Put every sailing duty in one place
SailHQ keeps the duty roster, race schedule, member boats, dues, and club notices together. Volunteers can claim or swap suitable jobs without adding another email to the secretary's inbox. The phone view flags unfilled slots before the weekend. Ask SailHQ about availability and pricing for your US club.
- 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 the operating system for club racing and membership. It organizes duty days, checks qualifications for safety roles, schedules race series, records member-owned boats, collects dues, and tells sailors when plans change. For a US Sailing club, it replaces the roster spreadsheet, bulletin board calendar, and swap emails with one current record. General club software can store names and payments. It rarely understands that racing cannot start without qualified volunteers, or that results and handicaps run across a series.
See every roster gap on your phone
The pictured screen is the sailing secretary's real duty view. It shows 26 coming duty days, 14 positions still unfilled, swaps awaiting review, and the roster tools below. The point is not a decorative calendar. It is a quick working list of what still needs attention before the next race day.
- Upcoming days and unfilled roles share one view, so the board can see where racing is exposed.
- Swap requests are reviewed beside the roster instead of being scattered across separate email threads.
- Qualification rules sit behind each role and prevent an unsuitable volunteer from taking 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 dues. These are the parts clubs end up running in a spreadsheet alongside it.
Fill the jobs that make racing possible
The race officer, safety boat crew, galley, and bar all need people. An empty role can stop the day. The roster should show gaps early enough for the committee to act before sailors reach the parking lot.
Match safety duties to qualified members
Powerboat credentials, first aid, and race officer training cannot live in a forgotten folder. Each role needs its own entry rule. The wrong person should be unable to claim safety cover, while an eligible volunteer can take it directly.
Manage the whole series, not Sundays alone
Race results, discards, and handicaps carry across the season. The schedule must keep the series together when weather removes a day. Creating isolated events leaves the race committee to rebuild the connections by hand.
Record boats the members own
Most hulls belong to sailors rather than the club. Their classes, sail numbers, and handicaps still matter to racing and water safety. A useful register covers the fleet without pretending every boat is a club asset.
Send one clear weather decision
Conditions can abandon racing with little notice. Sailors, duty crews, and people already driving need the same update. Publishing it through the club system stops older email and text messages competing with the final decision.
Let suitable members settle their own swaps
A volunteer will sometimes miss an assigned day. A direct swap should not require several emails through the secretary. SailHQ checks the replacement against the role and then updates the roster for everyone involved.
What SailHQ handles
The short version. SailHQ has its own site with the full detail, demos and pricing.
Qualified duty roster
Set duty types, qualification checks, and points without repeated volunteer chasing.
Season templates
Build an entire race season quickly from reusable series templates.
Fleet availability
See club and private boats with current availability in one register.
Member dashboard
Members see their next duty, weather, and club updates after signing in.
Local conditions
Show wind and weather taken directly from the club's coordinates.
Club calendar
Keep races, training sessions, and social events on 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
- A duty roster spreadsheet
- The clubhouse bulletin board
- Checks and payment apps
- Long email swap chains
- Results on one laptop
List who keeps each record and where the latest copy lives.
-
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.
-
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.
-
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.
-
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 the United States?
It is one system for duty rosters, qualification rules, race series, member-owned boats, dues, and club communication. A US Sailing club can replace its roster spreadsheet, bulletin board calendar, and swap emails. The sailing-specific part connects qualified volunteers to the jobs required for racing, instead of treating duties as ordinary calendar appointments.
How much does SailHQ cost for a US club?
Use SailHQ's GBP calculator as an estimate, not a US dollar price list. The team confirms the final quote after discussing your club. Ask which extras are included, how you will be billed and whether any sales tax applies. The free member bands shown for RowHQ and KanuHQ are not SailHQ prices.
Can SailHQ record SafeSport and background check information?
Relevant safety records can stay with each member. US Sailing administers background checks under U.S. Center for SafeSport and national governing body policy. The national check lasts 24 months before renewal. Your club remains responsible for deciding which people and roles require checks, while SailHQ keeps the records officers need in one place.
Can members swap duties without contacting the secretary?
Yes. Members arrange suitable swaps inside SailHQ, and the roster updates when the rules are met. A safety role still requires the correct qualification, so convenience does not remove the gate. The secretary gets a current list without relaying every request between two volunteers by email.
Does SailHQ replace our race scoring software?
No. SailHQ schedules the series and manages entries, volunteers, and the wider club work. A club already using dedicated scoring software can keep it for results. The aim is to connect the duties, calendar, members, and fleet, not replace a results engine that already handles handicaps and standings.
Are there grants that would cover club software for a sailing club?
Ask the grant provider whether a software subscription is an eligible expense. US sport programs set their own rules, and funding for equipment does not automatically cover club administration. Use a confirmed SailHQ quote in your budget, including any optional services.
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.