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Sailing club software: race entries, results & boat registers

Sailing clubs: from sign-on to results in one system. More time on the water.

Entries go on a clipboard in the clubhouse. The tally board relies on someone remembering to check it. Results get worked out with a calculator after the twilight and the boat register still lists a Laser that was sold in 2019. We build race, member and volunteer systems for sailing clubs that all talk to each other. 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 sailing club software that handles entries, handicaps and the whole club behind them?

A sailing club is a race office, a sailing school, a marina landlord and a volunteer army all at once. Most clubs run it on a mix of SailSys or TopYacht, a membership spreadsheet, a paper sign-on sheet and a committee member's inbox. When the race officer is away the results wait until Tuesday. When the duty roster has a gap nobody finds out until Saturday morning.

Wollopit builds custom sailing club software around how your club actually runs. Skippers enter and sign on from their phone. The start boat sees who's out and who's back. Results come out with your handicaps applied and go up on the website before the bar shuts. Boats, racks, moorings, members, courses and volunteers all live in one place. We connect the tools you already like, build around the race software that works and look after the lot on our own servers.

01The problems

What we hear from sailing clubs

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

Most clubs we talk to have brilliant volunteers holding everything together with paper, goodwill and one person who knows how the results spreadsheet works. That's fine until that person goes cruising for three months.

  • The problemEntries on a clipboardSkippers scrawl sail numbers on a sheet in the clubhouse. Half are illegible and the race officer retypes the lot.
    How we fix itOnline race entries from any phone, with boat and crew pulled from the register so nothing gets retyped.
  • The problemSign-on and sign-off by honour systemThe tally board says a boat is still out an hour after the race. Nobody's sure if they're in the bar or upside down off the point.
    How we fix itPhone or QR sign-on and sign-off with a live on-water list for the start boat and rescue crews. Overdue alerts go to the duty officer.
  • The problemResults worked out by handFinish times, yardsticks and PHS adjustments get punched into a calculator. One wrong number and the series is out.
    How we fix itFinish times entered on a tablet on the start boat. Handicaps are applied automatically and the results check themselves.
  • The problemResults published days lateSailors ask on Facebook who won the twilight. The answer turns up mid-week as a PDF.
    How we fix itResults and series points go up on the website straight after the race, with SMS or email to the fleet.
  • The problemHandicaps nobody trustsBack-markers and progressive handicaps get adjusted in someone's head. Skippers grumble that it isn't fair.
    How we fix itHandicap rules set up for your club with a full history of every adjustment so anyone can see how a number was reached.
  • The problemThe boat register is years out of dateSold boats, new sail numbers and missing ratings. Nobody knows who owns the Pacer on rack 14.
    How we fix itA boat register owners keep current themselves, with sail numbers, classes, ratings, photos and ownership history.
  • The problemRacks and moorings on a spreadsheetDinghy racks, trailer spots and moorings allocated by memory. Fees chased by the treasurer one by one.
    How we fix itRack, pen and mooring allocations on a map with fees invoiced automatically and a waitlist that runs itself.
  • The problemDuty roster gapsThe start boat is short a crew on Saturday and the rescue driver is away. Someone finds out at 11am.
    How we fix itDuty rosters for start boat, rescue, bar and canteen with swaps, reminders and licence checks for rescue drivers.
  • The problemLearn to sail booked by phoneTackers and adult courses booked over the phone and paid by bank transfer. The coach gets a list that's already wrong.
    How we fix itOnline course bookings with payment, medical and consent forms, waitlists and class lists on the coach's phone.
  • The problemMembership renewals chased by handRenewal emails sent from a personal inbox. Nobody knows who's paid until the AGM.
    How we fix itAutomatic renewals with online payment, family memberships, reminders and a live list of who's financial.
  • The problemVolunteer clearances in a folderBlue Cards, Working with Children Checks, first aid and boat licences live in a lever-arch file with half of them expired.
    How we fix itClearances stored against each volunteer with expiry reminders. The roster won't put anyone on a role they aren't cleared for.
  • The problemRegatta entries in an inboxVisiting sailors email entries and pay at the desk. The NoR is a PDF nobody can find.
    How we fix itRegatta entry pages with fees, early bird pricing, crew lists and documents all in one place.
02What we build

Solutions

What we build for sailing 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

Online race entries

Skippers enter from their phone with boat and crew pulled from the register. Series entries roll over each week.

