Club management software development services for Australian sporting clubs, community organisations and associations. Our membership portal development services cover registration, fee collection, team and fixture management, event registration, facility booking and club communications — one system instead of ten different tools.
Perth-based. Australia-wide. Fixed-price quotes. Full code ownership.
Three stages, no surprises. Every project is delivered personally by the founder, from the first committee call through to go-live.
Week 0
15-minute scoping call. We map your current setup, the gaps causing pain, and the path forward. Fixed-price quote inside 48 hours.
Weeks 1–N
New portal built in a sandbox and parallel-run against your live operations. Every workflow, validation and integration verified before production.
Cutover
Production cutover on a planned window — typically a weekend. Team training, monitoring active, 30 days post-launch support. Documentation and source code handed over in full.
Our club management software development services are modular. Pick the modules you need on day one (usually membership and fees), then add teams, events, facility booking and communications as budget allows.
Online registration for new members: individuals, families, juniors, life members, social members. Each membership type has its own fee structure, access level and renewal cycle.
Members update their own contact details, emergency contacts, medical info and qualifications. The committee sees a live membership register with filters by status, team, age group and fee payment.
Coaches create teams, assign players and publish team sheets through the portal. Players and parents see their team selection, match times and ground locations before the weekend.
Availability management. Players mark whether they are available for each round. Coaches see the full picture in one screen instead of scrolling through group chat messages.
Create events with descriptions, dates, ticket types, pricing, capacity limits and custom questions (dietary needs, shirt size, emergency contact). Members register and pay in one step.
Waitlists when events fill up. Automatic confirmation emails and calendar invites. Attendance tracking on the day via a check-in screen or QR code scan.
Set up fee schedules by membership type, age group, team or season. The portal generates invoices, sends payment links and tracks who has paid. Credit card and direct debit options.
Instalment plans for families paying multiple registrations. Early-bird discounts, promo codes and hardship concessions, all configurable by the treasurer without developer help.
Members browse availability and book courts, training slots, function rooms or equipment directly through the portal. Calendar view shows what is free and what is taken.
Booking rules: maximum duration, advance booking limits, peak and off-peak pricing, member-only vs public hire. The system enforces the rules so the booking officer does not have to.
Send announcements to the whole club, a specific team, an age group or a custom segment. Messages appear in the portal, go out by email and optionally by SMS for urgent notices.
Newsletter builder for weekly match reports, social updates and sponsor shout-outs. Templates make it fast. The comms officer drops in results and photos, hits send.
No per-member licensing, no hourly billing that spirals. Here is how the committee gets a clear number they can sign off before any build starts.
Tell us about your club. How many members, what sports or activities, what you are currently using. We will tell you honestly whether a custom portal makes sense or if an off-the-shelf tool covers your needs.
After a free consultation and discovery phase, you get a fixed-price proposal. No hourly billing. The committee knows the cost before approving the project.
Membership and payments first, the core that every club needs. Then team management, events, facility booking and communications in later phases. Each phase delivers working software members can use straight away.
Why HELLO PEOPLE
Custom software is a big call. Here is how HELLO PEOPLE compares to the three other realistic paths.
| Concern | HELLO PEOPLE | Off-the-shelf SaaS | Offshore developer | In-house build |
|---|---|---|---|---|
| Fit to your club member workflow | Built to how your club actually runs | 80% fit, work around the 20% | Depends on the developer | You control it fully |
| Club portal live in 6-10 weeks | Live in 6 to 10 weeks | Immediate, limited fit | Weeks to months, drift common | 6 to 12 months to production |
| AU club compliance + privacy fit | AU privacy + working with children | Sometimes | Rarely | Depends on the hire |
| Ongoing cost | One-off + optional support plan | Per seat, per month, forever | Hourly + scope creep | Salary + super + overhead |
| When your membership scales | We scale the app, no per-seat sting | Higher plan tier kicks in | Wait for a dev to look at it | Internal team fixes it |
| Direct access to the builder | Email Kasun, get Kasun | Support ticket queue | Time-zone gap | Internal team |
| Member + subscription data ownership | You own it, nothing sits with us | Vendor holds it | Often disputed at handover | You own it |
We built a membership management portal for a national industry association. Self-service registration, tiered memberships, CPD tracking, event registration and a resource library. The secretariat went from manual renewals to automated end-to-end processing.
