We build custom club management portals. Membership 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.
Most clubs run on a patchwork of spreadsheets, Facebook groups, email chains, cash at the canteen and a volunteer secretary doing ten jobs. It works, until it doesn't. Members fall through the cracks, fees go unpaid, team sheets go out late, and the committee burns out.
A club management portal puts membership, fees, teams, events, bookings and communications in one place. Members self-serve. Coaches manage their teams. The treasurer sees who has paid. The committee stops drowning in admin and starts running the club.
HELLO PEOPLE builds custom club portals for Australian sporting clubs, community organisations, industry associations, arts groups and recreation clubs. Built in Perth, used across Australia.
Three stages. No surprises. Delivered personally by the founder.
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.
If the committee deals with any of these every season, a club management portal is the fix.
The secretary updates a spreadsheet manually. Members email to register. Lapsed members slip through. Nobody knows the actual current membership count until someone reconciles the list, which takes a whole weekend.
The treasurer sends invoices by email, chases payments by text, collects cash at training and tries to reconcile it all in a spreadsheet. Families with multiple kids get multiple separate invoices. Half the club is overdue by round three.
The coach posts "who is available Saturday?" in a group chat. Half the team replies. The other half doesn't. The team sheet goes out Friday night after a round of phone calls. Game day, two players don't show anyway.
Every club is different. Pick the modules you need. Start with membership and fees, add the rest over time.
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.
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 studyLess volunteer burnout, fewer unpaid fees, happier members, better data. Here is what actually changes when you give your club a proper system.
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.
No per-member licensing. No hourly billing. Here is how we approach pricing for club management portals.
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.
Every club is different. But the approach is the same: understand the members, the committee and the workflows first, then build software around real needs.
Before 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.
The core is the same: membership, fees, communications. The implementation is tailored to how each type of organisation actually operates.
AFL, soccer, cricket, rugby, tennis, surf lifesaving, swimming, hockey, netball, basketball. Any sport with memberships, teams, fixtures and season fees. The portal replaces the patchwork of spreadsheets, Facebook groups and cash envelopes.
RSLs, Lions, Rotary, Men's Sheds, Probus, community centres. Organisations with memberships, regular meetings, fundraising events and volunteer coordination. Replace the paper sign-in sheet and the treasurer's Excel file.
Professional bodies, trade associations and peak bodies with tiered memberships, CPD tracking, resource libraries, accreditation management and annual conferences. Members self-manage instead of emailing the secretariat.
Theatre companies, choirs, art societies, historical societies, music groups. Organisations with membership tiers, performance seasons, ticket sales, rehearsal scheduling and volunteer rosters.
Gyms, yoga studios, martial arts clubs, aquatic centres, outdoor adventure clubs. Membership management, class bookings, attendance tracking, grading records and facility access. Members book classes and manage their account online.
Scout groups, Guides, Cadets, youth clubs, after-school programs. Organisations with junior members, parent/guardian access requirements, badge and progression tracking, camp registrations and safeguarding compliance.
We write the code, design the interface, deploy the systems, and support them long-term. No subcontracting, no offshore handoffs.
The committee gets a clear price before approving the project. No hourly billing that spirals, no surprise invoices at the end of the month.
We understand sporting club structures, volunteer committees, junior safeguarding requirements, and the tools Australian clubs actually use.
You talk to the people building your portal. No account managers, no project managers relaying messages, no ticket queues.
The club owns everything. The code, the data, the hosting. No per-member licensing fees, no lock-in. Move hosting whenever you want.
A club management portal is a secure, branded web application where your members, coaches, committee and volunteers log in to manage everything the club does. Memberships, fees, teams, fixtures, events, facility bookings and communications. It replaces the spreadsheets, Facebook groups, cash envelopes and email chains most clubs rely on.
Off-the-shelf club platforms work well for standard setups. A custom portal makes sense when your club has unique requirements: multi-sport, unusual fee structures, facility hire revenue, integration with council or league systems, or workflows that do not fit a template. We will tell you honestly in the first call if an off-the-shelf tool covers your needs.
It depends on how many modules you need. A membership and payment portal is a different scope to a full system with teams, events, facility booking and communications. We do not publish fixed price ranges. Start with a free 15-minute call, then we run a discovery phase and give you a fixed-price quote the committee can approve before development begins.
A focused portal (membership, fees and basic communications) typically takes 8 to 12 weeks. A more comprehensive system with team management, events, facility booking and integrations may take 14 to 20 weeks, built in phases so early features go live before the season starts.
Yes. The portal is fully responsive, designed and tested to work on phones, tablets, laptops and desktops. Most members will use it from their phone, so that is the primary design target. If needed, we can also build a native mobile app as a companion.
Yes. Parents or guardians create an account and link their children. They manage registrations, update medical details, mark availability and pay fees for their juniors, all from one login. Coaches and managers see the parent contact details they need without accessing other personal information.
Yes. We import member data from spreadsheets, previous club management tools, CSV exports or other systems during setup. Members then verify and update their own details when they first log in, which actually improves data quality across the board.
Yes, completely. Source code, designs, database, hosting accounts, all owned by the club. No per-member licensing fees, no lock-in, no monthly charges from us for the software itself. The club can host it wherever it wants.
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How many members, what sports or activities, what you are currently using. We will come back with an honest recommendation. No jargon, no pressure.
Prefer a quick chat? Call 0425 531 127. We answer the phone in Perth.
