Membership software built around the reason members renew
One member record holding every round, charge, lesson, competition and conversation. Categories that decide the dues, the booking window, the guest allowance and the price at the till, all from one setting. Dues billing on a schedule with auto-pay through Stripe. And the Digital Clubhouse behind it, where members watch the season standings, check the Honours Board, and see their name in Course Records.
Clubs lose members quietly. Somebody plays less, stops entering the medal, lets the bar tab go unused, and by the time the renewal letter goes out the decision was made months earlier. The software rarely helps, because most member systems are a list of names with a dues date attached. They record that somebody is a member. They do not tell you whether they still feel like one.
The record here holds the whole picture: every booking, every charge across the pro shop and the bar, lessons, competitions entered and finished, handicap index, family relationships, and a log of every call, email and note so whoever picks up the phone has the context. Membership status covers the awkward cases as well as the simple ones, including suspension when somebody steps away for a season. Custom fields cover whatever your club records that nobody else does.
Categories are where the work pays off, because in a club almost everything is downstream of what category somebody is in. Set it once and it decides the joining fee and the dues, how far ahead they can book and how often, how many guests they may bring and at what rate, what they pay at the register, and what they can enter. The office stops arbitrating and the answer is the same whoever is on the desk.
Then there is the part the renewal actually turns on. The Digital Clubhouse is where members see the club rather than transact with it: the feed carrying results and photos and the captain's notes, Course Records holding the lowest rounds and the aces, the Honours Board with past captains and champions, the season standings they are climbing, awards, and the buddy list and Looking for Game for finding a fourth. Member-health signals surface the ones going quiet while there is still time to ring them.
One membership, seen from both sides
The office gets a record that answers questions. Members get a club they can see themselves in.
For the office
The member record
What the secretary, the membership committee and whoever is covering the desk each need, on one screen per member.
- Every round, charge, lesson, competition and conversation on one record
- Categories controlling dues, booking windows, guest allowances, register pricing and eligibility
- Membership status covering active, suspended and the awkward cases in between
- Family and household linking, with the statement rolling up to the responsible member
- Custom fields for whatever your club records that nobody else does
- Communications log of every call, email and note
- Member-health signals flagging the members going quiet
- Committees, with chair, vice-chair and secretary roles
For your members
The Digital Clubhouse
Booking, the account, the competitions and the social life of the club, on your domain and in your colours.
- Book a tee time, enter a competition, order at the turn, settle the account
- The statement, the balance, and every line that made it up
- Course Records: lowest rounds, aces, eagles and albatrosses
- The Honours Board of past captains, presidents and champions
- Season standings, awards, badges and challenges
- The club feed with results, photos and the captain's notes
- Buddy list and Looking for Game for finding a fourth
- A year in review of their own golf
The outcome for your club
You see the drift before the resignation
Member-health signals surface the member who has stopped booking, stopped entering, and stopped spending, while a phone call still changes the outcome.
The category decides, not the desk
Dues, booking windows, guest allowances and register pricing all hang off one setting, so the answer to "am I allowed?" is the same whoever is on duty.
Whoever picks up the phone has the context
Every call, email and note sits on the record beside the rounds and the charges. Nobody has to say they will find out and ring back.
Households bill as households
Partners and children keep their own booking records and their own activity, while the statement rolls up to the member responsible for it.
Dues collect themselves
Joining fee, monthly or annual dues, on a schedule, with auto-pay from a stored card through Stripe and the posting landing in the ledger as it happens.
Members open it because they want to
The feed, Course Records, the Honours Board and the season standings give somebody a reason to look at the club on a Tuesday evening. That is what renewals are made of.
One category setting, six things it decides
In a club almost everything is downstream of what category somebody is in. This is what that one setting reaches.
Categories are yours to define: full, social, country, junior, senior, corporate, intermediate, overseas, or whatever your constitution calls them. Members can be suspended for a season without losing their record or their history.
A membership, from the first enquiry to the renewal
They join
Sign up through the public per-club form or an invite from the office, on an allow-listed category. The record starts with the joining fee and the dues schedule already attached.
They are set up
Category, family links, custom fields, communication preferences, and a stored card for auto-pay. Existing members import from your current system as part of onboarding.
They play and spend
Rounds, competitions, the bar, the pro shop, lessons and lockers all attach to the same record and the same statement, at the pricing their category sets.
