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.
- Pricing confirmed for your club
- 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.
Plan your move to SailHQ
SailHQ describes a test import with help from its team. Your membership officer checks the result before members get invites. The club still decides which records are right when names or details do not match.
See SailHQ's move process. These are published product details, not a test of your files.
What you may use now
- The duty roster workbook
- Dates pinned to the bulletin board
- E-transfer reminder messages
- Swap requests by email
- Results stored on one laptop
List who keeps each record and where the latest copy lives.
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Pick one job to start with
We suggest starting with one task the committee can check. List the records it needs and agree who will check them. Keep a safe copy of the original files.
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Agree a small test first
Ask which fields can move and how to share them safely. Agree a test space where real members will not get messages or charges.
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Check people, not just totals
Review a few records with the person who knows the list. Two members can share an email address. A matching row count does not prove the details are right.
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Choose which record to update
Once the test passes, agree where new changes will go. Avoid editing two live lists with no end point. Check what you can export later, in which format and at what cost.
Ask about your club's move. Describe the files first. Do not send member data with your enquiry.
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 gives an indicative estimate in GBP and confirms the final price with your club. It does not publish the Canadian dollar bands shown for RowHQ. Before agreeing, ask about billing currency, any GST or HST, and optional extras. Do not budget on a free SailHQ band.
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?
Check with the funding body before treating software as an eligible cost. Canadian participation grants may have different rules for administration expenses. Get SailHQ's final quote and list the subscription and optional services separately in your proposed budget.
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.