Read the full case studyBefore the portal, our registrar spent entire weekends processing membership renewals at the start of each season. Now members register and pay online, the database updates itself, and the committee can actually see who is financial in real time. It has completely changed how we run the club.
Less volunteer burnout, fewer unpaid fees, happier members, better data. Here is what real Australian clubs see once membership portal development services replace the spreadsheets and email chains.
Registration, renewals, contact updates, family memberships, medical information, working-with-children checks. Members handle it all through the portal instead of emailing the secretary.
No more chasing lapsed members with phone calls. Automated renewal reminders go out, members click a link, update their details and pay online. The membership register stays current without anyone manually updating a spreadsheet.
Membership fees, season fees, event fees, uniform levies. Set them up once and the portal handles invoicing, payment reminders and receipts. Members pay by card or direct debit through the portal.
No more envelopes of cash at training. No more "I'll pay next week." The treasurer sees who has paid and who hasn't in real time, and overdue reminders go out automatically.
Coaches select teams, players mark availability, fixtures are published with kick-off times and locations. No more group chats where half the team doesn't reply.
Season draws, results, ladders and player stats, all visible in the portal. Parents check when and where the game is. Coaches see who is available. Managers submit results after the match.
Presentation nights, trivia nights, working bees, AGMs, tournaments, clinics. Create the event, set the capacity, and let members register and pay through the portal.
Waitlists, dietary requirements, ticket types, early-bird pricing. All handled automatically. The social committee stops managing RSVPs over Facebook and gets a proper event system.
Members book courts, training slots, function rooms and equipment through the portal. Availability shown in real time. Double-bookings eliminated.
Clubs that hire out facilities to external groups can manage bookings, generate invoices and track usage, all from the same system the members use.
Every club is different, but the approach is the same: understand your members, committee and workflows first, then build software around real needs, not around a template.
A secure, branded web portal where members, coaches, committee and volunteers log in to run the club. Memberships, fees, teams, fixtures, events, facility bookings, communications and reporting. It replaces the spreadsheets, Facebook groups, cash envelopes and email chains most clubs still juggle.
Those off-the-shelf tools work well for standard club setups. Our club management software development services make sense when you have multi-sport, weird fee structures, facility hire revenue, league or council integrations, or workflows that do not fit a template. We will tell you honestly on the first call if you should just stick with an off-the-shelf tool.
It depends on how many modules you need. A membership-and-payment portal is a different scope to a full multi-sport system with events, facilities and communications. Start with a free 15-minute call. We run a paid discovery and give you a fixed price the committee can vote on before any code is written.
About 8 to 12 weeks for a focused portal covering membership, fees and communications. A full system with teams, fixtures, events, facility booking and integrations runs 14 to 20 weeks, staged so core registration is live before your season starts.
Yes. The portal is fully responsive and tested on phones, tablets, laptops and desktops. Most members log in from their phone, so mobile is the primary design target. We can build a native app as a companion if you need push notifications or offline features.
Yes. Parents create one account and link their kids. From that one login they register juniors, update medical info, mark availability and pay fees. Coaches and managers see the contact details they need without touching other private information.
Yes. We import from spreadsheets, previous club management tools, CSV exports and older databases during setup. Members then verify and update their own details on first login, which actually cleans up the data along the way.
Yes, completely. Source code, designs, database and hosting accounts all sit with the club. No per-member licensing, no lock-in, no ongoing software fees from us. Host it wherever you like.
Sending your details…
You can stay on this page while we send it.
Tell us how many members, what sports or activities, and what you are running today. We will come back with an honest recommendation and a real number. No jargon, no pressure.
Prefer a quick chat? Call 0425 531 127. We answer the phone in Perth.
