wollopit Got a problem? →

Motorsport club software: entries, scrutineering & results

Motorsport clubs: entries in, cars scrutineered, results up. More seat time, less paperwork.

Entries come in by email, licences get checked at the gate, scrutineering sheets go soggy in the pits and results turn up as a PDF the following Tuesday. We build entry, scrutineering, results and club systems for motorsport clubs that your volunteers can actually run on the day. Then we host them and look after them.

Tell us what's slowing you down →Try the live demo →Or call0423 011 252

Looking for motorsport club software that handles entries, scrutineering and results?

A motorsport club runs on a handful of volunteers doing the work of a full events company. The entries secretary is chasing bank transfers with no reference, the chief scrutineer is working off last year's clipboard and whoever runs the timing laptop is up late retyping results into a spreadsheet. Meanwhile the clerk of course is ringing around on Thursday night trying to find enough flaggies for Sunday.

Wollopit builds custom motorsport club software around how your club actually runs events. Drivers enter and pay online with their licence and car details. Sign-on and indemnities happen on their phone before they arrive. Scrutineers tick off each car on a tablet that remembers last time. Results come straight from your timing system and championship points tally themselves. We connect the tools you already use, work alongside your sanctioning body's requirements and look after the lot on our own servers.

01The problems

What we hear from motorsport clubs

Does your motorsport club have these problems? Here's how we'd fix them.

Most clubs we talk to run brilliant events on goodwill, a cash tin and three spreadsheets. It holds together until the entries secretary goes on holiday.

  • The problemEntries arrive every which wayEmailed PDFs, half-filled forms, Facebook messages and bank transfers with no reference. Someone spends a week matching it all up.
    How we fix itOnline entries with class, car, licence and payment in one go. Entry caps, waitlists and member pricing handled automatically.
  • The problemLicences checked at the gateSomeone squints at a licence on sign-on morning and finds it expired last month. Now there's an awkward chat and a hole in the field.
    How we fix itLicence number, grade and expiry captured at entry and flagged early, so drivers sort it out before the day instead of at the gate.
  • The problemThe 7am sign-on queuePaper indemnities, a clipboard, a pen that doesn't work and forty drivers lined up while the first run group should be warming up.
    How we fix itDigital sign-on with indemnities signed on their phone beforehand. Arrive, scan a QR code at the gate and head to scrutineering.
  • The problemScrutineering on paperSheets get rained on, lost or filed in a shoebox. Nobody can see that this car's harness expired or failed last round.
    How we fix itDigital scrutineering checklists per car on a tablet, with history carried over, photos of issues and re-presents tracked.
  • The problemNoise tests on the back of a sheetdB readings scribbled down and forgotten, so the same loud car gets a warning every round.
    How we fix itNoise readings logged against the car and driver, with repeat offenders flagged before they roll out.
  • The problemResults posted days laterTimes live on the timing laptop, get exported, fixed up in a spreadsheet and turned into a PDF by Tuesday. If you're lucky.
    How we fix itResults imported from your timing system and published to the website by class the same day, with fastest times and records highlighted.
  • The problemChampionship points by handOne person keeps the pointscore spreadsheet. Dropped rounds and class changes turn it into a mess nobody else can read.
    How we fix itChampionship and series points calculated automatically from results, with drop rounds, class rules and live standings online.
  • The problemOfficials rostered by phoneThursday night ring-arounds for flag marshals, timing, scrutineers and gate. Sunday morning there's still a corner with nobody on it.
    How we fix itAn officials roster with roles, qualifications, reminders and a gap list, so you know who's on every post before the day.
  • The problemMemberships run off a spreadsheetRenewals chased by email, nobody sure who's financial and non-members getting member pricing on entries.
    How we fix itOnline memberships with automatic renewal reminders, linked to entries so member pricing just works.
  • The problemCar numbers and run groupsTwo drivers want the same number, a shared car ends up in the same run group twice and the run order is redone on the morning.
    How we fix itPermanent number register, automatic run group allocation and shared-car handling built in from entry.
  • The problemIncident reports go missingAn incident at turn three gets written on a scrap of paper and the stewards are piecing it together a week later.
    How we fix itIncident and protest reports on a phone with time, location, photos and witness details sent straight to the stewards.
  • The problemThe committee drowns in adminEvent permits, supplementary regs, insurance paperwork, AGM notices and the newsletter, all living in someone's inbox.
    How we fix itA committee hub with event checklists, a document library, member emails and a calendar the whole committee can see.
02What we build

Solutions

What we build for motorsport clubs. Usually all talking to each other.

Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.

01

Event entries

Online entries with class, car, licence and payment, entry caps, waitlists and member pricing.

02

Licence & log book details

Licence number, grade and expiry plus log book details captured at entry and flagged if anything's out of date.

03

Digital sign-on & indemnities

Indemnities signed on a phone before the day, QR check-in at the gate and a live sign-on list.

04

Scrutineering app

Checklists per car type on a tablet, history from last round, photos, fails and re-presents.

05

Noise testing log

dB readings recorded against the car and driver with repeat offenders flagged.

06

Timing results import

Results pulled from your timing system and published by class, outright and run by run.

07

Championship points

Series and pointscore tables calculated from results with drop rounds and live standings.

08

Officials & volunteer rosters

Flag marshals, timing, scrutineers, gate and canteen rostered with reminders and gap alerts.

09

Memberships

Online joins and renewals, membership cards, automatic reminders and a clear financial members list.

10

Car numbers & run groups

Permanent number register, run group allocation and shared-car handling.

11

Incident & protest reports

Phone-based reports with photos and witnesses, sent straight to the stewards.

12

Track days & practice bookings

Bookable practice days and ride days with capacity limits, payments and sign-on.

13

Event calendar & website

A fast club website with the calendar, supp regs, entry links, results and standings in one place.

14

Member emails & SMS

Entry confirmations, run group times, weather calls and cancellations sent in one go.

15

Committee hub

Event checklists, permits, insurance documents, minutes and AGM notices in one shared place.

03The systems

The big ones

Your whole club, on one system.

These are the systems motorsport clubs ask us about most. Each one works on its own and they get properly clever when they're joined up.

Entries & sign-on

Entries in, paid and checked before anyone hitches the trailer.

Drivers enter online with their car, class and licence details, pay on the spot and sign their indemnity on their phone. By the time they roll through the gate the entry list, run groups and sign-on are already done.

  • Online entries with card payment
  • Class and car details captured once
  • Licence grade and expiry flagged
  • Entry caps and waitlists
  • Member and non-member pricing
  • Indemnities signed on a phone
  • QR check-in at the gate
  • Shared cars and second drivers
  • Automatic run group allocation
  • Refunds and withdrawals tracked

Scrutineering

Scrutineering that remembers every car.

Scrutineers work through a checklist on a tablet that already knows the car from last round. Harness dates, helmet standards, extinguishers and noise readings are all recorded so nothing slips through and fails get sorted fast.

  • Checklists by class and car type
  • Car history from previous events
  • Harness and seat expiry dates
  • Helmet and apparel checks
  • Noise readings logged
  • Photos of issues
  • Fail, fix and re-present tracking
  • Works without phone reception
  • Passed cars cleared to the grid
  • Report for the clerk of course

Results & championship

Results up before the trailers are packed.

Times come straight from your timing system into class results, outright standings and run-by-run sheets on your website. Championship points update themselves, so drivers stop asking where the pointscore is.

  • Import from your timing system
  • Class and outright results
  • Run-by-run times
  • Fastest time of day highlighted
  • Class records tracked
  • Championship points calculated
  • Drop rounds and class rules
  • Live standings on the website
  • Driver history pages
  • Results emailed to entrants

Officials & volunteers

Every flag point filled before Sunday.

Build the officials roster for each event with the roles you need and the people qualified to fill them. Volunteers get reminders, swap shifts themselves and you can see the gaps days out instead of at the drivers' briefing.

  • Roles for every post and job
  • Qualifications and accreditation dates
  • Volunteers pick their own shifts
  • SMS and email reminders
  • Gap alerts for empty posts
  • Shift swaps without phone calls
  • Volunteer hours tracked
  • Thank-you points or entry credits
  • Briefing notes for each role
  • Contact list for the day

Memberships & club admin

Members renewed, committee sorted.

Members join and renew online with reminders that send themselves. Entries know who's financial, the committee has its documents and checklists in one place and emails to the whole club take minutes.

