From Patchwork to Precision: How Old Field Club Modernized with Clubspot
By Clubspot
For decades, Old Field Club in Setauket, New York, operated under a philosophy of “if it ain’t broke, don’t fix it.” While that mindset preserved the timeless charm and traditions of the club, it also meant the back-office systems hadn’t kept pace with modern demands. General Manager Sabine Hoskins recognized that managing operations across eight separate software systems—and several manual processes—was becoming increasingly difficult.
The Clubhouse at Old Field Club
Old Field Club’s GM says that signing up for Clubspot was “one of the best decisions we’ve ever made.”
The operations team was relying on a mix of tools like QuickBooks Desktop, Jotform, and Excel just to stay on top of day-to-day tasks. Staff were handwriting banquet orders, manually entering POS receipts, and managing reports that often didn’t align. These fragmented processes created extra work, made accuracy harder to maintain, and began to affect the member experience.
A Shift Toward Simplicity and Scale
That changed in 2024, when Controller Matt Carroll joined the club. Having seen the success of Clubspot at a previous organization, he introduced the platform as a potential solution. His familiarity with the system gave Sabine the confidence to move forward, and the board quickly approved the transition.
“One of the best decisions we made was to sign up with Clubspot! We were doing most of our work manually… with Clubspot almost everything is automated. Our membership can access their accounts at any time, the POS emails invoices instantly—it’s great for families. The onboarding support has been amazing, and our catering operation is now handled entirely in one place. I highly recommend Clubspot. Amazing platform, amazing team!”
A Measurable Transformation
The shift to Clubspot was about more than just convenience—it was a strategic move that helped the club reduce operational complexity, streamline workflows, and reinvest time where it mattered most.
Before Clubspot, the club was spending more than $272,000 in staff time and $40,000 in software fees annually just to keep its core systems running. Within the first few months of adopting Clubspot, the results spoke for themselves:
Saved over $300,000 a year in operating costs
Reclaimed over 2,000 staff hours a year
Virtually eliminated manual data entry
Centralized core functions like membership management, billing, POS, accounting, reservations, and communication
One Platform, One Experience
With Clubspot, both staff and members now enjoy a more unified experience. Members use a single login to access reservations, account balances, event signups, and more. Staff, meanwhile, can rely on real-time visibility into everything from member activity to facility usage—without bouncing between disconnected systems.
Old Field Club’s journey shows that even institutions steeped in tradition can embrace change when the right tools make it simple. What was once a patchwork of workarounds is now a seamless, modern, and efficient ecosystem—built to last.
Want to learn more about what Clubspot can do for your club? Book a demo.
