Every bunch ride, race and kit run in one place.

What is cycling club management software?

Cycling club management software gives the club one system for the things that currently live in five: the ride calendar buried in a chat thread, race entries collected differently for every event, the kit order in a spreadsheet, memberships chased one by one every January, and incidents recorded nowhere at all. In ClubHelix, bunch rides are recurring events with grade, roll-out point, route and pace; races are paid entry forms; the crit series is a competition with a live ladder; kit sells through the club shop; and membership renewal is self-serve — backed by a register that shows who is financial before they roll out with the bunch.

From roll-out to results

Publish every bunch as a recurring event and the "where does the ride leave from?" question disappears — new members subscribe to a personal calendar feed for their grade, so an A-grader's phone shows only A-grade rolls, and the wet-weather call becomes a broadcast rather than a chat message at 5:40am. Criterium rounds, hill climbs and the club TT run as paid entry forms with grade fields: entries close on time, payment arrives with them, and the start list builds itself. Round results feed a standings ladder riders can check all season, with a finals round if that is how your series is settled. And because RSVPs and attendance give you a record of who was actually in the bunch, when something happens on the road the ride leader files a structured incident report from their phone — time, location, riders involved, what happened — stored with restricted visibility, there if the club or an insurer ever needs it.

The kit shop and a cycling club website

The annual kit order stops being a spreadsheet with the sizes wrong and money missing. Jerseys, knicks and vests sell through the club shop with size variants inside an order window, paid online at order time, and you export one clean, paid order list for the supplier. The club site itself — ride pages, the race calendar, the join page — is built with the page editor; start from a template and see the rider's-eye view in the live demo.

Free cycling club management software to start

Every ClubHelix club starts on the free plan, with no time limit — the club website and core admin cost nothing. Paid plans carry a 14-day free trial, bill on a 28-day cycle and can be cancelled any time; current tiers are on the pricing page. Race entries, kit money and membership fees settle straight to the club's own Stripe account — ClubHelix never holds funds — and the platform fee is never surcharged to members.

Rolling over from the old system

Import the member list, publish the weekly bunches with their grades and roll-out points, and take the next race's entries online — most clubs make the move in the off-season and never look back at the chat-thread calendar. Cycling clubs run ClubHelix in Australia, New Zealand, the UK, the US, Canada, Ireland and South Africa. If you want a hand mapping grades, the series and the kit calendar onto the platform, talk to us — and the complete guide to running a cycling club covers the rest, from ride-leader structure to the clubroom AGM.

What to compare before you commit

Cycling clubs have a shape most club software was not designed around: the calendar is the product, membership is often tiered by discipline, and half the admin burden is insurance and rider grading rather than fees. Test these directly.

What a cycling club actually pays

The free plan has no time limit and suits a club running a calendar, a member list and a website. Paid plans come in when money moves — memberships, race levies, kit orders.

Model the season, not the month. A club with 180 members, a $60 sub and a $10 race levy across fifteen races is processing far more transaction volume than its member count suggests, so the fee percentage matters more than the subscription tier. Current tiers are on the pricing page; paid plans carry a 14-day free trial and bill on a 28-day cycle, and the platform fee is never surcharged to your riders.

Insurance, grading and the admin nobody volunteers for

The jobs that actually consume a cycling committee are the ones with a compliance edge: confirming every rider on a club ride is a financial member, holding a signed waiver, tracking accreditations for ride leaders, and being able to produce all three after an incident.

• Membership status at the ride, not at the desk. A rider list that shows who is current removes the awkward conversation at the start line.
• Ride leader accreditations expire. Accreditations tracks them and warns before they lapse rather than after.
• Incidents get recorded once. Incident reporting keeps the report attached to the ride and the people on it.
• Volunteers for marshalling are a roster problem, not a chat-thread problem — see volunteer rostering.

Moving a cycling club across mid-season

Cycling clubs rarely have a clean off-season boundary, so migrate by function rather than by date:

1. Member list and grades first. Everything else keys off it.
2. Publish the ride calendar in parallel with wherever it lives now. Riders migrate themselves once it is more useful.
3. Waivers next, because the compliance benefit is immediate and needs no financial change.
4. Memberships at the renewal boundary. Never pro-rata a migration.
5. Race levies last, once members are already transacting comfortably.

The complete guide to running a cycling club covers the wider job — grading structures, ride leader pipelines and the club calendar.

Common questions from cycling committees

Most of our rides are informal bunch rides. Is this too much? Use the calendar, the waiver and the member list; leave competitions off. A club can run usefully on three features.

Can members hold more than one membership type? Yes — road and MTB, or rider plus social, priced separately, on one record.

Do we have to move our results history? No. Bring across what is useful and leave the rest where it is; nothing forces a full historical import.

How do juniors and their parents work? A junior member can carry a parent or guardian as the contact who receives comms and pays, without the junior needing their own login.

What about our kit orders? Run them through the club shop with sizes as product options, so the order list reconciles against payments instead of living in a spreadsheet and a group chat.

Still shortlisting? We keep an honest, dated comparison of the cycling club management software options — including where other products beat us.