  • Online joins and renewals
  • Automatic renewal reminders
  • Digital membership cards
  • Member pricing on entries
  • Junior and family memberships
  • Payments into Xero or MYOB
  • Event permit and regs checklist
  • Document library for the committee
  • Club-wide emails and SMS
  • AGM notices and minutes
04How it changes

Before and after

An event day, wolloped.

Here's how a club event day could change. Every club runs things a bit differently, so we map yours first.

Before

  1. Entries matched to bank transfers by hand
  2. Licence problems found at the gate
  3. Paper indemnities and a long sign-on queue
  4. Scrutineering sheets on a soggy clipboard
  5. Officials rostered by phone on Thursday night
  6. Results and points posted next week

After

  1. Entries paid online with car and class details
  2. Expiring licences flagged a week out
  3. Indemnities signed on phones before arrival
  4. Scrutineering on a tablet with each car's history
  5. Roster published with every post filled
  6. Results and championship points up the same day
05Services

Everything under one roof

Software, websites and systems for motorsport clubs.

Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.

Custom software for motorsport clubs

Built around how your motorsport club actually runs: event entries, licence & log book details and the admin in between, in one system you own.

Websites for motorsport clubs

Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.

Motorsport club system upgrades

Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.

Apps and portals for motorsport clubs

Digital sign-on & indemnities and scrutineering app: customer and staff portals that work on any phone without an app store.

Integrations and automation

We connect Motorsport Australia, AASA and MYLAPS so information moves on its own and nobody retypes it.

Hosting, support and care

Managed hosting, updates, backups and security for your motorsport club, looked after by the people who built it.

06Integrations

Connections

Plays nicely with what you already use.

We connect to the tools your club relies on, work alongside your timing system and sanctioning body or replace the bits that are holding you back.

  • Motorsport Australia
  • AASA
  • MYLAPS
  • Speedhive
  • Natsoft
  • TidyHQ
  • Stripe
  • Square
  • Xero
  • MYOB
  • Mailchimp
  • Twilio SMS
  • Google Calendar
  • Google Maps
  • YouTube
  • Microsoft 365
  • Humanitix
  • Facebook
  • Instagram
07How we work

The process

Some people dip their toe in. We turn up in a rebreather.

We get properly below the surface of your motorsport club: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.

  1. 01

    Think

    We spend time at an event, from the gate to the scrutineering bay to the timing hut, then work out what's actually eating your volunteers' weekends.

  2. 02

    Archi-tech

    We plan it before writing code: your entries, classes, licences, scrutineering, timing, points, members, hosting and cost.

  3. 03

    Build

    Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before your next round.

  4. 04

    Look after

    We host it, maintain it and keep improving it. When something breaks you call the people who built it.

08Questions

FAQ

Things motorsport clubs ask us.

Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.

Can it import results from our timing system?

Yes. We import results from common timing systems and timing software exports, then publish them to your website by class and outright with championship points updated automatically.

Does scrutineering work out at the track with no reception?

Yes. Plenty of hillclimbs and dirt venues have patchy coverage, so the scrutineering and sign-on screens keep working offline and sync once they find a signal.

Does this replace our sanctioning body's permits and licensing?

No. Motorsport Australia or AASA still issue your permits and licences. We capture licence details at entry, flag problems early and keep your event paperwork organised so it's ready when you need it.

Our volunteers aren't techy. Will they cope?

That's who we design for. Big buttons, simple checklists and screens that work on any phone or tablet. If the scrutineer can use a text message they can use this.

We already use TidyHQ or another platform. Do we have to switch?

No. If it's doing its job we build around it and connect the entries, scrutineering, results and rosters on top. If it's holding you back we'll show you what replacing it would involve before anything changes.

How much does a motorsport club system cost?

It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.

How long does it take?

Smaller jobs like online entries or a results page can be quick. Bigger systems are planned in stages so you get the first win early, often before your next round.

Who looks after it once it's built?

We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.

We already have systems. Can you upgrade them instead of starting again?

Usually, yes. Most motorsport clubs we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.

Contact

Got a motorsport club problem? Consider it wolloped.

Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.

Call0423 011 252 Emailprojects@wollopit.com.au
I've got

We also build for