Make the sailing roster easier to run
SailHQ gives the committee one current roster instead of spreadsheets and email chains. It links each duty to the qualification it needs, then keeps race series, member boats, dues and club updates nearby. Canadian clubs can use it now. Clubs with no more than 20 active members pay nothing for the full service.
- Free under 20 active members
- Nothing to install
- One login for the whole club
What is sailing club management software?
Sailing club management software organises the jobs that let a club race. It keeps duty assignments and qualifications together, plans race series, records the member-owned fleet, manages dues, and shares cancellations. A Sail Canada club needs more than a contact list and payment page. It needs to know that the safety role is filled by an eligible person, that a swap follows the rules, and that every race remains connected to its series. The software replaces separate roster sheets, bulletin board dates, e-transfer follow-ups and email conversations.
A working view of the roster
The phone displays the secretary's live duty screen. It counts 26 upcoming days and highlights 14 roles that remain open. Swap reviews and roster tools follow beneath. Instead of checking every date separately, an officer can see the scale of the problem, find the weak days and deal with pending changes from one place.
- The screen brings future days and vacant roles together, giving the committee a usable priority list.
- Pending exchanges sit beside the duty tools, so approvals do not disappear into an inbox.
- Each assignment respects its qualification rule before the member appears as confirmed cover.
SailHQ on a phone. Nothing to install.
What sailing asks for that generic club software does not do
Any club platform will hold your members and take your subs. These are the parts clubs end up running in a spreadsheet alongside it.
Show the committee every unfilled job
Race officer, safety crew, galley and bar positions keep a sailing day running. A missing name has a real consequence. The system needs to expose gaps while there is time to ask members for help.
Check credentials during assignment
A first aid record or powerboat qualification matters when someone takes the duty. Storing it elsewhere creates risk. SailHQ lets the role demand its required qualification before the member can be placed on the roster.
Preserve the shape of the season
Races are linked through standings, handicaps and discards. If weather removes a date, the race committee still needs one coherent series. A collection of separate calendar entries cannot do that work on its own.
Know the private boats on club water
Members bring boats with different classes, handicaps and sail numbers. The club may not own them, but officers still need a reliable fleet record. That information belongs with racing and membership, not on another isolated sheet.
Reach sailors before they arrive
A weather call may abandon the programme at short notice. Members and duty volunteers need one immediate update, including those already travelling. Publishing the decision centrally prevents an old message being mistaken for the current plan.
Make eligible swaps self-service
A member can find a replacement without routing each message through the secretary. SailHQ checks that the incoming volunteer meets the role requirement. The agreed change then appears on the live roster for everybody.
What SailHQ handles
The short version. SailHQ has its own site with the full detail, demos and pricing.
Duty roster controls
Manage duty types, qualification gates and points with less follow-up.
Series scheduling
Create the full racing season quickly with repeatable series templates.
Shared boat list
Track club and privately owned boats alongside their current availability.
Member login
Show each member's next duty, local weather and club news.
Weather at club
Display wind and conditions drawn directly from the club coordinates.
Clubwide calendar
Combine race days, training and social events in one calendar.
Moving over without losing a season
The usual reason a committee stays on something that half works is the thought of moving. It is a smaller job than it looks, and you do not have to do it in one go.
What clubs come from
- The duty roster workbook
- Dates pinned to the bulletin board
- E-transfer reminder messages
- Swap requests by email
- Results stored on one laptop
Most clubs arrive with three or four of these running at once. That is normal.
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Send us what you already have
A membership spreadsheet, a CSV export, or the list your treasurer keeps. It does not need tidying up first. Messy is what we expect.
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We load it and check it with you
We import members, kit and your season, then sit with one person from the committee to check it looks like your club rather than a demo.
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Run both for as long as you want
Nothing forces you to switch everything on day one. Plenty of clubs run the old roster alongside for a few weeks until people trust the new one.
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Leave whenever you like
Your data exports in full, at any point, at no charge. A system you cannot walk away from is not one you should sign up to.
Not sure how much work your club's move would be? Send us what you have and we will tell you honestly.
Who is behind SailHQ
There is no published sailing case study yet, and we are not going to invent one. What we can point at is the engine underneath. RowHQ runs Oundle Town Rowing Club day to day, with real members, real money and real race entries going through it.
SailHQ is a different sport on the same foundation, built by the same people. It is live now, and early clubs get a direct line to the people writing it.
Questions about sailing club management software
What is sailing club management software in Canada?
It is a shared system for duties, qualifications, race series, boat records, dues and member communication. For a Sail Canada club, it replaces the spreadsheet roster, bulletin board calendar and repeated swap emails. It adds the sailing rules a generic club database misses, including qualification gates for safety cover and connected dates for a season-long race series.
How much does SailHQ cost a Canadian club?
SailHQ is free with fewer than 21 active members. The first paid band covers 21 to 30 members and costs C$27 monthly excluding GST or HST. The top published band costs C$220 per month for 251 to 300 active members. All features are included. There are no platform transaction fees, and Stripe pays cards into the club account.
Can the club record vulnerable sector checks?
Relevant screening information can be held with the member. Vulnerable sector checks are requested through local police, and the organisation must make the request. British Columbia uses its Criminal Records Review Program instead. There is no federal renewal period set by law, so the club decides its cycle. SailHQ stores the record but does not set the policy.
Can an unqualified member take safety duty?
No, if the club has placed the relevant qualification on that role. SailHQ checks eligibility when the assignment or swap is made. A powerboat requirement can apply to safety cover while another role stays open to all members. That keeps the rule active on the roster rather than relying on someone to remember it.
Does it calculate our race results?
SailHQ manages series dates, entries, duties and the club side of racing. A club using dedicated scoring software can continue using it for handicaps and results. SailHQ does not try to replace that specialist engine. It keeps the people, fleet and programme connected around it.
Could a grant pay for sailing club software in Canada?
It can. Canadian clubs put schemes like Canadian Tire Jumpstart and the Community Sport for All Initiative toward participation and running costs, and software sits comfortably in that kind of application. Under 21 active members the platform is free regardless, and the annual price is charged at ten months.
Rather ask a person first?
Not everyone wants to sign up to find out whether something fits. Tell us how your club runs and we will tell you straight whether SailHQ suits you.
If it does not, we will say so.
The rest of the HQ family
One app per sport, sharing an engine underneath. Plenty of clubs run more than one.