Requirements checklist
What to ask for when choosing software for country clubs.
A checklist built from how country clubs work, to print or save as a PDF and bring to any supplier meeting.
What the software should cover
Tick each one that matters to your business.
- Membership and family records
- Dues and statements
- Facility and court bookings
- Dining and bar charges
- Events and function bookings
- Guest passes and access
- Committee reports
Roles that need their own access
Who logs in, and what each person may see or change.
- For the general manager and committee
- For the membership office
- For front desk and reception
- For food and beverage teams
- For coaches and sports staff
Reports to ask for
Ask to see each one with your own sample data.
- Members by category and status
- Dues paid, part-paid and overdue
- Facility use by court, tee sheet and hour
- Food and beverage sales and cost
- Function deposits and balances
- Guest visits by member
- Locker waiting list and levies
Systems it may need to connect to
Note which ones you already run.
- Point of sale at bar and restaurant
- Card payment gateway
- Accounting export
- Email and SMS
- Door and access control
Questions for any vendor
Put these to every supplier you are comparing.
- Can members see their own balance?
- How are spouse and junior rules applied?
- Does it connect to the bar till?
- Can the committee approve applications here?
- How do function deposits work?
- Can several people book at the same time?
- Can we move our member list over?
- Does it handle guest policy?
- What does it cost?
Where the work usually breaks today
Circle the ones you recognise. They set the order of the project.
- Charges reach the statement late
- Family and guest rules are applied by hand
- Facility bookings clash
- Dues are tracked in a spreadsheet
- Event deposits are not tied to a date
Prefer to talk it through? See the country clubs page.