Race Duty Roster
Race officers, safety boat crews, galley, results. Rotation, swaps, exemptions.
Everything in one place
Sailing Club Software Features
From race duty rotas to membership renewals, SailHQ handles the parts of running a club that nobody actually enjoys doing. Read the sailing club software overview first if you need the short version.
Last updated 19 May 2026
Twelve connected modules
What's included
Twelve modules. One login. Built around how sailing clubs actually operate.
Member Portal
Self-service profiles, qualifications, household linking, emergency contacts.
Boat Management
Boat classes with Portsmouth numbers, member boats, storage tracking.
Events & Race Days
Race days, open meetings, socials, training, work parties.
Race Series
Templates, automated season generation, weekly or fortnightly schedules.
Membership & Billing
Multiple membership types. Yearly or monthly fees. Renewal tracking.
Newsletters & News
Section-based newsletters, pinned announcements, view tracking.
Notifications
In-app alerts, email, member mail, system-wide broadcasts.
Documents
Upload, categorise, control access. Track who downloaded what.
Permissions & Roles
Granular control over what each committee role can see and do.
Live Weather
Wind speed, direction, and conditions on your dashboard. Open-Meteo powered.
Reports
Attendance, duty coverage, boat usage, membership trends.
Race & Duty Management
Race day runs itself
Set up a duty roster for the season once. SailHQ handles assignments, reminders, swap requests, and exemptions automatically. Your race officer arrives knowing the crew is on the way. See how duty rota software for sailing clubs works in detail.
Read more about duty management
Six built-in duty types
Race Officer, ARO, Safety Boat, Crew, Galley, Results.
Qualification-aware
Assignments can require Powerboat L2, VHF, or First Aid.
Member-driven swaps
Open or named swap requests, with optional admin approval.
Duty exemptions
Permanent and temporary exemptions with prorata logic.
Custom duty types
Match the names, categories, icons, and colours your club uses.
Automated reminders
Keep every assigned member clear on what is coming up.
Member Management
One member record. All the right detail.
Stop maintaining four overlapping spreadsheets. SailHQ stores every member's profile, qualifications, household links, emergency contacts, and payment history in one place. Read more about our sailing club membership software.
Self-service profiles
Members update their own details.
Qualifications
RYA membership numbers and qualifications with expiry dates.
Emergency details
Encrypted emergency contacts, medical info, and GP details.
Households
Household linking for families and junior members.
Registration approval
An approval workflow for new member registrations.
Membership types
Senior, junior, family, social, volunteer, and your own custom types.
Series & Events
Build your season in five minutes
Series templates generate the entire season's race calendar in one go. Set the day, frequency, race times, and default duties once. SailHQ creates every event with the right structure.
How series scheduling works
Flexible templates
Weekly, fortnightly, monthly, or custom.
Season generation
Create Sunday, Saturday, and mid-week series in one pass.
Default duties
Use different role sets for club racing and open meetings.
Race structure
Race times, race counts, and tide or high water tracking.
Clear statuses
Cancel, postpone, or mark an event complete with one click.
Whole-club calendar
Mix racing with socials, training, work parties, and committee meetings.
Clear product boundaries
Built to work with specialist tools
SailHQ ships twelve modules on one platform: duty rotas with race officer and safety boat roles, a member portal with live wind from Open-Meteo, race series scheduling, household billing tracking, newsletters, permissions, documents, and reports. Every module is available on every tier - feature toggles let a club run only what it needs. It pairs with race scoring tools like Sailwave and payment processors like GoCardless rather than replacing them.
Race scoring stays specialist
SailHQ runs series planning, race calendars, duty allocation, and entry tracking, but does not calculate handicap results or season leaderboards. It pairs with tools like Sailwave or HalSail.
Live charging is not yet built
SailHQ tracks paid status, renewals, households, and membership tiers. Clubs continue using GoCardless, Stripe, or their bank arrangement while SailHQ records status as funds land.
Communications and control
Reach the right members the right way
News, newsletters, member-to-member messaging, and system alerts. SailHQ replaces the WhatsApp-and-email-list mess with structured channels that people actually read.
