how people were engaging across the Y. The transition to digital tools like Amilia and Constant Contact transformed how the organization manages information, supports participation, and stays connected with its community.

“Amilia has opened up doors for us with registration and programs,” he says. “We use activities a lot. Membership management has been huge.”

With a centralized system for activities and registrations, the team can reduce administrative work, simplify day-to-day operations, and make it easier for members and families to find and sign up for the programs that matter to them.

Reaching members where they are

The Y’s use of Constant Contact began with their summer day camp, where timely updates to parents and caregivers were essential. Over time, digital communication became a core part of how the organization connects with different segments of its community.

For Membership Director Haley Tollison, having reliable data and communication tools in place has made consistent outreach much easier.

“We send out two newsletters every month. One that’s just general updates, upcoming programs, stuff like that. The second one that we send out is for our older group, the Sunshine Gang… it’s a list of events just for them,” she says.

Currently, their newsletter reaches an audience of over 420 subscribers, boasting an open rate around 40% and a click rate that continues to rise. Over the past year, their email list has grown by 24.33%, reflecting strong community engagement.

In a recent 30-day period, the Y’s email performance saw continued improvement, with open rates up 1%, 3% above industry average, and click rates also up 4% during the same period.

Because member and program information is organized and up to date in Amilia, the team can confidently communicate through Constant Contact, knowing messages are reaching the right people at the right time.

The shift to email not only saves time, it also ensures that no one misses important updates — especially during moments when clear communication matters most. David explains that when a recent billing hiccup occurred, the organization was able to proactively notify members.

“This way we didn't have the thousand phone calls that we would have got if we hadn't communicated with them. So that was very helpful!”

Smarter tools for stronger engagement

Beyond newsletters, the integration between Amilia and Constant Contact helps Sparta-White YMCA streamline communication, automate processes, and better understand how members engage across programs and activities.

“When we’re sending stuff out, everything’s uniform and we’re making sure everybody who wants it is getting it,” says Haley.

Having access to data across both platforms has also given leadership clearer insight into what’s working and where to focus next.

“There's a lot of data and analytics, which I love. I'm a numbers guy, and I love a good statistic,” David says. “Having those easily accessible is a huge benefit for us.”

Their welcome email currently sees a 5% click-through rate, and the team is looking ahead to use automation more intentionally — from personalized welcome messages to confirmations for new program registrations and reminders about underused resources members may not realize they have access to.

By connecting registration data with communication workflows, staff can spend less time on manual follow-ups and more time supporting participants and delivering quality programs.

“Constant Contact and Amilia working together, helps smooth the ways that we communicate and the tools with which we do,” he says. “We see a lot of benefits, including a lot less time spent on tedious things.”

A community focused on growth

Even as Sparta-White YMCA looks ahead to new initiatives, their focus remains on taking care of the community they already serve. Having connected systems in place allows the team to grow programs, improve transparency, and maintain the personal relationships that define their small-town Y.

For Sparta-White YMCA, the integration of Amilia and Constant Contact isn’t just about technology. It’s about supporting participation, strengthening connections, and ensuring that every program, event, and message reaches the people who need it most.

As David notes, “We’re more than just a gym and a swim, that’s for sure.”

If you are interested to learn how SmartRec could help you and your organization succeed like it helped Sparta-White YMCA, just reach out to our team. We would be happy to discuss it with you!