Membership & renewals
Membership levels, online joins and renewals, automatic reminders, family and junior options with payments into Xero.
Racing club software: members, race days & hospitality
Racing clubs: members, race days and marquees sorted. Shorter queues, fuller marquees.
Memberships renewed on paper forms. Marquees booked through an email chain three pages long. Race day tickets sold at a gate where the queue reaches the car park. We build racing club systems that sell race days, fill the marquees and keep members happy all year. Then we host them and look after them.
Looking for racing club software that handles members, race days and hospitality?
A racing club is a membership organisation, an events company, a hospitality business and a function venue all sharing one office and a handful of staff. Most of the year it's quiet. Then Cup day lands and the whole club has to sell thousands of tickets, seat every marquee, look after every sponsor and get every volunteer to the right gate at the right time. Usually that runs on spreadsheets, email threads, a ticketing site that doesn't talk to anything and a committee member's very good memory.
Wollopit builds custom racing club software around how your club actually runs. Members renew online and carry their badge in their phone. Race day tickets and marquee packages sell themselves and get scanned at the gate. Sponsors see their deliverables ticked off. Function enquiries turn into quotes on the days the track is quiet. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from racing clubs
Does your racing club have these problems? Here's how we'd fix them.
Most racing clubs we talk to put on a cracking day out and run it on goodwill, paper and a few too many spreadsheets. It holds together, right up until the gates open on Cup day.
- The problemRenewals on paper formsMembership forms posted out, cheques and bank transfers matched by hand and half the members still unpaid by the first meeting.How we fix itOnline renewals with card payment, automatic reminders and every payment landing in Xero without anyone retyping it.
- The problemGate queues on the big dayCash and card at the gate, wristbands handed out by hand and a line of frocks and suits wilting in the sun.How we fix itTickets sold online ahead of time with QR scanning on any phone, so most people walk straight in.
- The problemMarquees booked by emailCorporate groups and birthday crews book marquees over a dozen emails, then two groups get promised the same spot by the rail.How we fix itOnline hospitality bookings with a live site map, packages, deposits and balances paid by the due date.
- The problemCaterers working off old listsGuest numbers and dietaries change all week and the caterer turns up with Monday's spreadsheet.How we fix itLive run sheets per marquee with numbers, dietaries and arrival times that the caterer can see on their phone.
- The problemSponsors chasing their deliverablesA race naming here, a banner there, some marquee passes promised at the AGM. Nobody's sure what each sponsor was actually given.How we fix itSponsor records with every deliverable listed, ticked off on the day and a wrap-up report to send them afterwards.
- The problemMember updates go nowhereThe newsletter goes to a list from 2019 and members miss the meeting change because the track was abandoned.How we fix itEmail and SMS straight from your member list, sorted by membership level, with last-minute race day alerts.
- The problemWho's actually a member?Cardboard badges, lost badges, reciprocal members from another club and guests nobody can check at the gate.How we fix itDigital member badges in their phone wallet, guest passes included in each level and reciprocal entry checked at a scan.
- The problemOwners' badges by phone callOwners and trainers ring the office every race week asking how many passes they get and where to collect them.How we fix itAn owners and trainers portal where passes are issued per runner and sent straight to their phones.
- The problemFashions on the Field on clipboardsEntries on paper at a trestle table, judges scoring on scraps and the winners' details lost before the prizes go out.How we fix itOnline entries before the day, check-in and judging on a tablet and winners announced with their details on file.
- The problemVolunteers and casuals in a group chatGate staff, bar staff and car park volunteers rostered by text and nobody knows who's missing until gates open.How we fix itRace day rosters on staff phones with shift reminders, check-in and a live view of who's on site.
- The problemThe track sits empty between meetingsWeddings, conferences and Christmas parties enquire through the website form and wait days for a reply.How we fix itFunction enquiry forms that turn into quotes and bookings, with the venue calendar working around the race calendar.
