Keep the duty rota off one person
SailHQ brings duties, tickets, racing, member boats and subs into one club system. Members can arrange suitable swaps themselves. The sailing secretary sees the remaining gaps instead of carrying every change by email. SailHQ is already live, and Irish clubs with up to 20 active members receive all features without a monthly charge.
- Pricing confirmed for your club
- Nothing to install
- One login for the whole club
What is sailing club management software?
Sailing club management software is a practical system for running duties, race series and membership together. It records the rota, checks qualifications for safety jobs, holds the fleet register, collects subs and tells everybody when racing is abandoned. For an Irish Sailing club, it replaces the noticeboard calendar and the email chain that handles each swap. General software may keep a member list, but it usually cannot prevent an unqualified volunteer taking safety cover or keep a weather-hit season joined as one series.
The rota from the secretary's phone
This real SailHQ screen shows 26 coming duty days and 14 unfilled positions. It also lists swaps for review and provides the roster tools below. The secretary sees unfinished work immediately rather than opening every date or searching emails. Qualification checks continue behind the view, so filling a gap does not weaken the safety rule.
- Duty days and vacant positions are summarised together, making the most urgent gaps easy to spot.
- Swap reviews stay with the rota, giving the secretary one current version of every assignment.
- Each role carries its required ticket, so only suitable members can fill safety 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.
Every race day starts with its rota
The race officer and safety boat crew are essential. Galley and bar duties matter to the rest of the club day. Vacancies should be obvious well before Sunday, not discovered when people arrive.
The role should enforce its requirement
First aid, powerboat and race officer qualifications affect which members may cover a job. Put that rule on the duty itself. SailHQ can then stop an unsuitable assignment and let an eligible person step forward.
A series must survive lost race days
Discards, results and handicaps connect the season. When conditions abandon racing, the remaining dates still belong to one series. A simple event calendar does not keep those relationships straight for the race committee.
The members' boats belong on the register
Classes, sail numbers and handicaps are relevant even when the owner is a member rather than the club. The fleet list should cover what is on the water without confusing ownership or creating a second record.
Tell the club when racing changes
A late weather decision affects competitors and rostered volunteers. Everyone needs the same notice, including people already on the road. Publishing it once through the club system reduces mixed messages and unnecessary journeys.
Routine swaps need no email referee
A member who cannot attend can find a qualified replacement inside SailHQ. The rota updates when the exchange follows the rules. The secretary remains informed without acting as the messenger between both people.
What SailHQ handles
The short version. SailHQ has its own site with the full detail, demos and pricing.
Duty rota rules
Set duty types, qualification gates and points without chasing members.
Race programme
Schedule the full season quickly from reusable race series templates.
Boat records
Keep club and private boats with current availability in one register.
Member portal
Members find their next duty, weather and club news after login.
Local forecast
Show wind and conditions taken straight from the club's coordinates.
Club calendar
Place racing, training and social events on one shared 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
- A duty rota spreadsheet
- The clubhouse noticeboard
- Standing orders and subs chasing
- Email chains about swaps
- Results on one person's 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 Ireland?
It is one place for duty rotas, qualification records, race series, boat details, subs and club messages. An Irish Sailing club can replace the paper calendar, duty spreadsheet and swap email chain. The software understands that particular roles require particular tickets and that each day forms part of a longer racing series.
What does SailHQ cost an Irish club?
SailHQ currently publishes an indicative GBP calculator. It does not publish the euro member bands used by RowHQ. Ask the SailHQ team for your club's quote, billing currency and VAT treatment. Check which optional services are included before the committee agrees a budget.
Can the club keep Garda vetting information in SailHQ?
Relevant vetting information can sit on the member record. Garda vetting is required for work with children or vulnerable people and is only processed for registered organisations. The club applies through its national governing body rather than asking the individual to apply. Clubs in Northern Ireland use AccessNI. SailHQ stores the record, while the club follows the applicable process.
How are duty swaps handled?
Members can arrange a replacement within the role rules. If a safety duty requires a qualification, the incoming volunteer must have it. The confirmed change appears on the shared rota, so the secretary sees the result without managing every email and both members work from the same version.
Can yacht clubs use SailHQ too?
Yes. Dinghy and yacht clubs share the same core jobs: qualified duty cover, a race calendar, privately owned boats and subs. SailHQ was built at a dinghy club, so some language reflects that setting. The fleet register still handles members' boats, and the rota and series tools apply across both types of club.
Is there funding an Irish sailing club could use for this?
Your Local Sports Partnership can point you towards current funding options. Ask each funder whether software subscriptions qualify before applying. SailHQ's calculator is indicative, so obtain the confirmed quote and the cost of any extras before using it in a grant 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.