Upcoming duties
The next five duties on the rota - date, role, race or event, and current swap status if one is in flight.
Sailing club member portal
Sailing Club Member Portal
What a sailor sees when they log in - their next duty, the weather, vacant slots they could grab, and their boat list.
Mobile-first, glance-and-go, and built so the membership secretary stops being the inbox.
Last updated 19 May 2026
The dashboard at a glance
Open the app, see what matters today
The member portal is built for a single thumb on a phone screen on a Saturday morning. There is no menu hunting and no settings page to wade through before getting to the useful bit. Members log in and the dashboard answers the four questions they actually ask.
Live weather widget
Wind speed, direction and condition band pulled from the club coordinates and refreshed every fifteen minutes.
Available slots
Vacant duty slots the member is qualified for, ready to grab in one tap.
Personal boats
Sail number, class, storage location and paid status for every boat the member owns.
Membership status
Active or pending, paid up or due, and the next renewal date.
Upcoming events
The club calendar trimmed to what is happening in the next few weeks.
Am I on duty soon? What is the weather doing at the club? Are there any open slots I could pick up? And is my membership in good standing?
Duties, from the member's side
Sign up, swap, cancel - without emailing the race secretary
The duty rota is the workflow members touch most often. SailHQ keeps that interaction self-service so the race secretary is not adjudicating WhatsApp threads on a Friday night. Every duty action a member can take lives on their dashboard, gated by the qualifications and deadlines the committee configured.
Sign up for a vacant slot
Vacant duties show on the member dashboard and on the rota calendar. A member taps a slot, the system checks their qualifications against the duty type, and either books them in or explains what is missing. No safety boat duty without a current Powerboat L2 ticket.
Confirm an admin-assigned duty
When the duty officer assigns somebody by hand, that member sees the duty as pending confirmation on their dashboard. One tap to acknowledge it. The committee can see at a glance who has acknowledged what, and who has gone quiet.
Cancel inside the deadline
Each duty type has a cancel-by deadline. Inside the window, a member can cancel themselves and the slot reopens for somebody else to grab. After the deadline, cancellation needs admin override, which keeps last-minute drop-outs visible and chase-able.
Request a swap
Members can target a specific person ("can you do my OOD on the 14th?") or open the swap to the whole qualified pool. The committee sees swap requests in a queue and approves or rejects in one click. No more "did Dave actually agree to take it?" by text message.
The duty engine, qualification gates, deadlines and points are all configured on the admin side. The member side is just the friendly front door to it. Admins build the rules once; members live inside them. See duty management for the configuration side of the same system.
Mobile-first by design
Built for the phone in the dinghy park
Most members open the portal from a phone, often outside the clubhouse, sometimes with one hand and a wet glove. SailHQ is built for that situation rather than a polished desktop demo. The same screens work on a laptop or tablet too, but the phone is the lead device.
Works in any browser
Safari, Chrome, Firefox, Edge, Samsung Internet. iOS and Android. Older devices included. There is no app to install, no app store login to remember, and no version mismatch when somebody is on an older phone.
Add to home screen
Members can pin the portal to their home screen and get a club-branded icon, a full-screen experience and an app-like launch. The PWA icon is set per club, so it carries the right logo from day one.
Push-notification ready
The push notification infrastructure is live in the platform. The broadcast interface for admins (send a message to a group of members from the dashboard) is on the near-term roadmap. Operational alerts like duty confirmations and swap responses already use the same plumbing.
Product boundary
Broadcast push is not yet in the admin
The push notification infrastructure is live, and operational alerts already use it. The committee-facing broadcast interface for sending a message to a member group remains on the near-term roadmap.
Personal data and consent
Members own and edit their own record
The membership secretary is not a typing service. SailHQ moves the donkey work of keeping personal data current onto the member, where it belongs. Every field a sailor cares about is theirs to edit, and the committee gets the audit trail without doing the data entry.
Contact details
Address, postcode, phone, email. Edit once, propagated everywhere.
Personal boats
Add a boat, retire a boat, update sail number, change class, set storage location and check paid status.
Emergency contacts
Name, relationship and phone. Held with stricter visibility than ordinary contact details.
RYA membership and qualifications
RYA number, Powerboat L2, First Aid, VHF, sailing instructor tickets and any custom qualifications the club tracks.
Health and medical
Medication, allergies, swim flag, GP details and notes for the on-water team. Gated by separate permissions on the admin side.
Consent flags
Social media, video, and photo consent recorded per member with a timestamp. Members can change their mind any time.
Health and medical and emergency contact data are gated behind separate admin permissions, not folded into the general member-list view. A safety officer can see medical notes for a regatta entry list; the social secretary cannot. That mirrors how a well-run club handles paper records and lines up with UK GDPR expectations.
If self-service updates land in your inbox today, the view for club secretaries shows how SailHQ takes that work off your desk.
What members do not see
The portal hides what is not theirs to read
A member portal is only as useful as it is private. SailHQ keeps the member view tight on purpose. Each sailor sees their own data and the club-wide information that is genuinely public to the membership. Anything else is not in the navigation and not in the URL.
- Other members' addresses, phone numbers, emergency contacts and medical notes - hidden by default
- Admin functions like membership approval, duty type configuration and series templates - not in the menu at all
- Settings, role management and permissions - locked to admins only
- The treasurer's view of fees and the membership secretary's pending queue - never exposed to ordinary members
- Audit logs and historic admin actions - admin-only, with role-based filtering
How it fits
The portal is the member-facing front door
Configuration happens elsewhere. Duty types and qualification gates live in duty management. Membership tiers, fees and household groupings are configured under membership. The boat record structure that powers the personal boats list is documented under member boats. The portal is the place those configurations show up for the sailor on a Saturday morning.
Pricing
The member portal is included on every plan
Per-member pricing scales with club size and the same feature set sits on every tier. Smaller clubs pay less, and the portal is never an upsell. Six months free for early access clubs.
See full pricing
Member portal FAQ
Questions members ask before they log in
The ones that come up on every demo call and every committee briefing.
No. The SailHQ member portal runs in any modern mobile or desktop browser. Members can add it to their phone home screen for an app-like icon and full-screen experience, but there is nothing to download from the App Store or Google Play. That keeps onboarding simple for older members and committee volunteers who do not want yet another app to install.
Yes. Every member has a self-service profile where they can edit their address, phone number, email, emergency contacts, RYA membership number, qualifications, health and medical notes, and consent flags for things like social media and video. Changes save instantly and the membership secretary stops being a typing service for change-of-address notes.
The portal has a standard password reset flow. The member taps Forgotten password, gets a secure email link, sets a new password, and logs back in on any device. There is nothing locked to a single phone. If a member loses access to their email too, an admin can trigger a password reset from the membership dashboard.
No. By default a member only sees their own personal data, their own duties, their own boats, and club-wide information like the duty rota and event calendar. They cannot read another member's address, phone number, emergency contact, or medical notes. Visibility of contact details to other members is a club-level setting that admins can enable for a member directory if the club wants one.
Yes. Notification preferences sit on the member profile. Operational emails like duty confirmations, swap responses and password resets always send because they are tied to club commitments. Marketing-style consent flags (newsletter, social media, video) are tracked per member and can be turned off at any time. Push notification infrastructure is live, with the broadcast UI for admins on the roadmap.
More questions? Read the full FAQ, browse the screenshot gallery, or contact the team.
Show your members what they get
Book a 30 minute demo and see the member portal running with your duty types, your members and your race calendar. The committee gets a tour of the admin side too.