Series templates
Capture the repeated rules for Wednesday, Sunday, cadet, and open racing once.
Series and events module - the SailHQ race programme
Race Series Software
Build a full season's race programme from one template. SailHQ schedules events, creates duty slots, and keeps everything in one calendar.
Last updated 19 May 2026
What it does
A full sailing race programme, built once and reused
The series and events module handles sailing race series management and sailing club event scheduling end to end. It is one of the modules that makes SailHQ a complete platform rather than a duty rota with extras.
Date range generation
Preview a full season before a single event is created.
Auto-created duty slots
Every generated race arrives with the right roles ready to fill.
Seven event types
Racing, open meetings, training, socials, work parties, committees, and more.
Clear event status
Scheduled, completed, or cancelled with the reason preserved.
Standalone events
Give one-off opens and work parties the same full event workflow.
Build a series template once - Wednesday evening points, Sunday morning fleet, cadet Friday racing - and SailHQ generates every event in the season from it. Standalone events sit alongside the series for open meetings, training, socials and work parties. Each event auto-creates its duty slots from the template's duty types, so the rota and the race programme are never out of sync.
Series templates
Set up the season's racing once, generate it every year
Most clubs run the same race programme year after year. The Wednesday evening series doesn't change because the calendar flips. Series templates capture how your club races, so you build it once and reuse it.
A series template covers the things that don't change between events in the same series. The day of the week (Wednesday, Sunday, Saturday), the frequency (weekly, fortnightly, monthly), the number of races per event, multiple race start times for sequenced classes, and the default start and end times for the event itself.
Defaults extend to event type and duty types. Set the default event type to race_day for the Wednesday evening points series and every generated event picks that up. Attach the default duty types - Race Officer, Assistant Race Officer, Safety Boat, Safety Boat Crew, Galley - and every event in the series will have those duty slots ready to fill.
Different series have different rules - the Sunday morning fleet might need a Results duty that the Wednesday twilight doesn't, the cadet Friday series has shorter races than the senior Sunday programme. Each gets its own template. Edit the template next year if the club's racing pattern shifts, and the next generation picks up the new rules.
Generate the season
Pick a start and end date, preview before you confirm
A template is just the rules. Generation is where the season actually appears on the calendar.
Leg 1
Choose the template
Start with the recurring rules for the series you want to schedule.
Leg 2
Set the date range
Pick the first and last sailing date for the programme.
Leg 3
Preview every event
Check dates, race counts, start times, and clashes before anything is committed.
Leg 4
Create the season
Confirm once and every event plus its duty slots lands on the calendar.
Pick the template. Pick a start date - the first Wednesday in April, or whenever the series kicks off. Pick an end date - the last Wednesday in September. SailHQ works through the range using the template's day of week and frequency rules and shows exactly which events will be generated, with dates, race counts and start times laid out clearly.
Nothing is committed yet. The preview is the safety net. If a date clashes with a regional event, if the start date is wrong, if the frequency was set to weekly but should have been fortnightly, you spot it before any events exist. Adjust, regenerate, confirm when it looks right.
On confirmation, every event in the date range is created and each auto-creates its duty slots from the template's duty types - so the whole Wednesday evening series has Race Officer, Safety Boat and Galley slots ready for sign-up. No second pass to build the rota. Series and rota stay in sync because they were generated together.
Need to extend the series later? Generate again with a later end date and SailHQ adds new events without touching existing ones. The mid-season "we forgot to schedule autumn racing" problem becomes a five-minute fix.
Event types
Every kind of club event, properly typed
A sailing club calendar isn't just races. SailHQ supports the lot.
race_day
Series races and one-off race days
open_meeting
Visiting fleets and class opens
social
Prize giving, supper nights, club socials
training
Coaching sessions and courses
work_party
Boat park, slipway, clubhouse work
committee
Committee and AGM meetings
other
Anything else the club runs
Each event has a title, type, date, start and end times, race count for racing events, and a high-water time for tide-dependent clubs. The high-water field matters - estuary and coastal clubs schedule racing around the tide, and having it on the event means the race officer doesn't have to cross-reference a tide table.