Structured newsletters
Text, images, galleries, events, and news sections.
View tracking
See who actually read it.
Pinned news
Public or members-only news articles.
Member messaging
Internal member-to-member communication.
System alerts
Club-wide info, warning, danger, or success banners.
Club email templates
Configurable email templates for a consistent club voice.
Not yet: the broadcast push interface and newsletter administration workflow are still being built. The underlying notification and newsletter structure is part of SailHQ, but those admin screens are not yet ready for clubs to use.
Admin controls
Configure it your way
Every club runs a bit differently. SailHQ ships with the controls to match yours.
Member field controls
Choose which details the club collects and where each field is visible.
Committee structure
Keep committees, positions, public descriptions, and current holders together.
Live club weather
Members see current conditions beside their next club commitment.
Duty type editor
Custom duty types with icon, colour, qualification requirements, and live preview.
The full toolkit
The rest of what's in there
Everything else a club needs to run, without the bolted-on feel.
Roles & Permissions
30+ granular permissions across members, duties, events, settings, reports. Custom roles beyond Sailor and Admin.
Document Library
Upload sailing instructions, NOR documents, club policies. Public, members-only, or private. Track every download.
Households
Group family members under one household. Useful for family memberships and junior tracking.
Custom Qualifications
Beyond RYA and First Aid - track any qualification your club cares about. Award date, awarded by, expiry.
Duty Exemptions
Permanent or temporary exemptions, full or pro-rata. Approval workflow with logged reasons.
Weather Integration
Live wind speed, direction, and conditions on the dashboard. Open-Meteo - no API key needed.
Duty Swaps
Members request swaps in-app. Open requests or specific member. Optional admin approval per club.
Audit Trail
Member status changes logged. Newsletter views tracked. Document downloads recorded by user and IP.
Encrypted Sensitive Data
Phone numbers, addresses, medical info, and emergency contacts encrypted at rest.
Reports & Exports
Member exports, attendance reports, duty coverage, boat usage. CSV out to your accountant.
GDPR Consent Tracking
Privacy policy, terms, video, photo, and marketing consents all logged with timestamps.
System Alerts
Club-wide banners for closures, announcements, urgent updates. Time-bound, dismissible.
Dive deeper
Feature pages
Each module has its own walkthrough. Pick the area you care about.
Duty management
Roster, swaps, exemptions, qualification-aware assignments.
Learn moreSeries and events
Templates that build the whole season in one go.
Learn moreMember portal
The self-service home members log into.
Learn moreMembership management
Types, renewals, household linking, payments.
Learn moreLive weather
Wind, gusts, and conditions on every dashboard.
Learn moreMember boats
Boat registry with classes, sail numbers, and storage.
Learn moreRoles and permissions
Custom committee roles with a granular permission matrix.
Learn moreBranding
Make SailHQ feel like your club, not a generic tool.
Learn more
Common questions
Feature questions clubs ask
Five things committees check before signing up.
Twelve. Race duty roster, member portal, boat management, events and race days, race series, membership and billing tracking, newsletters and news, notifications, documents, permissions and roles, live weather, and reports. All on one login, against one shared member record.
Yes. Feature toggles in admin settings let a club run only the modules its committee uses. A small dinghy club might run duty rota, member portal, and weather and ignore the rest. A larger yacht club might enable all twelve. Modules can be turned on later without losing data.
No. SailHQ runs series planning, race calendars, duty allocation, and entry tracking, but does not calculate handicap results or season leaderboards. Race scoring is a deep specialist domain that belongs in dedicated tools like Sailwave or HalSail. SailHQ pairs with whatever scoring software the club already uses.
No. The membership module tracks paid status, renewal dates, household links and tier, but live charging through Direct Debit or card is not yet built. Clubs continue using GoCardless, Stripe, or whatever bank arrangement they already have, and SailHQ records membership status as funds land.
Yes. Every module is on every tier. Early access clubs get six months free, with all twelve modules available from day one. No feature paywalls, no add-on modules to buy separately.
More on the full FAQ, the pricing page, or talk to the team.
See it running with your club's data
Request early access and we'll set up SailHQ with your members, boats, and race calendar. You can be running it within a week.