One connected system for members, dues, bookings, dining and events.
Manage membership applications, family records, dues, tee time and court bookings, dining charges, guest passes, locker rentals and function bookings in one system. Each member has a single account that every department posts to. The office, the kitchen, the coaches and the committee read the same record. One statement goes out each month.
- Member categories, dues and house rules entered the way the club applies them
- Member lists, family links and open balances carried across
- Changes to rules and categories made by GullySystem staff on request
Country clubs and members’ clubs manage membership, dues, tee and court bookings, dining charges and functions in Country Club Management Software, which GullySystem configures around the clubhouse. Each member has one account with family links, guest allowances and every charge from the bar, the pro shop and the events team. A single statement is issued.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Application
A prospect applies with a sponsor. The membership office records the details, the category sought and whether a debenture or entrance fee applies.
- 2
Committee decision
The application goes to the committee list. The decision, the date and the joining fee due are recorded, along with any sub-committee remarks and the sponsor’s name.
- 3
Membership and family
A member number is issued and the spouse, children and other dependants are linked, each with the rules of their class, handicap record and locker allocation.
- 4
Use of the club
Tee times, courts, rooms and lessons are booked. The bar, the kitchen and the pro shop post charges to the member number, and the starter reads the sheet at the first tee.
- 5
Statement and collection
One statement carries dues and all charges. Overdue balances are listed oldest first, with reminders sent from the office, so the secretary never chases by phone alone.
- 6
Renewal or resignation
Renewal dates are tracked. A resignation closes the account only after the last charge, locker fee and levy are settled, and the member number is retired.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Contact & Account Management
Each member, spouse and dependant is held under one account, with class and joining date, so rules apply to the right person.
- Workflow and Approvals
An application moves from sponsor to committee, and each decision is recorded with its date before the member number is issued.
- Subscription Billing
Annual dues and instalments are raised on set dates by category, and a part-paid or overdue account is flagged for the office.
- Resource and Room Booking
Courts, rooms and the pool are booked by slot, with member priority windows and guest limits applied as the booking is made.
- Point of Sale Billing
Food and drink are rung at the till and posted to a member number, with a signed slip or a card on file.
- Appointment Scheduling
A coach’s diary holds lesson and clinic slots, and attendance is marked so the club can bill the member or the junior’s parent.
- Receipts Management
Every payment by card, transfer or cash is receipted against the account and shown on the next monthly statement.
- Dashboards and KPIs
Member counts, resignations, dues owed and food cost are shown on one page, drawn from the entries staff already make.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For the general manager and committee
See member counts, dues owed, facility use, food cost and function income, and read the waiting list before each committee sitting.
For the membership office
Handle applications, family changes, renewals, locker allocations and resignations on one record.
For front desk and reception
Book tee times, courts and rooms, check guest passes and answer a member’s balance query at once, all from the same screen without calling the office.
For food and beverage teams
Post charges to member numbers, manage function menus and see marquee and banquet deposits held.
For coaches and sports staff
See lesson schedules, attendance, handicap entries and starter sheets. Add charges for the club to bill, so the coach never keeps a private tab.
The numbers the owner asks for.
- 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
Who this is built for.
- Country clubs with golf, squash, dining and social events
- Members’ clubs with a committee and a joining process
- Racquet, swimming and fitness clubs attached to a clubhouse
- Clubs that rent a marquee or banquet hall for weddings and dinners
- Boards that need a clear picture of dues, levies and costs
When it is not the right choice.
- A club with fewer than a hundred members and one bar can run on a ledger and a committee book.
- Venues that only sell gym access will find Gym Management Software closer to their needs.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- Point of sale at bar and restaurant
- Card payment gateway
- Accounting export
- Email and SMS
- Door and access control
Questions owners ask before a demo.
Can members see their own balance?
Yes. A member signs in to see the account, past statements and booked facilities. Staff see the same figures, so a query at the desk is answered from one screen.
How are spouse and junior rules applied?
Each person on an account carries a class, and the class decides which facilities, hours and guest rights apply. A junior turning of age changes class on a set date.
Does it connect to the bar till?
It can, if the till can send charges. The link is scoped with the till supplier during implementation. If it cannot, charges are entered from a daily summary.
Can the committee approve applications here?
Yes. The application, sponsor and fee are listed for the meeting. The decision is recorded, and the membership office then issues the member number.
How do function deposits work?
A date is held against a quote and a deposit. A cancellation follows the terms on the quote, and the balance is billed after the event with the final guest count and menu changes.
Can several people book at the same time?
Yes. A tee time or slot taken at the desk disappears for members booking from a phone. Clashes are blocked as the booking is made.
Can we move our member list over?
Yes. Members, dependants, handicaps and unpaid dues are imported from your sheet, and the membership secretary compares the totals with the old ledger before the first statement run.
Does it handle guest policy?
Yes. A guest is recorded with the host and the date, and the visit counts against the member’s allowance. A manager may approve an exception.
What does it cost?
Cost depends on membership size, facilities and modules chosen. You see the member account and statement working on sample data, then receive a written proposal.
Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.
Businesses that use this.
Related products.
See Country Club Management Software with your own data.
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