- The problemNobody knows how the day wentGate takings, bar sales, ticket sites and marquee payments all live in different places. The committee waits weeks for the numbers.How we fix itA race day report pulling tickets, hospitality, POS and sponsorship together so the board sees the result on Monday.
02What we build
Solutions
What we build for racing 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.
Digital member badges
Member badges in Apple and Google wallets with guest passes, reciprocal entry and a quick scan at the members' gate.
Race day ticketing
General admission, reserved seating, packages and early bird tickets for every meeting on your race calendar.
Gate scanning app
QR scanning on any phone, works with patchy signal and shows live gate numbers to the office.
Marquee & hospitality bookings
A live site map of marquees and suites, packages, deposits, balances and guest lists for every booking.
Caterer & supplier run sheets
Numbers, dietaries, arrival times and setup notes per marquee, shared with caterers and hire companies.
Sponsor management
Race namings, signage, passes and hospitality per sponsor, ticked off on the day with a wrap-up report.
Member email & SMS
Newsletters, race day alerts and renewal reminders straight from the member list, sorted by level.
Owners & trainers portal
Passes per runner, parking, race day info and hospitality offers for connections.
Fashions on the Field entries
Online entries by category, check-in on the day, judging on a tablet and winners recorded.
Volunteer & staff rosters
Race day shifts for gate, bar and car park crews with reminders, check-in and RSA records.
Function & venue hire
Enquiry forms, quotes, deposits and a venue calendar that knows when the races are on.
Buses, parking & transport
Bus packages, parking passes and pickup points sold with tickets so the car park runs smoothly.
Race day reporting
Tickets, hospitality, bar takings and sponsorship in one report for the committee.
A website that wins on the day
Hand-built, quick on mobile, with the race calendar, tickets, hospitality and live stream links, built to rank for 'races near me'.
03The systems
The big ones
Your whole club, on one system.
These are the systems racing clubs ask us about most. Each one works on its own and they get properly clever when they're joined up.
Memberships
Members who renew themselves.
Members join and renew online at their level, pay by card and get a digital badge in their phone straight away. Reminders go out on their own. The office stops chasing payments and starts looking after members.
- Online joins and renewals
- Full, family, junior and country levels
- Automatic renewal reminders
- Card payments with Stripe
- Payments synced to Xero or MYOB
- Digital badges in phone wallets
- Guest passes per membership level
- Reciprocal club entry
- Member-only race days and offers
- Lapsed member follow-ups
Race day ticketing
Tickets sold early. Gates that flow.
Every meeting on your calendar gets its own ticket page with general admission, packages and early birds. On the day, staff scan QR codes on any phone and the office watches the crowd build in real time.
- Tickets for every meeting
- Early bird and group pricing
- Ticket and bus or parking bundles
- QR tickets to phones
- Scanning on any phone
- Works with patchy signal
- Live gate numbers by entrance
- Capacity limits per area
- Member and guest scanning
- Refunds if the meeting is abandoned
Hospitality & marquees
Every marquee booked, paid and fed.
Corporate groups pick a marquee off a live site map, choose their package and pay a deposit online. Guest lists, dietaries and balances collect themselves and the caterer gets run sheets that are actually current.
- Live marquee and suite site map
- Packages with food and drinks
- Deposits and balance due dates
- Automatic payment reminders
- Guest lists added by the organiser
- Dietaries per guest
- Caterer run sheets
- Wristbands or QR passes per guest
- Hire company setup notes
- Invoices to Xero
Sponsor management
Sponsors who get what they paid for.
Every sponsorship lives in one place with what was promised: race namings, signage, passes, hospitality and mentions. Staff tick each one off on the day and the sponsor gets a tidy wrap-up with photos afterwards.