02

Sign-on and sign-off

QR or phone sign-on at the ramp with a live on-water list for the start boat. Overdue boats raise an alert.

03

Results and handicaps

Finish times on a tablet with yardstick, PHS or your club's handicaps applied. Corrected times and places calculated instantly.

04

Series points and pointscores

Discards, drops, DNFs and DNCs scored to your sailing instructions. Season championships tallied as you go.

05

Results on the website

Race and series results published straight after racing, with links sent to the fleet by SMS or email.

06

Boat register

Sail numbers, classes, ratings, owners, photos and ownership history kept current by the owners themselves.

07

Racks, pens and moorings

Storage and mooring allocations on a map with annual fees, waitlists and transfer requests.

08

Duty rosters

Start boat, rescue, bar and canteen duties with swaps, reminders and role checks.

09

Volunteer clearances

Blue Cards, WWCC, first aid and marine licences stored with expiry reminders.

10

Learn to sail bookings

Tackers, adult courses and Discover Sailing days with payments, forms, waitlists and coach class lists.

11

Memberships and renewals

Family, junior, senior and social memberships with online renewals and a live financial list.

12

Regatta entries

Event pages with entry fees, early bird pricing, crew lists, NoR and SIs in one place.

13

Club calendar

Race days, twilights, regattas, working bees and social nights on the website and Google Calendar.

14

Fleet messages

Race postponements, wind warnings and course changes sent by SMS or email in seconds.

15

A website that sails

Hand-built and quick on mobile, with live results, the calendar and course bookings. Built to rank for 'learn to sail near me'.

03The systems

The big ones

Your whole club, on one system.

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

Race entries & sign-on

Enter from the car park. Signed off when you're back on the beach.

Skippers enter the race on their phone and sign on at the ramp with a QR scan. The start boat sees a live list of every boat on the water. Anyone not signed off after racing triggers an alert to the duty officer.

  • Phone entries with boat and crew prefilled
  • Series entries that roll over weekly
  • QR sign-on at the ramp
  • Live on-water list for the start boat
  • Sign-off with overdue alerts
  • Crew lists for every boat
  • Entry fees and race day payments
  • Visitor and casual entries
  • Retirements logged from the water
  • Works on a tablet with patchy signal

Results & handicaps

Results with handicaps applied before the bar shuts.

Finish times go into a tablet on the start boat and the system does the maths. Yardstick, PHS, progressive handicaps or your own club rules are applied automatically. Results go up on the website before anyone's finished their first beer.

  • Finish times on a tablet
  • Yardstick and PHS handicaps
  • Progressive and back-marker handicaps
  • Your club's own handicap rules
  • Corrected times calculated instantly
  • Series points with discards
  • DNF, DNS, DNC and OCS scoring
  • Handicap history for every boat
  • Results published to the website
  • Works alongside SailSys or TopYacht

Boats, racks & moorings

Every boat, rack and mooring accounted for.

A boat register owners keep up to date themselves, joined to the racks, pens and moorings they use. Fees invoice themselves each season. The waitlist moves on its own when a spot comes free.

  • Boats with sail numbers and classes
  • Ratings and handicap history
  • Owners update their own details
  • Ownership transfers and history
  • Rack, pen and mooring map
  • Annual storage fees invoiced
  • Waitlists that move themselves
  • Trailer and tender spots
  • Abandoned boat follow-ups
  • Fees synced to Xero or MYOB

Duty rosters & volunteers

Start boat crewed. Rescue covered. No 11am panic.

Members are rostered onto start boat, rescue, bar and canteen duties across the season. They swap with each other and get reminders the day before. The roster won't put anyone on a rescue boat without a current licence.

