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. SailHQ is live, and clubs with fewer than 21 active members get every feature free.
- Free under 20 active members
- 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.
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
- A duty roster spreadsheet
- The clubhouse bulletin board
- Checks and payment apps
- Long email swap chains
- Results 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, gear 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 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?
SailHQ is free for clubs below 21 active members. The 21 to 30 member band costs $21 monthly, excluding sales tax. Published pricing reaches $160 per month for 251 to 300 active members. Every feature is included in every band. SailHQ charges no transaction fee, and Stripe sends card payments to the club's own Stripe account.
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?
Often, yes. American clubs fund gear and running costs through programs like Good Sports, All Kids Play and Sports Matter, and an annual SailHQ subscription is a small line beside those asks. Clubs under 21 active members pay nothing anyway, and annual billing is charged at ten months, so the request stays modest.
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.