Not every event needs a series behind it
The annual open meeting, the pre-season work party, the cadet end-of-season prize giving - these are one-offs and don't belong in a template. Create standalone events directly, with the same fields as series-generated events: title, type, date, start and end times, race count where it applies, high-water time for tidal clubs.
Standalone events get full duty slot configuration. Race Officer for a one-off open meeting, Galley and Bar for a club social, Work Coordinator for a boat park tidy-up. Everything that works on a generated event works on a standalone event - the only difference is how it got into the calendar.
Scheduled, completed, cancelled - with reasons recorded
scheduled - the event is on the calendar and ahead of today. completed - the event has finished. cancelled - called off, with a reason recorded against the event.
Cancellations happen. Forty knots from the south-west, a flooded car park, a coach who's gone down with the flu. When you cancel an event in SailHQ, you record a reason against it. Members and admins see the cancelled status everywhere the event shows up - the calendar, the upcoming list in the member portal, anyone's signed-up duty slots - and the reason is right there. No "what happened to Sunday?" emails.
Product boundary
Race results: what SailHQ does not do
SailHQ does not currently calculate race results, scoring, or leaderboards. If your club needs Portsmouth Yardstick scoring, discard rules, series points or class fleet leaderboards, you'll want a dedicated tool.
Most UK clubs run results in Sailwave or HalSail, and that pattern works well alongside SailHQ - SailHQ owns the race programme, duty rota and member side, and your scoring tool owns results.
Race results integration is on the roadmap. The shape it takes will be driven by what clubs ask for. If you have a strong opinion on how it should work, tell us.
Every event SailHQ generates feeds the duty rota through auto-created duty slots. Every event surfaces in the member portal, where members see what's coming up and can sign up for duties. And on event day, the live weather feed for the club location shows alongside the event so the race officer has wind and conditions one tap away. For the bigger picture, see the full features list or the sailing club software overview.
For the jobs around that programme, use the free Notice of Race Builder and Portsmouth Yardstick Calculator.
Series and events is included on every plan
Templates, generation, standalone events, statuses and the calendar are part of the core platform - not a paid add-on. Pricing scales with club size, not feature access. Early access clubs get six months free.
See the pricing page
Common questions
Series and events questions
For anything else, see the full FAQ or drop us a line.
Yes. Set up a series template with the day of the week, frequency, race count, race times and default duty types, then pick a start and end date. SailHQ previews every event before it generates them, so you can see the full schedule before committing. Confirm and the season is built in one go, with duty slots already attached to each event.
You can create standalone events outside any series. Open meetings, training days, work parties, social nights, committee meetings - they all live on the same calendar as your race events. Standalone events have the full duty slot configuration available, so a one-off open meeting can have its own race officer, safety boat and galley duties without needing a template behind it.
Yes. Generated events are independent of the template once they exist. Change the start time of a single race day, adjust the race count for one event, edit the high-water time for a tide-dependent series, or swap the event type without touching the rest of the schedule. Editing the template later does not retroactively rewrite events that have already been generated.
Cancel the event and record a reason. The status changes from scheduled to cancelled, the cancellation reason is stored against the event, and members see the updated status everywhere the event appears - the calendar, their upcoming list, and any duty slot they were signed up for. Completed events get a different status when the race day is finished, so you can see at a glance which dates have run and which are still ahead.
SailHQ does not currently calculate race results, scoring or leaderboards. Most clubs run results in Sailwave or HalSail and that pattern works alongside SailHQ - SailHQ handles the race programme, duty rota, and member portal, while results stay in your existing scoring tool. Race results integration is on the roadmap based on what clubs ask for.
Build next season's racing in twenty minutes
One template, one date range, one confirmation. Duty slots already attached. The whole season on the calendar, ready for members.