They are billed
Dues run on their schedule with auto-pay from the stored card. Charges post to the ledger as they happen, so nothing has to be pieced back together at month end.
You watch the quiet ones
Member-health signals surface the member whose bookings, entries and spend have all tailed off, in time for a conversation rather than a resignation letter.
They renew
Because the season standings had their name on them, the Honours Board is a wall they want to be on, and the club felt like a club all year.
A list of names versus a member record
What's included
Common questions
What is the best membership software for a private golf club?
The test worth applying is whether the member category actually drives anything. In most systems it is a label on a list, so booking windows and guest limits end up enforced by whoever is on the desk and the price at the register depends on the assistant picking the right button. Here the category sets the dues, the booking window and limits, the guest allowance, the register price and competition eligibility, and the system enforces all of it. The second test is whether members open the thing voluntarily, which is what the Digital Clubhouse is for.
How many membership categories can we have, and what can they control?
As many as your constitution needs: full, social, country, intermediate, junior, senior, corporate, overseas, or whatever you call them. Each carries its own joining fee and monthly or annual dues, advance booking window and booking limits, guest allowance and guest rate, register pricing, competition eligibility, and what that category sees in the portal and the directory. Members can be suspended for a season without losing their record or their history.
How does family and household billing work?
Link partners, children and dependants to the responsible member. Each keeps their own profile, their own booking access and their own activity history, while the statement rolls up to the member who pays it. That way the junior's competition entry and the partner's bar tab appear as their own lines, on one bill.
How do dues get collected?
On the schedule you set, from the joining fee and the monthly or annual dues attached to the category, with auto-pay from a card stored by the member. Everything posts to the ledger as it happens, so the statement is a report rather than a reconstruction, and AR aging tells you who is behind without a spreadsheet. Direct Debit for UK and Irish collection is supported alongside card.
Do you integrate with national handicap systems?
Not yet. A WHS handicap index is calculated for every member from posted scores (best 8 of 20), with index trends and automatic flighting for competitions, but official sync with the national bodies is not live: each licenses software vendors separately, and Golf Ireland is our first. We will say so here the day the licence is granted.
How do we spot members who are about to leave?
Member-health signals watch the pattern, not the renewal date: bookings tailing off, competitions no longer entered, spend dropping away. The members who resign have usually been drifting for months, so the value is in surfacing them while a phone call from the secretary still changes the answer.
What do members actually get?
Booking, their statement and balance, competition entry, and ordering at the turn, plus the part that makes them open it when they do not have to: the club feed with results and photos, Course Records holding the lowest rounds and the aces, the Honours Board of past captains and champions, season standings, awards and badges, the buddy list and Looking for Game for finding a fourth, and a year in review of their own golf. All on your domain, in your colours.
Can new members join online?
Yes. Public per-club self-signup is available on the categories you allow-list, protected by Cloudflare Turnstile, so an enquiry can become a member without the office keying anything. The office can also send a tokenised invite, or create the member directly through a wizard.
What about reciprocal play and multi-course portfolios?
Reciprocal arrangements let members of partner clubs book at your course, and yours at theirs, with the billing rules you agree. Portfolio operations get cross-property booking and member sharing, so a member of one property is recognised at another and the charges land on one statement. Portfolio billing is per course, not per member.
Can we handle GDPR requests?
Yes. Data-subject tooling is built in, including member anonymisation that scrubs personal data while retaining the financial records you are legally required to keep. Consent and communication preferences are held per member, and lead data is erased with the account.
How long does member migration take?
The migration plan runs two to four weeks. Member profiles, family relationships, dues schedules, statements and historical activity are imported as part of onboarding, and the two systems can run in parallel while you check the numbers agree. The 30-day trial does not begin until you go live, so migration does not eat your evaluation.
Related pages
Member app & Digital Clubhouse
The portal behind the membership, and why members open it voluntarily.
Tee sheet & booking
Where the booking window and guest allowance take effect.
Tournaments & competitions
Competition eligibility, the Order of Merit, and the Honours Board.
Pro shop & F&B till
Charge to account, and the category pricing at the register.
Accounting & ledger
Where dues, statements and member receivables land.
For private members' clubs
How the whole platform fits a club with a committee.
Free course handicap calculator
Turn a Handicap Index into strokes for any tee — the official WHS formula, working shown.
See your own categories driving the whole club
Ask for a demo set up with your membership categories, your dues, and your booking rules. Free 30-day trial when you are ready.