Everything your club needs.
Nothing it doesn’t.

OurClubHQ replaces the spreadsheets, email chains, free website builders, and napkin notes your club has been stitching together. Here’s what you get.

Fair Scheduling

Fair scheduling you can see. And prove.

OurClubHQ assigns roles using your club’s full participation history. The algorithm picks whoever has waited the longest — every time, no exceptions. When someone asks “why did John get Speaker again?” you’ll have an answer.

  • Longest-gap fairness for every role
  • Major role gap protection (TM, GE, TTM)
  • Experience Mode – new speakers paired with veteran evaluators
  • Import history from Easy-Speak, TMClubSchedule, or CSV
  • Every decision is explainable

One-Click Confirm & Speaker Pool

No more email tennis.

Members get an email with two buttons: Confirm or Decline. One click, no login required. If a speaker declines, the Speaker Signup Pool fills the slot automatically; you don’t have to chase anyone down

  • One-click confirm/decline from email
  • No login needed – secure magic links
  • Speaker Signup Pool auto-fills open slots
  • Open roles are claimable by eligible members
  • You stop being the middleman

Club Websites & Visitors

Your club’s website builds itself. Visitors don’t slip through the cracks.

Every club gets a public site at yourclub.ourclub.site – zero maintenance. Meeting times, officers, and schedules update automatically.
Customizable sections of website to make it uniquely yours!
When a visitor submits the contact form, officers get notified instantly and the guest enters a tracking pipeline.

  • Customizable Sections
  • Schedule, officers, and meeting info always current
  • Built-in visitor contact form
  • Instant email alerts to officers
  • Guest pipeline: New → Contacted → Visited → Joined

Club File Storage

Your documents live where your club lives.

Club minutes, role guides, contest rubrics – officers upload them once and everyone who needs them can find them. Create folders, control who sees what, and stop emailing attachments back and forth. When the next secretary takes over, the files are already there.

  • Folders with member or officer-only visibility
  • Designate one folder for member uploads
  • 10 GB included – more than enough for most clubs
  • Secure CDN delivery with expiring download links
  • No more “can someone resend that PDF?”

Dues & Invoicing

Collect dues without the awkward reminders. (Launching April 2026!)

Create invoices, send them by email, and let members pay with a card. The treasurer stops chasing Venmo screenshots and the club stops guessing who’s paid. Every payment is tracked in one place – no spreadsheet required.

  • Send invoices to individual members or the whole club
  • Members pay online via Stripe
  • Track paid, unpaid, and overdue at a glance
  • No manual reconciliation or side-channel payments to track
  • Treasurer handoff is instant — history stays with the club

Automated Reminders

Set it up once. It reminds everyone for you.

OurClubHQ sends meeting reminders automatically – pick how many days before, customize the message,
and let it run. When assignments change, affected members get notified. The Toastmaster of the Week gets temporary email access to coordinate.

  • Configurable reminder timing (1-4 days before)
  • Custom email templates with smart placeholders
  • Assignment change notifications
  • Toastmaster of the Week email access
  • Manual “Send Now” option anytime

Everything in One Place

Replace the five tools you’re juggling with one.

Members, schedules, websites, visitors, files, dues, Pathways tracking – one login, one source of truth. Invite members by email. Store club documents. Send invoices. When the next VPE takes over, they log in and everything’s already there.

  • Member invitations, absences, and role eligibility
  • Multi-club support – switch between clubs in one account
  • Pathways education tracking
  • Role History

Run your next meeting in 15 minutes.

Your next schedule could take 15 minutes instead of 3 hours.
Try it free for 45 days. No credit card. No commitment.

Try it free for 45 days

Still unsure? Let’s talk. Contact Us.