Sailing club software?

[Kermit]

I'm trying to research club management software and thought y'all might have some suggestions. Here's my list of what I want it to do. We might have to compromise on some features, but I'm putting what would be good to have in a perfect world.

Full membership database with all contact information
Dues history
Billing
Membership category
Accounting
Full online access so officers of the club can make changes. Member access so they can manage their information
If no online access, easily moved from one treasurer to the next. The program needs to be installable on another person's computer when a new treasurer takes office.

I'm sure there are many other things I'm leaving off that I haven't even thought of yet. I'd love suggestions from anyone who has ever done this before. At some point I'll be asking for suggestions on getting members active in maintenance and activities.

Thanks in advance to all who make suggestions!

 

[kenn]

I have no experience with any specific model, but googling "club software" gave tons of hits.

googling "yacht club software" produces a more focused list, but it looks like most are commercial.

Good luck.

 

[Kermit]

I have no experience with any specific model, but googling "club software" gave tons of hits.googling "yacht club software" produces a more focused list, but it looks like most are commercial.

Thanks for the reply! Medusa software keeps showing up. Looks like it would be a good system. Was really wondering if anyone has used any particular software.

Also, has anyone set up their own system using Excel? Our current treasurer has been using Microsoft Works. The trouble with Works is that very few people use it and might not be easy to transfer to the next treasurer. I'm also wondering if Quickbooks could work.

All ideas appreciated. Thanks again!

 

[kenn]

Also, has anyone set up their own system using Excel? Our current treasurer has been using Microsoft Works.

I know people have cobbled together amazing things with Works, Access, Excel, and a paperclip, but ... gaaaah (I speak as a programmer who's had to import large dbs from these sources)

... but it might be entirely appropriate, depending on your club. So, how many club members do you have/anticipate?

 

[Jerry Clark H356 SV Persi]

I am treasurer of Kentucky Lake Sailing Club. This is my second time as treasurer. We set up Quickbooks with the treasurer just before my first term and he just transferred me the file and I was up and running. I did the same thing two years later and two years after that -last January, I got the file back.

We use Club Express as our website and club management software. We have our directory on line, can send out mass emails, take credit card payments and reservations for events and board members and event chairman have easy access to add information and check for sign ups for dinners, regattas etc.

As Treasurer, I see direct deposits from Club Express and get reports as to what the income was for and by who.

I prefer having the two programs being independent as we have a lot of people that bring checks and still send in memberships through the mail. We have just over 100 members.

Check out our site at KLSC.net

 

[Bill Roosa]

Couple of other things you might want to have
website for communicating upcoming events and posting messages to facilitate members getting together.
Something to publish the club news letter with.
A back up utility so you don't loose your data.

 

[Dan Johnson]

Kermit...

My club's financial managment is conducted with QuickBooks Pro software. Yes, those more accounting literate than me did the work, but, as the club's administrator for two years, it worked fine for us when supplemented with data put in Excel for other analysis.

For membership records management, we use Acess as a database. We had to convert from an old DOS program years ago and it was not pretty.

All our Policies and Procedures are Word documents in standardized manual (handbook) format. Any changes must be made with Board approval by vote. Undocumented "changes" caused problems in the past.

Financial access should not be made available to more than the Treasurer and or Accountant/Bookkeeper. Too much chance for "mischief" otherwise.

As far as allowing membership/board/bridge access to alll this data, do so at your own risk. Too much of it could be construed as "sensitive" by a member and could open you up to legalities and litigation if unauthorized access was gained. We have an appointed knowledgeable database manager whom is entrusted with the file's maintenance. Periodic updates are sent to the membership.

 

[PaulK]

Our club determined that it was not cost-effective to own the equipment and software to run a website and manage the club ourselves. The computers and servers didn't like the humidity at the club, and we didn't really have space for it either. Besides that, the software kept needing updating to avoid the site looking dated. I believe we use ClubEssentials.com to provide much of what you're looking to do. Their equipment is not in a hot, humid 150 year-old building, is sized to handle thousands of hits, and they develop updates for us to use if we want to. http://www.pequotyc.com/ We switched last year to a cloud-based accounting system as well (our bookkeeper is part-time) and are focusing on getting our 250 members used to online (email) billing statements. While we were at it, we went from applying handicaps and writing up race results manually to Sailwave, which calculates and posts results on the website automatically. With Wifi in the harbor, the RC boat doesn't even have to tie up before results can be available on the club website, which members can access from their smartphones without getting off their boats.