KAA Gent and FixForm are keeping the Planet Group Arena in topconditie

Thanks to a partnership between KAA Gent and FixForm, the Planet Group Arena remains in top-notch condition. Employees and business clients can report issues via hundreds of QR codes throughout the stadium, making maintenance easier than ever. KAA Gent was the first Belgian football club to introduce this cutting-edge solution, and since then, other clubs like Club Brugge and OHL have followed their lead.

Managing a stadium is no small feat. The Planet Group Arena boasts over 20,000 seats, more than a thousand doors—many of which are fire doors—and dozens of sanitary areas and passageways used by thousands of fans on match days. For years, maintaining this massive infrastructure was a logistical challenge.

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"Before FixForm, it was difficult to efficiently map out issues and follow up on them," explains Dirk Piens, Director of Infrastructure and Match Organisation, and Christophe Dely, Head of IT. "The real challenge wasn’t just solving problems but organizing communication and ensuring swift action across the team."

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Since January 2022, however, FixForm has transformed the way KAA Gent operates. Communication has been streamlined, and the facility team can now act swiftly where needed. If a toilet breaks down during a match, for example, they can decide whether to fix it quickly or reroute fans to another location. This approach not only prevents frustration but also keeps the stadium experience seamless.

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Employees and business clients play a central role in this new process. With FixForm, they can report issues on the go by simply scanning one of the 400 QR codes installed throughout the stadium. “Using our intuitive platform, they can easily send photos and short descriptions of issues, whether it’s a broken seat or a plumbing problem,” says Thomas Vanhumbeeck, founder of FixForm.

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On the FixForm platform, the facility team instantly sees where issues are and can prioritize them accordingly. Team members can communicate through the app to ensure tasks are handled efficiently, regardless of where they are in the stadium. “We believe the best sensors are the people in the building,” adds Vanhumbeeck. “With photo-driven communication, our platform enables staff to understand and address problems far more quickly than traditional methods.”

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A thriving partnership

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One of the most significant outcomes of KAA Gent’s adoption of FixForm is the positive impact on fan and client experiences. When multiple fans report the same issue, the system alerts them that the facility team is already on it. KAA Gent can even send feedback to those who leave their contact details, offering a token of appreciation to the person who first reported the problem. This not only increases engagement but also turns potential frustrations into positive experiences.

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“Our Planet Group Arena is known as the largest pub in Ghent on match days,” says Dirk Piens. “That’s why it’s crucial that the stadium is always in top condition. Our 2,000+ business clients use our infrastructure not only during matches but throughout the week, making FixForm’s platform an essential tool for us.”

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Looking ahead

While KAA Gent has already achieved remarkable results with FixForm, the journey doesn’t stop here. FixForm and KAA Gent are now working closely together to further improve their processes. The next step is to streamline asset and file management to ensure even greater efficiency. By expanding the platform’s functionality, FixForm will help KAA Gent better track and manage its assets and documentation, making long-term facility management smoother and more organized.

The platform continues to roll out across different areas of the stadium, including training facilities and changing rooms. Additionally, external service providers can easily be notified through FixForm when certain tasks need to be outsourced.

With FixForm, KAA Gent is not just solving problems more effectively—they’re setting the standard for football clubs across Belgium.

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