For equestrian and pony clubs in Canada
Rallies, gear checks and gymkhanas — organised in one place.
ClubHelix handles the memberships, rally entries, volunteer rosters and safety paperwork your pony club runs on every month — so the board spends Saturday at the fields, not in a spreadsheet.
Year-round · monthly rallies · Updated 10 Aug 2026
Why boards of equestrian and pony clubs come to us
The same problems show up in every board meeting. ClubHelix is built to retire each one for good.
- Rally entries arriving by text, email and a note handed over at the float park.
- Tracking whose Police record check has expired across thirty volunteers — in someone's head.
- Gear-check sign-offs and incident forms living in a folder in the facility.
- Concession, gate and arena-party rosters organised in a group chat nobody can search.
- Chasing membership renewals and rally fees in cash at the gate.
What ClubHelix does for equestrian and pony clubs
The platform mapped onto the moments your season actually runs on.
Memberships and renewals
Self-serve registration with parent-and-child accounts for junior riders, consent fields for under-18s, and Stripe Connect so annual membership and rally fees are paid online — with paid-until dates the board can see at a glance.
Rallies and gymkhanas
Publish rallies as recurring events with exclusion dates, take entries and payment through registration forms, and sell gymkhana or open-day tickets natively. Families subscribe to a personalised calendar feed so a cancelled rally updates their phone in seconds.
Volunteer rosters
Volunteer rostering for concession, gate, arena party and gear-check duty: publish the shifts for each rally, let members claim them, and see who has and has not filled a duty before the day.
Police record check and coach accreditation
Record Police record checks, first-aid certificates and coaching accreditations against each member with expiry dates — the accreditations register shows who is current and who lapses before the next rally.
Incidents and gear checks
Log falls, injuries and near-misses through structured incident reporting with a permanent, auditable record — instead of a paper form in the facility filing cabinet. Digital waivers capture rider acknowledgements at sign-up.
Club communications
Broadcast field closures, rally reminders and grading-day details by email to the whole club or one age group — and use SMS for the morning-of "fields too wet, rally off" call.
Uniforms and saddlery bits
Team store for uniforms, saddle blankets, caps and uniform, with orders and payouts reconciled through your own Stripe account.
The affiliation return
Registered riders and horses, current gear-check and coaching credentials, and event entry income across the calendar. Compliance and event reporting cover the paperwork your discipline body asks for each year.
What is pony club management software?
Pony club management software gathers up the jobs a riding board juggles every month — memberships, rally entries, duty rosters, safety paperwork and the "is the rally still on?" phone tree — into one system. In ClubHelix that means online registration with parent-and-child accounts for junior riders and consent fields for under-18s, rallies published as recurring events with entries and payment taken in the same step, volunteer rosters for concession and arena party, an accreditations register for checks and certificates, and broadcasts that reach every family before they hitch the float. Annual membership and rally fees are paid online, with paid-until dates the board can see at a glance.
Equestrian club software has to fit how these clubs actually work: entries arrive by text, by email and on a note handed over at the float park, while the duty roster lives in a group chat nobody can search. Moving all of it onto one platform is the difference between a board that runs the club and one that chases it.
Rally days and gymkhanas without the paper chase
Publish the year's rallies as recurring events with exclusion dates, take entries and payment through registration forms, and sell gymkhana or open-day tickets natively on your own site. Families subscribe to a personalised calendar feed, so a cancelled rally updates their phones in seconds — and for the morning-of "fields too wet" call, SMS reaches everyone before they load the horse.
Duty works the same way. Publish concession, gate, arena-party and gear-check shifts for each rally, let members claim them, and see who has and hasn't filled a duty before the day — instead of begging in the group chat on Friday night.
Safety records that survive the season
Police record checks, first-aid certificates and coaching accreditations are recorded against each member with expiry dates, so the register shows who is current and who lapses before the next rally. Falls, injuries and near-misses go through structured incident reporting with a permanent, auditable record — not a paper form in the facility filing cabinet — and digital waivers capture rider acknowledgements at sign-up.
An equestrian club website beyond the facility noticeboard
Your public site runs on the same platform as your memberships and rallies, so dates, entry forms and news are never out of date. Build pages with the page editor, publish grading-day details and photo galleries, and put the team store — uniforms, saddle blankets, caps — one click from the homepage. Browse the template gallery or click through the live demo to see a live club site in full.
Free pony club management software to start
Every club starts on ClubHelix's free plan, with no time limit — your website and core admin cost nothing for as long as you want them. Paid plans add the bigger features, carry a 14-day free trial, bill on a 28-day cycle and can be cancelled any time; see pricing for what each tier includes. Rally fees and membership money settle directly to the club's own Stripe account — ClubHelix never holds your funds, and the platform fee is never surcharged to your members.
Ready when the board is
ClubHelix runs equestrian and pony clubs in Australia, New Zealand, the UK, the US, Canada, Ireland and South Africa. The typical starting point is a spreadsheet of riders, a duty group chat and a folder of forms — bring the rider list across, publish the next rally, and keep the old system alongside for a rally or two until the board trusts the new one. Talk to us if you'd like a hand, or start with the full guide to running a pony club — rallies, gear checks, gradings and the board year, end to end.
Features in your plan
Every plan starts free and includes the whole platform below — browse all features or compare plans.
Canvas page editor
A no-code, drag-and-drop club website editor. Your page, exactly as it publishes — click a section to edit it, drag to reorder, add new ones right where you want them.
Self-registration
Club membership software that handles the joining for you: online registration and season sign-ups on your own branded site, with email verification and optional admin approval.
Events
A club events calendar with one-off and recurring events — and ticket sales built in, so you never send members off to an external ticketing site.
Competitions
Leagues and divisions with published fixtures and game schedules, entered-once results, and ladders (standings) that compute themselves.
Team management
Team rosters with captains and jersey numbers, training sessions and practices with availability, and scoped access for coaches.
Broadcasts
Send a message to everyone, a role, or a custom segment of members.
Club shop
Run a club shop or team store: take uniform, kit and spirit wear orders online with variants, carts and order management — with GST handled properly on every sale.
Mobile app
A club app of your own — install-to-home-screen with your branding, push notifications and digital membership cards, no app store required.
Frequently asked questions
The questions equestrian club boards ask before signing up.
- Yes. Parents hold the primary account and link each child as a dependant, then register, pay and receive club emails for all of them from one login.
- Yes. The accreditations register records each credential with its expiry date, so the board can see at a glance which volunteers and instructors are current before rostering them onto a rally.
- Incident reporting is built in: log what happened, who was involved and what action was taken, with a permanent record the board can review — no more paper forms going missing.
- Yes. Update the event and broadcast the change by email, and send an SMS for time-critical calls like wet-field cancellations. Members who subscribed to the club calendar feed see the change on their phones too.
Can parents manage entries for more than one riding child?
Can we track Police record checks and instructor accreditations?
How do we handle falls and injury reports?
Can we cancel a rally at short notice and actually reach everyone?
More clubs like yours
ClubHelix isn't a single-sport tool — browse other sports we support out of the box.
Bring your equestrian club online in under 30 minutes.
Start on the free plan, then take a 14-day free trial of paid features when you're ready — nothing to pay today, cancel any time before the trial ends.