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RunClub HQ Docs

Running club management, built by runners, for runners.

Running a pilot
Going live
RunClub HQ

Running the club

The admin panel — members and households, subscriptions and renewals, payments, events, results and your club website.

Start with members and households

Day to day

The volunteer console — check-in, welfare, results and records, expense claims, support and Club at a Glance, mostly done on a phone.

Start with check-in

For your members

What a member sees when they join, take part and renew — and where the committee sends them for help.

See what your members see

Where to start ​

These docs are written for the people who run a club — a committee of volunteers, not a technical team.

  • Your club is trialling RunClub HQ. Start with Running a pilot: what a pilot is, what is deliberately switched off, and the order that keeps a trial safe.
  • Your pilot is going well and you want to launch. Read Going live: the readiness checklist we work through together, what changes at the moment of promotion, and how billing works afterwards.
  • You are already live. The guide covers running the club and the day-to-day work, the recipes are step-by-step how-tos for the jobs that come up most, and Your first renewal season is the calendar for the busiest fortnight of your year.
  • You are a member of a club, not on its committee. The member app is what you need — or ask your club for the help library inside it.
  • Your club has not started yet. Read on — everything here describes the product as it actually works — and the note at the foot of this page is the way in.

What a pilot is ​

A pilot is your club on the real platform, with your real members, before you commit to anything. It is free, normally 90 days, and we set it up for you — including migrating the member data you already hold. Online payments and bulk member email start switched off, your site is hidden from search engines, and a band across every screen says so.

Nothing about a pilot is a sandbox: the data is real, and it comes with you.

What going live means ​

At the end of a pilot we promote your club. The band disappears, your site becomes visible to search engines, the limit on member logins is lifted, and your subscription starts. Your data and configuration are untouched — going live is a switch we flip, not a migration you redo. Going live covers the checklist, the decisions and the prices.

Getting help ​

During a pilot you are supported directly by us, not by a helpdesk. Use the contact form at runclubhq.com/contact or reply to whoever set your club up — see Getting help for what to include and what to expect.

Once you are live, your committee reaches us the same way, and your members reach you through the support inbox inside the app — see Support.

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