  • Season rosters built in minutes
  • Start boat, rescue, bar and canteen
  • Member-to-member swaps
  • SMS reminders the day before
  • Gaps flagged to the duty officer
  • Marine licence checks for rescue
  • Blue Card and WWCC expiry alerts
  • First aid certificates on file
  • Duty credits against fees
  • Roster on every member's phone

Learn to sail & memberships

Courses that fill themselves. Members who renew on time.

Tackers, adult learn to sail and Discover Sailing days book and pay online with medical and consent forms done before day one. Coaches get class lists on their phone. Graduates roll into a membership that renews itself each season.

  • Tackers and adult course bookings
  • Discover Sailing and come-try days
  • Online payment at booking
  • Medical and consent forms
  • Waitlists and class limits
  • Coach class lists and attendance
  • Family and junior memberships
  • Automatic renewals and reminders
  • Live list of who's financial
  • Course graduates offered membership
04How it changes

Before and after

A twilight race, wolloped.

Here's how a Wednesday twilight could change. Every club does it differently, so we map yours first.

Before

  1. Skippers scrawl entries on a clipboard at the bar
  2. Tally board relies on people remembering to flip their tag
  3. Finish times written on a soggy notepad on the start boat
  4. Handicaps worked out with a calculator after dark
  5. One wrong number puts the whole series out
  6. Results posted as a PDF on Friday

After

  1. Skippers enter from their phone on the drive down
  2. QR sign-on at the ramp with a live on-water list
  3. Finish times tapped into a tablet on the start boat
  4. Handicaps applied automatically as boats finish
  5. Series points update and check themselves
  6. Results live on the website before last drinks
05Services

Everything under one roof

Software, websites and systems for sailing 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 sailing clubs

Built around how your sailing club actually runs: online race entries, sign-on and sign-off and the admin in between, in one system you own.

Websites for sailing clubs

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

Sailing 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 sailing clubs

Results and handicaps and series points and pointscores: customer and staff portals that work on any phone without an app store.

Integrations and automation

We connect SailSys, TopYacht and Sailwave so information moves on its own and nobody retypes it.

Hosting, support and care

Managed hosting, updates, backups and security for your sailing 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. We work alongside race software you're happy with or replace what's holding you back.

  • SailSys
  • TopYacht
  • Sailwave
  • TidyHQ
  • Xero
  • MYOB
  • Stripe
  • Square
  • Mailchimp
  • Twilio SMS
  • Google Calendar
  • Microsoft 365
  • Google Maps
  • YouTube
  • Facebook
  • Instagram
  • Humanitix
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 sailing 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 a race day with you at the ramp, on the start boat and in the clubhouse to see what's actually slowing the volunteers down.

  2. 02

    Archi-tech

    We plan it before writing code: your entries, handicap rules, boats, racks, rosters, 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 the next season starts.

  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 sailing clubs ask us.

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

Can it handle different handicap systems?

Yes. We set it up for the systems your club uses, whether that's yardstick, PHS, progressive handicaps or your own club rules. Every adjustment is recorded so skippers can see how their number was reached.

We already use SailSys or TopYacht. Do we have to switch?

No. If your race software is doing its job we build around it with entries, sign-on, rosters, the boat register and the website on top. If it's holding you back we'll show you what replacing it would involve before anything changes.

Can the start boat use it with bad phone signal?

Yes. We build the start boat screens to keep working offline and sync once the tablet is back in range.

Can it track who's still on the water?

Yes. Sailors sign on and off by phone or QR and the duty officer gets an alert for any boat that hasn't signed off after racing.

Can members update their own boat details?

Yes. Owners log in to update sail numbers, ratings, photos and crew. Transfers go to the committee to approve.

How much does a sailing 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 duty roster can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting a whole season for everything.

Our committee changes every year. Will the next lot be able to use it?

Yes. We build it so a new volunteer can pick it up in an afternoon. Logins belong to roles, not people, so nothing walks out the door after the AGM.

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 sailing 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 sailing 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
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