Clubspot Course

Dear ILYA member club,

Many of our clubs in addition to the ILYA are utilizing Clubspot to manage club functions: dues, social event registrations, scoring and regatta management. There are certainly a myriad of means to address all these issues. However, those in your club who have handled these functions have found it advantageous to utilize ONE platform to handle all these tasks. It optimizes your staff and time. It develops a cadre of volunteers who can cover all the functions of your club electronically. Lastly, it a luxury to develop a network of support amongst our nearby lakes to learn together whether it be website ease, ideas for parties, dues structure and categories. Local support and sharing – because we are all so similar – is invaluable.

Clubspot, located in San Francisco, is coming to Wayzata April 22-23 to provide individualized instruction, introduction or support. Clubspot was developed by sailors so they understand the aspects of running regattas. This will be held in conjunction with a Race Committee course conducted on Saturday. We invite you to bring several of your club’s integral personnel who handle the administration of your tasks – social chairs, sailing chairs, treasurer and website managers. Clubspot will have individual sessions for all these tasks so you may send the appropriate person at the designated time. It will be easy to also have one person take the information back for those at your club. This program is intuitive, easy to administer and quick to implement. All clubs are invited to come to hear and meet individually with the Clubspot CEO, programmers and salespersons to give you the time you need to review this company. You do not have to be a current user to attend --- ALL ARE WELCOME!

Personally, the ILYA has been utilizing Clubspot for five years and Lake Beulah has been with them since its inception as the product known as Regatta Toolbox. USODA and the 420 class utilize them as their class administrative platform. Below are the functions. You may utilize all or some. 

• Membership dues collection – intuitive setup; full amount or partial payment collection capability;
• Social Event registration and promotion – individual chairs of social events now have immediate access to reservation lists and other data; cutoff dates, multiple selections in menu choices
• Point of Sale – POS – Bar items are listed now making recording payment, tracking inventory easy. Your store can be managed through Clubspot – the ILYA utilizes this feature.
• Scoring – can now be performed on the water on mobile device; no retyping of registration entry, exportable lists, easy categorization for the MC or Opti multiple subclasses. Of course, you may score on land also. Scores are posted automatically when publish button is hit. No copying links over with every additional race.
• Credit card processing with instantaneous viewing of payments made. Easy refund processing. Registrations may also be applied to house accounts for later charge or check payment
• Text or email ease for those entered in a regatta or to those reserved for social events
• Capability to assign multiple admins so treasurer, social chair, bar manager and accountant may all see data
• Sailing school (camp) registration with ease – collection of fees, again a means to text or email registrants
• Accounting – automatic invoicing at your desired frequency, deposits within 48 hours depending on your bank, processes ACH (.08%) and credit card payments (2.9% for non charitable). Rates are set by banking system. Easily accessed reports and filtering. Syncs with Quickbooks online through your bank and Stripe processing. With some added labor, you may have more automated deposit info into Quickbooks.
• Website – the ILYA website is Clubspot. View here. Adding events into the regatta or reservation system results in an autogeneration of a calendar eliminating duplicate copying of links and dates.

Two Day seminar – attend one or two days

Preliminary Agenda

Saturday, April 22

8:30 – 10:00  Regatta management

10:15-12:00   Club membership tasks - Invoicing, club accounts, membership data collections

12:-1:00 Lunch with RC and Clubspot attendees.

1:00- 2:30 Point of Sale – your bar, store and other products you sell

2:45-4:15 Website management - calendar

Sunday, April 23

8:30 – 9:30 Accounting

9:30-10:30 Restaurant, catering and facility assignments

10:45 – 11:45 What do you need, what features will enhance your experience, individual consultation with Clubspot or a review of prior sessions with those with experience in their local clubs with your questions.

12:00 Lunch windup for Clubspot informal questions. 

Write us to tell us your area of interest if you plan to attend a shortened session. Clubspot will endeavor to customize the day to your preferred topics.

You do not have to be a Clubspot "customer" or an ILYA member club to attend. The program is $50 but that is only for the meal and break amenities.