Gymnastics New Zealand: From fragile IT to confident IT management — with a long-term technology partner

CLIENT STORY ⋅ 4 MIN READ

Client Profile

Gymnastics New Zealand (GNZ) is the national sporting organisation for gymnastics in Aotearoa, overseeing a nationwide network of 90+ clubs, events, and participants. From grassroots programmes through to national competitions, GNZ plays a critical role in enabling safe, well run experiences for athletes, volunteers, and communities.

As a small central team with national responsibility, GNZ must deliver reliably at scale — particularly during high profile events like Nationals — without the internal resources of a large corporate organisation.

Challenge

Behind the success of major events and competitions, GNZ was operating with fragile internal systems and limited technology leadership. There was no in house CIO or IT manager, and technology decisions were often reactive — driven by immediate pressure rather than long term planning.

This created risk. Critical systems supporting events, membership, and communication were difficult to evolve, and the organisation lacked a clear roadmap to guide investment and prioritisation. GNZ needed stability, clarity, and trusted advice — without the overhead of building an internal IT function.

Solution

Digital roadmap and phased delivery plan
Virtual CIO / strategic technology leadership
Microsoft Dynamics 365 CRM foundations
Digitised national timetable and event systems
Portal and member experience improvements
On the ground support during Nationals

Dynamics CRM

DNN Portal

“We said we want someone to be our IT manager because we’re never going to have the resources to have our own.”

Andrea Nelson, CEO, Gymnastics New Zealand

XP presenting the Digital Roadmap to GNZ

Beyond IT Support: A partnership for the future

Before Nationals, XP already supported the leaders of Gymnastics New Zealand. XP provided IT support and advice for technology decisions and strategy. But when nationals started, it was a high-pressure event that put GNZ’s systems and technology to the test.

What started as short-term fixes shifted to a clear, staged digital roadmap. XP acted as a trusted partner, helping GNZ prioritise and plan their digital future. This meant they could make confident technology decisions without becoming an 'IT organisation'.

What stood out wasn’t just the technical support — it was having someone come alongside us, helping us think clearly about what mattered most and what could realistically come next, Andrea recalls.

For GNZ’s leadership, this was pivotal. They stopped firefighting and gained more control and direction.

Nicole Garey, using the digital timetable XP developed for the Nationals

From fragile systems to a sustainable digital roadmap

A digital roadmap helped GNZ strengthen its foundations nationwide in two areas.

1) New CRM capabilities improved data visibility.

2) Paper timetable systems turned digital, reducing manual effort and improving reliability.

These technological changes enabled GNZ staff to focus on event delivery. It supported clubs, volunteers, and athletes better during a high-pressure event. “Technology stopped being something we worried about and started being something we could rely on,” says Andrea.

At Nationals, the impact was tangible. The improved systems reduced staff & volunteer stress, creating a better experience for all.

“For the first time, we weren’t just reacting to problems. We had a roadmap, a partner we trusted, and the confidence that our systems would support the sport — not hold it back.”

Andrea Nelson

CEO, Gymnastics New Zealand

Confidence at leadership level

One of the most significant outcomes was at a leadership level. With XP's team of tech specialists, GNZ gained access to CIO-level thinking without the cost and complexity of hiring a CIO.

As a CEO, having that clarity and confidence makes a huge difference. You’re making better decisions, earlier — and you’re not constantly bracing for something to break, Andrea explains.

The decisions became clearer and risks surfaced earlier. Technology used to cause anxiety. Now, it supports the organisation’s goals.

This newfound confidence changed how GNZ approached planning and investment. The future of the sport is bright.

Gymnast springing across the vault mid-air

Supporting the Sport, end-to-end

Today, XP continues to work alongside Gymnastics New Zealand as a long term partner — supporting the systems that sit behind events, membership, and national delivery.

The partnership demonstrates what’s possible when a national sporting organisation is given the right mix of strategic guidance, practical delivery, and hands on support — enabling teams to do their best work, even under pressure.