One view across every club, without touching their member records.

What makes the governing body job hard

None of this is the interesting part of running a club. All of it is why the role is hard to fill.

• Emailing forty clubs for a participation count, then reconciling forty different spreadsheets.
• A funding acquittal due next month with no consistent numbers across the region.
• No way to know which clubs are behind on safeguarding without asking each one.
• Clubs — reasonably — unwilling to hand over member records so head office can count them.
• Comparing this season with last when half the clubs counted differently.

How ClubHelix handles it

The platform mapped onto the moments the governing body job actually runs on.

1. 1

   Affiliation

   Clubs affiliate into a hierarchy that models your sport as it really is — federation, national, region, sub-region, club — with each level keeping its own site, roles and data.

2. 2

   One definition

   Every club counts a member the same way, because the definition lives in the platform rather than in each club’s spreadsheet. Cross-club comparison stops being an argument about method.

3. 3

   Participation roll-ups

   Headcounts across every affiliated club, by season, by club, by tier — computed as aggregates in the database and returned as totals, never as rows.

4. 4

   Compliance oversight

   Coverage of safeguarding checks, accreditations and waivers, club by club, so the conversation with a club that is behind starts from a number rather than a hunch.

5. 5

   The funding return

   Region-wide participation and activity figures export as CSV or PDF, with the reporting period and the definition stated on the export itself.

6. 6

   The privacy line

   Enforced in SQL on the parent-admin check, not in a screen. A parent body cannot read a child club’s member records — affiliation is configuration, not control, and cross-club access requires an explicit role.

The reports you will live in

A handful of the hundreds in the catalogue — the ones a governing body opens most. Each states how it was calculated, so the number can be argued with.

Participation roll-up

Total participants across every affiliated club, by season and by club.

Compliance coverage roll-up

What proportion of each club’s people hold the checks your sport requires.

Affiliation status

Which clubs are affiliated, lapsed or pending across the hierarchy.

Activity roll-up

Fixtures, events and sessions run across the region.

Membership history roll-up

How participation has moved season by season across the whole body.

Club health scorecard

A comparable read on each club, on definitions every club shares.

See the whole reporting feature →

Frequently asked questions

Can we see individual member records at our clubs?+

No, and that is the point. Roll-up reports return aggregates computed in the database. A parent body gets totals; member rows stay with the club. If a club wants to give head office access to its own data, that takes an explicit role at that club.

What if some of our clubs are not on ClubHelix?+

You can hold them in the hierarchy as managed clubs so the directory and affiliation records are complete, and their reporting is whatever they send you. The roll-ups cover the clubs actually running on the platform, and say how many that is.

Is roll-up reporting on every plan?+

HQ roll-up reports are an Enterprise feature, because they only make sense for a body with affiliated clubs underneath it. Each individual club’s own reporting is available on every plan, including free.

Can we set standards our clubs have to report against?+

You can define the positions and structure clubs inherit, and see coverage against the compliance registers your sport requires. Enforcement is a conversation you have with the club — the platform gives you the number to have it about.