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) – set how many meetings between repeats
  • Experience Mode – new speakers paired with veteran evaluators
  • Holidays auto-skipped, role opt-outs respected
  • Prioritize a speaker who needs the next slot – manual override anytime
  • 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

Meeting Types & Special Events

Not every meeting is a regular meeting.

Build templates for the meetings your club actually runs. Speech contests, demo meetings, officer installations, banquets – each gets its own role mix and slot count. Special Events skip role history so a contest doesn’t punish your speakers next month.

  • Modified Regular templates – pick which roles apply, set slot counts per meeting
  • Special Event mode – manual assignments, hidden from history tracking
  • Per-type overrides (2 speakers instead of 3, no Table Topics, etc.)
  • Event Admin permission so the contest chair can run their meeting
  • Reorder roles to match your agenda

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
  • QR code check-in for in-person guests – they scan, you get the lead
  • Instant email alerts to officers
  • Guest pipeline: New → Contacted → Visited → Joined

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 ({member_name}, {role_name}, {meeting_date}, etc.)
  • Schedule publish notifications when a new schedule goes live
  • Assignment change notifications – VP Ed, Toastmaster, and member each configurable
  • Toastmaster of the Week email access to coordinate their meeting
  • Manual “Send Now” option anytime

Pathways Tracking

Know who needs which speech.

Members log their Pathways progress – projects, levels, completion dates. Officers see the whole club’s progress at a glance. The scheduler factors in who needs speaker slots so members aren’t waiting six months for their next speech.

  • Per-member Pathways path and project tracking
  • Speech completion log with date, evaluator, meeting
  • Officer view of every member’s progress
  • Speaker prioritization for members who need a slot

Member Self-Service

Members handle their own stuff.

Absences, role history, volunteer signups – members do it themselves. No emailing the VP Ed because you’ll be out of town. No “what roles have I done lately?” questions in the parking lot.

  • Mark absences in seconds – single date, date range, or “every other week” recurring
  • Multi-club absence sync if a member belongs to more than one club
  • Volunteer for the Speaker Signup Pool to grab open slots
  • Full personal role history – every meeting, every role, every date
  • Submit feedback or requests to officers

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.

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
  • Reusable invoice templates for recurring dues periods
  • Track paid, unpaid, and overdue at a glance
  • Record offline payments (cash, check) in the same ledger
  • Treasurer handoff is instant – history stays with the club

Officer Tools

Built for officers who actually run the club.

Multiple officers, different jobs. OurClubHQ lets each one do theirs without stepping on the others. Permissions are granular, so the Treasurer doesn’t accidentally rewrite next month’s schedule.

  • Per-officer permissions – President, VP Ed, Secretary, Treasurer each get the right access
  • Holiday calendar – skip the meetings your club doesn’t hold
  • Role opt-outs – members can decline specific roles permanently
  • Mark Complete workflow for finished meetings
  • Import role history from Easy-Speak, TMClubSchedule, or CSV
  • Schedule archives – past schedules stay searchable
  • Member profiles with contact info, eligibility, and full history

Security & Account Control

Your club’s data, locked down.

Two-factor authentication, short session timeouts, and a privacy posture that takes member data seriously. Officers come and go – your data stays protected and portable.

  • Two-factor authentication (TOTP, Google Authenticator compatible) with backup codes
  • 4-hour session timeouts on all accounts
  • On-demand data export (CSV or JSON) – members, schedules, role history, absences
  • Account deletion with 30-day retention window
  • GDPR-aware privacy practices

API Access

For districts, power users, and integrations.

Pull your club’s data into spreadsheets, dashboards, or other tools. Districts can roll up stats across multiple clubs. Build the integration your club actually needs.

  • API key authentication with rate limiting
  • Member endpoints live; schedules and meetings expanding
  • Full request audit trail
  • Webhook support coming for real-time updates

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.