Sailing Club Management Software

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One club. One database.

Sailing Club Management Software

One database for membership, duties, boats and your club calendar. Keep a shared member record instead of copying details between separate club lists.

Built for UK sailing clubs. Your committee and members work from the same club records, with access set by their role.

Last updated 21 August 2026

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  • App Store for iPhoneComing soon
  • Google Play for AndroidComing soon
SailHQ Test Club member portal with the calendar, duties, boats and club news
SailHQ Test Club member portal on a phone, with calendar, duties and boats
Genuine SailHQ member portal. Desktop and mobile browser views. Test Club demonstration data.
See the product screens
Race officers and safety crews

Duty rotas for race day

See who's assigned and which roles still need someone. Membership and duty assignments link to the same member record.
  • Race officers, safety boat and shore teams
  • Qualifications checked before assignment
  • Members view duties and request swaps
See duty rota software
The committee builds the rota
SailHQ synthetic Test Club race-day duty rota with volunteer assignments and an unfilled race officer role
Members see the duty calendar
SailHQ synthetic Test Club member duty calendar on a phone, showing race-day roles and assigned volunteers
One rota links race-day roles to the people doing them. Officers manage it; members can see it. Synthetic Test Club demonstration data.
Open officer screen Open member screen
Club people, not separate lists

Membership subscriptions and renewals

Set membership categories, annual fees and renewal rules around your club. Officers keep one register. Members have a privacy-aware club directory.
  • Member records and household details together
  • Categories, status and officer access in one register
Explore membership management
Renewal rules and payment setup

Early-payment fee schedules can use a standard price, an early price and a cutoff. Agree whether accepting an offer or making a qualifying payment earns the discount.

We check your club's payment setup and renewal process with you before collection starts.

The committee keeps the member register
SailHQ synthetic Test Club officer member register showing membership types, member status and access
Members find their club people
SailHQ synthetic Test Club member directory on a phone, with names and membership categories but no private contact details
The same club records support an officer register and a member directory, with different access. Synthetic Test Club demonstration data.
Open officer screen Open member screen
Racing, training and club days

One calendar for club life

Keep races, events and duty teams in the same programme. Officers plan club days and review responses. Members find what's happening on their phone.
  • Race series and fixtures alongside club events
  • Member and guest responses for club days
See events and the club calendar
The committee plans club events
SailHQ synthetic Test Club events desk showing a published club event, response counts and master calendar access
The club programme on a phone
SailHQ synthetic Test Club shared calendar on a phone, showing racing and duty teams with programme filters
The events desk and member calendar use the same club programme, alongside racing and duties. Synthetic Test Club demonstration data.
Open officer screen Open member screen
Applications and courses

Joining forms and course booking questions

Build questions for your membership applications and sailing courses. Add required declarations and follow-up questions that appear when an answer makes them relevant.

Ask the questions your club needs

For example, ask for a boat's sail number when a sailor is bringing their own boat. Use separate forms for the joining routes your club offers. Officers review the answers alongside the application or booking.

Sensitive answers have separate access controls. Agree what to collect and how long to keep it. Full retention and erasure coverage is still being completed.

See membership applications

Check the course before opening bookings

Agree course dates, places, fees and the booking form first. Paid checkout needs a trial with your club's selected provider before use.

Keep courses alongside race series and club events, so members can find the programme in one calendar.

Explore series and events
SailHQ Test Club website publishing screen with public club pages and website controls
Public club pages managed within SailHQ. Test Club demonstration data.
Public pages and private access

Your public club website and member portal

Give visitors public club pages while keeping member records and officer tools behind the right access controls. Manage club pages, navigation and branding within SailHQ, alongside the member portal.

Members can update their details, see duties and find the club programme. Officers choose who can administer club records. Your public website and member access can be configured together.

Club website and branding Explore the member portal
Member updates

Club news and communications

Publish club news and send updates to members through basic broadcast emails. Keep communication preferences and delivery records with the club, so officers can review what was sent and whether delivery failed.

Delivery records show whether an email was sent, not whether it was read. Full newsletter campaigns remain unfinished. We review your current newsletter needs before agreeing which tools SailHQ can replace.

See news in the member portal

Keep your sailing records together

Store members' boats and club fleet records with the people responsible for them. Organise race series, fixtures and documents alongside the club calendar.

Boat records and the club fleet Race series and the club programme Officer roles and permissions
Setup and support

What moving to SailHQ involves

Start with a demonstration of the jobs you want to improve. We agree the club setup, review your existing data and plan the first member and officer trial.

Leg 1

Agree the first workflows

Choose the jobs your committee wants to improve. We walk through the relevant screens and confirm what is ready and what needs a club trial.

Leg 2

Review the data and club rules

Check your existing records before import. Agree membership categories, officer access, fees and any joining or course questions.

Leg 3

Trial with officers and members

Introduce SailHQ in stages. Check the member journey and payment configuration before inviting the wider club or collecting fees. We help with setup and support.

Existing payment and accounting services can stay in place while you check the handover. A CSV export is different from a direct accounting connection. Native GoCardless and accounting sync remain unfinished.

Read the setup guide Check pricing for your member count Plan a move from spreadsheets
See the product

Walk through your club's jobs in a demo

The screens on this page show SailHQ with Test Club demonstration data. Email us to arrange a demo of the workflows your committee would use and discuss your club's rules.
Book a demo Browse genuine product screens
Checked country guidance

Keep RYA and club records connected.

The RYA sets national sailing guidance. Each committee still owns its local rules, people and evidence.

Keep RYA affiliation details current.

The RYA is the UK national governing body for sailing and boating. Affiliated clubs can use its club support, training and technical guidance.

What the club record should hold.

Record the affiliation owner, renewal date and the RYA contact used for each club decision.

Open the official source

Use the RYA rules for UK racing.

UK events use the World Sailing Racing Rules of Sailing with the RYA National Prescriptions. The current rules cover 2025 to 2028.

What the club record should hold.

Store the rules edition, RYA prescriptions, notice of race and sailing instructions used for each series.

Open the official source

Set a clear safeguarding policy.

The RYA recommends an appropriate safeguarding policy for affiliated organisations with children, young people or adults at risk.

What the club record should hold.

Keep the policy owner, review date, welfare contact and training evidence beside the relevant club roles.

Open the official source

Meet UK data protection duties.

UK clubs must handle personal data under the UK GDPR and Data Protection Act 2018. The ICO has guidance for small clubs and membership organisations.

What the club record should hold.

Record the lawful purpose, access owner, retention decision and member request history for each data set.

Open the official source

Quick answers

Common questions about SailHQ

The five things sailing clubs ask before choosing SailHQ.

SailHQ is sailing club management software for UK clubs. It keeps member records, duties, boats and the club calendar in one shared database.

SailHQ is for UK sailing clubs, yacht clubs and RYA training centres. It suits clubs that need sailing-specific records rather than general sports software.

SailHQ replaces separate duty, membership, boat and calendar tools. It does not replace race scoring, payment processing or accounting software.

Pricing is based on active member numbers. Every plan includes the full product, setup help and support.

Start with a demo of the jobs you want to improve. We agree the club setup, review your existing data and plan the first member and officer trial. Payment configuration is checked before collection starts.

More questions on the full FAQ page, or talk to the team.

Move your club admin into one system

Show us the jobs your committee wants to improve. We will walk through SailHQ with you and agree the first workflows to trial.

Want the full detail first? See every SailHQ feature.

Still on a spreadsheet? See the comparison.

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