- Sponsor records and contacts
- Deliverables per agreement
- Race namings on the calendar
- Signage placement lists
- Sponsor passes and marquee seats
- On-the-day tick-off on a phone
- Photo proof of signage
- Wrap-up reports to send
- Renewal reminders
- Invoices and payments tracked
Functions & venue hire
Make money on the days the track sits quiet.
Weddings, conferences, Christmas parties and expos enquire on your website and get a quote fast. The venue calendar knows the race calendar so nothing gets double booked over a meeting.
- Function enquiry forms
- Quotes from your packages
- Deposits paid online
- Venue calendar with race days blocked
- Room and space options
- Run sheets for each function
- Supplier and caterer notes
- Follow-ups for open enquiries
- Invoices to Xero
- Google Calendar sync
Race day operations
Everyone in the right spot when the gates open.
Gate, bar and car park crews get their shifts on their phones and check in when they arrive. Owners and trainers get their passes per runner. When the last race is run the committee gets one report with the whole day's numbers.
- Volunteer and staff rosters
- Shift reminders by SMS
- Check-in on arrival
- RSA and induction records
- Owners and trainers passes per runner
- Fashions on the Field entries and judging
- Race day alerts to members
- Ticket, POS and hospitality takings
- Race day report for the board
- Season comparisons
04How it changes
Before and after
Cup day, wolloped.
Here's how Cup day could change. Every club is different, so we map yours first.
Before
- Members still renewing at the gate on the day
- A queue of thousands paying cash and card for entry
- Two corporate groups turn up for the same marquee
- The caterer has last Tuesday's guest numbers
- A sponsor asks where their banner went
- Takings get counted for weeks
After
- Members renewed online and scan their phone badge
- Most tickets sold early and scanned in seconds
- Every marquee booked off the live site map
- Run sheets updated the moment numbers change
- Every sponsor deliverable ticked off with a photo
- The board sees the day's numbers on Monday
05Services
Everything under one roof
Software, websites and systems for racing 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 racing clubs
Built around how your racing club actually runs: membership & renewals, digital member badges and the admin in between, in one system you own.
Websites for racing clubs
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Racing 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 racing clubs
Race day ticketing and gate scanning app: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Stripe, Square and SwiftPOS so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your racing club, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside ticketing and POS platforms you're happy with or replace the ones holding you back.
- Stripe
- Square
- SwiftPOS
- Lightspeed
- Xero
- MYOB
- Ticketek
- Humanitix
- Eventbrite
- Oztix
- TidyHQ
- Mailchimp
- Campaign Monitor
- Twilio SMS
- Deputy
- Google Calendar
- Google Maps
- Microsoft 365
- YouTube
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 racing club: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time in the office, at the gate and around the marquees on a race day, then work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your members, race calendar, tickets, marquees, sponsors, functions, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before your next big meeting.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks on race day you call the people who built it.
08Questions
FAQ
Things racing clubs ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can members bring guests on their membership?
Yes. Guest passes can be included in each membership level and scanned at the gate, so you know exactly who came in on whose badge.
Can it handle reciprocal members from other clubs?
Yes. Reciprocal entry can be checked at the gate with a quick scan or lookup, with a record of who came in from which club.
What happens if a meeting gets abandoned?
You can message every ticket holder and member by email and SMS in one go. Refunds or transfers to the next meeting can be handled from the same place.
We already sell tickets through Ticketek or Humanitix. Do we have to switch?
No. If your ticketing, POS or membership platform is doing its job we build around it and join it up with everything else. If it's holding you back we'll show you what replacing it would involve before anything changes.
Will gate scanning work with bad phone signal?
Yes. The scanning app keeps working when the signal drops on a busy day and syncs the moment it reconnects.
Can corporate groups manage their own marquee guest lists?
Yes. The organiser gets a link to add guests and dietaries, so the run sheet stays current without the office retyping anything.
How much does a racing 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 renewals or marquee bookings can be quick. Bigger systems are planned in stages so you get the first win early, ideally before your next big meeting.
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 racing 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 racing 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.