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A free calculator from Gametime Hero, community management software

Your tools may be free. Your time isn’t.

For organizers of clubs, leagues, teams and social groups. Answer five short questions and see how many hours a month go on chasing RSVPs and payments, copying form responses and updating your website, what that time is worth, and how much of it you could get back.

Takes about a minute. Free. We ask for your email address before showing your report.

Savings reportExample
Hours a month on admin
38.3 hours
What that time is worth
$1,385 a month
Hours you could get back (40–60%)
15.3 to 23 hours
In workdays
2 to 3 workdays a month
Example of the report, worked from the calculator’s starting figures: 8 events a month at 2 hours each (16 hours), 5 hours on the website and reporting, and 4 hours a week switching between apps × 4.33 weeks (17.3 hours), valued at $36.14 an hour. Your own answers replace every one of these.
What your tools costExample
Website builder, Standard plan
about $18 a month
Event ticketing, Free plan
free
Forms & waivers, Free plan
free
Group chat, Free plan
free
Subscriptions in all
about $18 a month
Example tool costs for the starting choices: a website builder on a paid plan, and free plans for the rest. Prices are our estimates of typical plans, not quotes. Subscriptions are the small part; your time is the large one.

Most organizers don't realize they're doing six jobs at once: webmaster, event coordinator, payment collector, scheduler, reminder system, and data-entry clerk. This shows what that hidden work costs.

Your typical week

  • Updating your website
  • Copying form responses
  • Chasing RSVPs and payments
  • Reposting the same event everywhere

Where an organizer’s hours go

Each of these is a question in the calculator, so the report adds up your own week and not an average one.

  • Chasing RSVPs

    Reminders, follow-ups and the same question answered in three places. Counted as the time reminders and RSVP chasing take you for each event.

  • Tracking who paid in a spreadsheet

    Matching payment-app notifications to a list by hand. Counted as payments and who-paid tracking for each event.

  • Planning in the group chat

    The plan, the headcount and the change of venue live in a thread, and you move between it and everything else. Counted as app-switching hours a week.

  • No-shows and the cleanup after

    Marking attendance, filling the open spot and following up afterwards. Counted as follow-up, attendance and cleanup for each event.

  • Posting every recurring event again

    The same weekly game entered on your website, your event listing and your chat. Counted as the time it takes to set up each event.

  • Keeping the website and the numbers current

    Updating the schedule and pulling attendance and payments together for a report. Counted as website and reporting hours a month.

Five questions, then your report

  1. Tell us about your events

    What kind of community you run, how many events a month, and the time each one takes: setting it up, reminders and chasing RSVPs, tracking who paid, and follow-up.

  2. Add the work around them

    The hours you spend on your website and reporting, the hours a week you lose switching between apps, and the tools you pay for today.

  3. Get your report

    Your hours a month on admin, what they are worth at the hourly value you choose, what your tools cost, and a range for the time you could get back.

How the estimate is worked out

The report is an estimate of what your time is worth. It is not a promise of savings. These are all of its assumptions, and you can change every figure in the questions.

  • Your hours a month

    Events a month × the time each one takes, plus your website and reporting hours a month, plus your app-switching hours a week × 4.33 (the weeks in a month).

  • What an hour is worth

    You choose. The two shortcuts are $36.14, Independent Sector’s estimate of the value of a volunteer hour in 2025, and $29.41, the 2025 median hourly wage of an event planner from O*NET. The yearly figure is the monthly one × 12.

  • The time you could get back

    A share of those hours that you pick: Conservative 25–35%, Expected 40–60%, Aggressive 60–75%. These shares are our own estimate of what one tool in place of several removes. They are not measured from customers.

  • The app-switching figure

    It starts at 4 hours a week, from a Harvard Business Review study of office workers at large companies, who lost just under four hours a week reorienting after switching apps. It was not a study of volunteer organizers, so set your own.

  • What your tools cost

    Our estimates of a typical monthly price for each kind of tool and plan, not quotes from the companies named. Per-ticket and card-processing fees are not added in, because they depend on what you sell. Add any cost of your own.

  • Rounding, and what is left out

    Hours are shown to one decimal place and dollars to the nearest dollar. Workdays are the hours you could get back ÷ 8, to the nearest whole day. The estimate does not subtract what Gametime Hero costs: that is set out below.

