Oundle Town Rowing Club
How a community rowing club replaced spreadsheets, WhatsApp polls, and email chains with one system
Better Attendance
Saved Weekly
Adoption
How did OTRC switch from spreadsheets to Row HQ?
OTRC trialled Row HQ in September 2025. Week 1: data migration from existing spreadsheets and fleet/session config. Week 2: admin training and member invitations. Within two weeks 100% of the 120-member club had moved across. Six months in, weekly admin time is down from ten hours to one.
120+
Active Members
15
Boats in Fleet
6
Sessions per Week
Est. 1872
Founded
Before Row HQ
Oundle Town Rowing Club had grown significantly over the years, but their systems hadn't kept pace. With over 120 active members, 6 training sessions per week, and a fleet of 15 boats managed through manual booking processes, the administrative burden was overwhelming.
Spreadsheet Overload
Multiple Google Sheets for attendance, boat booking, membership - all constantly out of sync and difficult to maintain. It's a common problem with spreadsheet-based management.
WhatsApp Chaos
Important messages buried in group chats. Attendance polls that nobody responded to. Information scattered across multiple groups.
Crew Planning Nightmare
Coaches spent hours each week planning crews without proper coach tools, only for last-minute dropouts to force complete reorganisation.
Boat Booking Conflicts
Double bookings were common without a proper boat booking system. Paper sign-out sheets got lost or damaged. Arguments at the dock about who had reserved what.
"I was spending 10+ hours a week just on admin - chasing people for attendance, updating spreadsheets, managing WhatsApp groups. It was unsustainable."
Implementing Row HQ
OTRC started with Row HQ in September 2025. Within two weeks, the entire membership had transitioned from their patchwork of systems to a single, unified platform - complete with a dedicated member portal, admin dashboard, and white-label branding in their club colours.
Week 1: Setup & Data Migration
Row HQ team imported existing member data from spreadsheets. Boat inventory and session schedule configured.
Week 2: Admin Training & Member Invites
Committee and coaches trained on admin features. Members invited via email with simple setup instructions.
Week 3: Full Rollout
All members using Row HQ for attendance. WhatsApp groups transitioned to announcements only.
Ongoing: Continuous Improvement
Club now has complete visibility of operations through the analytics dashboard. Data-driven decisions for scheduling and fleet management.
"The migration was surprisingly smooth. We were worried about getting 120+ members to adopt a new system, but within two weeks everyone was using it."
Measurable Impact
Better Attendance Tracking
With one-tap attendance, response rates jumped from 60% to 100%. Coaches know exactly who's coming before every session.
Saved Weekly on Admin
The Secretary now spends less than an hour per week on admin that previously took 10+ hours.
Double Bookings
The boat booking system has eliminated all conflicts. Members book with confidence knowing availability is accurate.
Member Adoption
Every single member now uses the member portal for attendance, booking, and event registration. No holdouts.
"What used to take me 10 hours a week now takes about an hour. I genuinely don't know how we managed before."
Dig Deeper
Read more about the features OTRC relies on, including how to get the most out of training sessions and tips for keeping your fleet in top shape. Wondering how Row HQ keeps member data safe? Visit our security page. You can also browse screenshots of the platform, read testimonials from other clubs, or check our frequently asked questions.
Want the same results at your club?
Explore our full feature set, check the pricing, or book a demo to see it in action