Sail number
The number on the sail. Used by the race office, used in fleet lists, used everywhere in SailHQ that a boat appears.
Member boat registry
Club Boat Register
Every member's boat - sail number, class, storage location, paid status, insurance - in one searchable registry.
Last updated 19 May 2026 · Members maintain their own records. Admins see the whole fleet.
The record
What is in a boat record
Every boat in SailHQ belongs to a member. The record opens with the things you actually shout across the water on a Saturday: sail number, name, hull colour, year built and class.
Boat name
Optional, but useful for keelboats and anyone who has named their dinghy. Shown next to sail number in lists.
Hull colour
Free text. Helps committee members find a specific boat when there are five Lasers parked in the same row.
Year built
A four-digit year. Optional, but handy on resale and for anyone tracking the average age of the club fleet.
Class
Linked to the central class list. Carries the Portsmouth rating with it, so the boat inherits the right handicap.
Notes
A free-text field for the things that do not fit in a tidy column - rig setup, refit history, anything the owner wants on the record.
Sail number is the primary identifier the race office looks at, the name is the personal one painted on the transom, hull colour helps you spot a boat sat at the back of the compound, and year built is useful when a member wants to know how old their hull really is before a refit conversation.
Class links the boat to a record the club has set up centrally. A Laser is a Laser everywhere in SailHQ, with the same Portsmouth rating attached, so when a new member adds their boat they pick from the existing list rather than typing free text. That keeps the registry clean. No more three different spellings of the same dinghy class showing up in the results screen.
Members add, edit and delete their own boats from the member portal. They own the record. If they sell a boat, they tick it inactive or remove it. If they buy a new one, they add it. Admins do not need to spend Sunday evenings updating other people's data, and the registry stays current because the people closest to the boats are the ones writing the entries.
Storage
Where the boat lives, and whether it is paid up
Boat storage at most clubs is a quiet annual headache. Someone is in compound bay 12, but the spreadsheet says bay 11. The trailer park is full again, and nobody can remember which members were promised a slot last year.
Compound
Dinghies on hardstanding inside the club gates. Bay reference goes in the location field.
Marina
Keelboats on a berth or mooring. Use the location field for the berth number or mooring buoy.
Trailer
Boat lives on a trailer at the member's home or in a designated trailer area on club land.
None
No club storage tied to the boat. Useful for visiting craft and members who travel in for events.
The treasurer is trying to reconcile dinghy park fees against the membership renewal list and the two never quite line up. SailHQ puts storage on the boat record itself. Each boat has a storage type - compound, marina, trailer or none - so the registry instantly answers "how many boats are sitting in our compound this season". Storage location is a free-text field for the actual physical reference: "Bay 12", "Mooring 47", "Rack 3 row B", whatever your club uses on its hardstanding map. Members fill in their own slot once and it stays there until they move.
Two more fields close the loop on fees. A paid status flag says yes or no, and a paid-until date says when that paid period ends. Storage admin can then sort the registry by paid status and see at a glance which spaces are paid up, which are due to expire next month, and which members owe the club a chase. No more cross-referencing a payments spreadsheet against a hand-drawn dinghy park map at half past nine on a Tuesday.
Insurance
Insurance details on the same record
Most clubs require members to insure their boats for third-party liability and renew that cover annually. The boat record holds three fields for it: insurance company name, policy number and expiry date. Members complete those fields themselves and update them when they renew. The race office has the policy number on file without having to chase a separate spreadsheet, and the committee has a single source of truth when something goes wrong on the water.
The expiry date is the field that earns its keep. Admins can spot expired insurance before the next race. A quick filter on the boat registry surfaces every boat where the insurance has lapsed or is about to. The race officer can confirm cover is in place before letting a boat onto the start line, and the committee can send a polite nudge to the small number of members whose policies have rolled past the date. It is the difference between finding out at the protest hearing and finding out the week before the regatta.
Boat classes
Boat classes and Portsmouth ratings
Admin manages the club's boat class list centrally. Each class has a name, a short name, a type flag for dinghy or keelboat, and a Portsmouth rating - or whatever local rating your club uses for its handicap system. When a member adds a new boat in the portal, they pick the class from this list rather than typing it in. The rating travels with the class, so you only set it once.
The result is a clean fleet view. A club running a Sunday handicap pursuit can pull a list of every Laser, every RS Aero, every Solo, with the right rating attached, without anyone having reconciled spellings. Inactive classes can be hidden from the picker without losing the historic boats that were registered against them.
Admin registry
The boat registry, in one screen
A simplified view of the admin boat registry. Sort by class, filter by storage, search by sail number. Insurance expiry shows a colour code so lapsed cover is obvious at a glance.
Search the fleet
Find a boat by sail number, owner, name, or class without scanning a spreadsheet.
Filter by storage
See compound, marina, trailer, or off-site boats as a focused operational list.
Spot expiry risk
Bring unpaid storage and expired insurance to the surface before race day.
Worth flagging
What SailHQ does not yet do on mooring
SailHQ tracks mooring and storage as part of the boat record - paid status, paid-until date and location reference. That covers the steady-state world where each member has a fixed compound bay, rack, trailer slot or mooring buoy that lasts the season.
It does not yet handle real-time mooring slot allocation, visitor mooring booking, or harbour cash flow forecasting. If your club runs a busy visitor mooring operation with same-day bookings and revenue projections, those features sit on the SailHQ roadmap rather than in the platform today. The current registry will track every member-owned boat and every fixed allocation cleanly; it will not stand in for a dedicated harbour management system.
How it fits
Boats sit alongside the rest of the platform
The boat registry is one module. It picks up context from membership and is maintained by members in the portal. Larger clubs with marinas or hardstanding compounds will recognise the same data structure on the yacht club page.
Membership
Member context for every boat - tier, household, renewal status.
Member portal
Where members add and edit their own boats, on phone or laptop.
Yacht clubs
Same registry tuned for keelboats, marinas and longer cruising fleets.
One price, every module included
The boat registry is part of every SailHQ tier. Per-member pricing that drops as the club grows, with six months free for early access clubs.
See pricing
Common questions
Member boat registry questions
What clubs ask before moving their fleet records into SailHQ.
Yes. Members add and edit their own boats from the member portal. They set the sail number, class, hull colour, year built, storage location and insurance details directly. Admins can browse every member boat in one screen and step in if a record needs cleaning up, but the day-to-day data entry sits with the owner.
SailHQ is a member-first registry, so the boat record always belongs to a member. Visitor boats and one-off open meeting entries are not yet a first-class concept in SailHQ. If you regularly host visitors and need a separate visitor fleet view, that is roadmap rather than a feature today - the workaround clubs use is a temporary member record with a clear flag.
Not in the live booking sense. SailHQ tracks storage as part of the boat record - storage type, location, paid status and paid-until date - which covers compounds, dinghy parks, racks, trailers and mooring fields where each member has a fixed allocation. It does not yet handle real-time mooring slot allocation, visitor mooring booking, or harbour cash flow forecasting. Those sit on the roadmap.
Each boat has an insurance company, policy number and expiry date. Members keep their own record up to date when they renew. Admins can browse every boat and see at a glance which policies are current, which are within the expiry window, and which have lapsed. That makes the pre-race insurance check a screen rather than a series of phone calls.
See the registry on your own fleet
A 30 minute demo with your boat classes, your storage layout, and your members. No sales script - just the registry running with your data.