Oundle Town Rowing Club - Full Club System
A ground-up rebuild - from scattered spreadsheets to a unified platform that runs every aspect of club operations.
Sports Club Admin Across Too Many Tools
Like many sports clubs, OTRC was drowning in admin. Membership records in spreadsheets, session attendance on paper, boat bookings via WhatsApp, and coaching notes scattered everywhere.
Scattered Data
Member information across multiple spreadsheets with no single source of truth
Manual Processes
Hours spent on admin tasks that should have been automatic
Poor Communication
Important updates lost in email chains and group chats
No Insights
Coaches couldn't track athlete progress or plan effectively
One Club Management System
We built a complete system from the ground up - designed around exactly how OTRC operates.
Club Management Features for Rowing
Every feature designed specifically for how rowing clubs work - from ergo tracking to crew assignments.
Member Management
Complete member lifecycle from registration to renewal. Parents can manage junior accounts, coaches have access to their squad members, and admins have full oversight.
- Self-service registration with approval workflow
- Parent-guardian linking for junior members
- Membership fee tracking and reminders
- Emergency contact management
- Privacy and video consent tracking
- Role-based access (Admin, Coach, Member)
Training Sessions & Attendance
Coaches create sessions, members indicate availability, and attendance is tracked automatically. The "Perfect World" feature helps coaches plan ideal crew combinations for each session.
- Recurring session templates
- RSVP system (Yes / No / Maybe)
- Attendance history tracking
- Session-specific crew assignments
- Coach and launch driver allocation
- Safety dashboard for session overview
Boat Fleet Management
Complete inventory of the club's boats with specifications, maintenance schedules, and booking system. Members can book boats for personal outings, and maintenance issues are tracked to resolution.
- Full boat inventory with specs
- Personal boat booking system
- Maintenance reporting with photos
- Boat care schedule and tasks
- Parts ordering and tracking
- Rigger configuration logging
Performance & Ergo Tracking
Coaches and athletes can log ergo sessions with full metrics - distance, time, splits, watts, stroke rate. Garmin data can be imported directly. Progress towards goals is tracked over time.
- Ergo session logging with intervals
- Garmin device data import
- Performance charts and analysis
- Personal bests tracking
- Goal setting and progress
- Coach review notes
Crew Setup & Assignments
Coaches can build crews, assign boats, and manage squad goals. For events and competitions, crew manifests are generated with seat positions, and members confirm their availability.
- Visual crew builder interface
- Seat position assignments
- Squad goals and targets
- Competition crew selection
- Crew confirmation workflow
- PDF crew sheets for coaches
Events & Competitions
From local head races to club socials, all events are managed in one place. Members sign up, payments are tracked, crews are assigned, and everyone stays informed.
- Event creation and management
- Member sign-up and RSVP
- Payment tracking integration
- Event documents and attachments
- Head race timing system
- Results recording and display
Internal Communications
Member mail system for private messaging, news articles for club updates, and a full newsletter builder for professional club communications. Push notifications keep everyone informed.
- Member-to-member messaging
- News articles and announcements
- Newsletter builder with templates
- Bulk email to squads/crews
- Push notification support
- Alert system for urgent notices
Extra Club Management Tools
Beyond the core features, the system includes everything a modern rowing club needs.
Public Website
Professional public-facing website with club information, learn to row programme, and contact forms.
Document Library
Centralised storage for governance documents, safety procedures, and club policies.
Incident Reporting
Report and track boat damage, safety incidents, and welfare concerns with photo uploads.
Weather Integration
Live weather data and river level monitoring for session planning and safety.
Club Officers
Directory of committee members and club officers with dedicated email management.
Push Notifications
Mobile push notifications for urgent alerts, session changes, and important updates.
Head Race Timer
Dedicated timing system for head races with start/finish recording and results.
Expedition Tracker
Globe tracker for rowing expeditions with checkpoints and route visualisation.
PDF Exports
Generate PDF reports for crew sheets, event attendees, and athlete profiles.
"The system Jason built has completely transformed how we run the club. Before, we were drowning in spreadsheets and emails. Now everything's in one place - memberships, boat bookings, event sign-ups, the lot. Our treasurer says it's saved her hours every week. Best decision we ever made."
Club System Tech Stack
A solid technology stack built to last.
Build a Club System Like This?
Every club is different, but the principles are the same. Let's talk about what your organisation needs.