One account does the rest of the work too.

Each of these is part of the same Gametime Hero account, so nothing has to be copied from one tool to the next.

Schedule events and take RSVPsOne link to sign up, with a real headcount. Organize events Collect payments at sign-upStop chasing people for dues after the fact. Collect payments Collect forms and signed waiversRegistration forms and waivers in one place. On Organizer Pro, let AI ask each person the follow-up questions you would. Forms and waivers Build your websiteA site with your schedule and sign-ups already on it. Website builder Get found by new playersFill the open spots in your game. Find players Message your members in one placeA community with its own group chat and announcements. Start a community Run a tournament with live bracketsRegistration, brackets and scores from any phone. Create tournaments

Built for organizers like you.

  • $1.5M+ Processed through Gametime Hero
  • 11,500+ Members & players
  • 11,000+ Registrations & RSVPs

Organizers who run on Gametime Hero

These organizers are talking about Gametime Hero as a whole, which they run their communities on.

  • “When my events stopped working on Wix, Gametime Hero had me up and running in less than 48 hours.”
    Juliana MasciFounder, Tool School Co.

    ChicagoSwitched from WixSwitched in less than 48 hours

    Read the case study
  • “We used to spend more time managing tools than managing our community. Now we spend that time on what actually matters: getting women outside and building something they want to come back to.”
    Donna Kent & Mindi JensonShe Ascends
    Visit sheascends.org
  • “I'm a bar owner, not a software person, and I shouldn't have to be. What's changed with Gametime Hero in such a short time is worth celebrating. They even added our Watch Me! theme song to our site. Now I spend my time on what we're building: a room where women's sports fans feel like they belong.”
    Jax DienerOwner, Watch Me! Sports Bar
    Visit watchmesportsbar.com
  • “I believe our integration of Gametime Hero will make it significantly easier and less time-consuming for our logistics volunteers, while providing a far better experience for our players. After all… WE JUST WANT TO PLAY!”
    Pat WalkerSecretary, Bigfoot Walk Soccer Club
    Visit bigfootwalksoccer.com

What Gametime Hero costs: $0 to start.

The calculator values your time. It does not subtract our price, so here it is. Creating a community, posting events and taking RSVPs is free. When you collect money, a platform fee applies to paid registrations (3.5% on the Free plan, 2.1% on Organizer Pro) on top of Stripe’s card processing.

The Free plan costs $0, needs no payment card and never expires. Organizer Pro is $19.99/mo.

Every paid plan comes with a 30-day money-back guarantee. There are no contracts: cancel anytime with one click. Your data is always yours to export.

See Gametime Hero pricing

Frequently asked questions

Do I have to give my email address?

Yes, to see the report. We ask for it after the questions and show your report on the next screen. We keep the address with your answers and may write to you about Gametime Hero; tell us to stop and we will.

Is the saving guaranteed?

No. The report is an estimate of what your admin time is worth and of the share of it you could get back, worked from your own answers. How much you really get back depends on how you run your group.

Where do the numbers come from?

From you, mostly. The starting figures you can change are $36.14 an hour (Independent Sector, the value of a volunteer hour in 2025), $29.41 an hour (O*NET, the 2025 median wage of an event planner) and 4 hours a week switching between apps (Harvard Business Review).

How do I move my existing group over?

There is no one-click import yet, but moving over is quick: recreate your community, bulk-invite your members by email or share a join link, and post your events. We help groups make the switch all the time.

Get free setup help
Do I need to download an app?

No. Gametime Hero runs in the browser on a phone or a computer, and the people you invite open your link the same way. There is no mobile app to install yet; one is in the works.

Is there a contract?

No contracts. The Free plan never expires, and a paid plan can be cancelled anytime with one click, with no penalties.

Is there a money-back guarantee?

Yes. Every paid plan comes with a 30-day money-back guarantee. If it is not the right fit, we will refund you, no questions asked.

Can I export my data and take it with me?

Yes. Your data is always yours to export, and if you cancel we will help you export all of it first.

Built by community people, for community people

We built Gametime Hero because we needed it too.

We’ve seen the problem from both sides — as participants looking for places to belong, and as organizers doing the work to bring people together.

See what the chasing costs you.

Five questions, about a minute, and every assumption shown.

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