Rowing Club Software FAQ

Row HQ is the operating layer for a US rowing program: junior club, scholastic crew, NCAA squad, or masters group. The platform covers practice scheduling, equipment sign-out, regatta logistics, and routine athlete-and-parent comms in a single tool. Browser-based, runs anywhere. Walk through every module on the features tour.

Nothing to install. Row HQ is a Progressive Web App (PWA), so it loads in any browser. Athletes can add it to their home screen for an app-like experience, but that is optional - the browser version has every feature. Sample screens are over in the screenshot gallery.

Smaller junior programs are usually live within an afternoon: setting up squads, hulls, and the regatta calendar takes around half an hour. Pulling rosters from a school SIS export, a TeamSnap CSV, or a GroupMe member list adds another day or two. Onboarding sessions with a real human are included at every plan tier.

Built around them, in fact. The same instance handles a 35-rower learn-to-row club, a Saugatuck-style 200-athlete junior crew, and a college varsity squad without changing tier. Parent visibility, AD-facing rollups, and Title IX participation tracking are first-class - they work the moment you turn the squad on, no plug-ins required.

Plans are billed monthly in USD and step up with active athlete count. Programs with up to 20 active athletes sit on the always-free plan - full product, no card. Above 20 you pay a flat monthly band tied to your active athlete count, with every feature included on every band. The band numbers live on the pricing page; ping us for a school district or NCAA conference quote.

Better than a trial - programs with up to 20 active athletes use the full product free, for good. No card, no time limit. When you grow past 20 you move onto a flat monthly band, with every feature included on every band. Spin one up at get started.

Not one. Pricing is the monthly subscription only - data migration, video onboarding for staff, and the white-label setup if you need it are baked in. No implementation invoice ever lands on your AD's desk.

Month-to-month, no minimum term. If the program decides to wind things down or move elsewhere, billing stops at the next cycle and we hand back a full export of athletes, lineups, attendance, and dues records. Nothing held hostage.

It does. Programs running through a school AD can route certain charges through the athletic department's own billing system while collecting other fees - apparel, training trips, regatta travel - directly from families. Each charge is tagged AD-billed or family-billed at creation, so reconciliation is straightforward.

Stripe handles the payments layer, with both card and ACH bank-transfer rails enabled. Coaches and treasurers see a live paid/unpaid roster, automatic chase emails kick in on a schedule you control, and end-of-month financials drop straight into a CSV the AD or board treasurer can paste into their reporting.

Every athlete record carries squad, gender identity, and class-year fields, which feed straight into a Title IX participation roster shaped for EADA submission. The AD pulls the headline numbers - male and female athlete counts, dual-sport flags, financial aid splits where applicable - off a dashboard rather than reverse-engineering them out of a spreadsheet at midnight.

Parents get a parent role linked specifically to their child. They see practice times, regatta entries, lineup placements, travel logistics, and waiver status for that athlete, and nothing else. No squad-wide visibility, no other families' contact details - the boundary is enforced at the database level, not by hiding UI.

White-label is a checkbox. Drop in your program logo, the school or club color codes, and a custom subdomain (something like crew.yourschool.org or yourclub.rowing) and athletes and parents log into something that looks like the program, not a generic SaaS tool. Walk through it on the white label page.

Roles are layered, not flat. The head coach and AD share full administrative reach via the admin dashboard. Assistant coaches operate inside the coaching workflow for their squad: lineup assembly, practice notes, attendance taking. Athletes and parents see only their own slice through the athlete portal.

A single program instance can carry varsity, JV, freshman/novice, lightweight, and a masters wing on the same login. Each squad gets its own coach roster, calendar, fleet allocation, and dues tier. The AD view rolls them up; the squad view stays clean for the people running each group day-to-day.

TLS 1.3 in transit, encryption at rest, automated daily snapshots, and granular role-based access controls. Every record view is logged. Full architecture summary lives on our security page.

For scholastic and collegiate programs, Row HQ acts as a school official with legitimate educational interest. That means student records - rosters, grades-eligibility flags, academic-related communications - are scoped to authorized coaches, the AD, and the student or eligible parent. Every record access produces an entry in the audit log so a FERPA records request can be served quickly.

California residents (or a parent acting for a minor) hit a one-click data-rights flow inside the athlete portal: download my data, delete my account, opt out of sale or sharing. Verified CCPA and CPRA requests land in an admin queue and are completed within the 45-day window the statute sets, with the response packet generated automatically.

Inside the United States, on infrastructure that keeps athlete records under US jurisdiction. Daily off-site backups run to a second US region for disaster recovery. Latency for programs from Boston to Seattle stays under typical SaaS norms.

Permission is least-privilege by default. A varsity coach sees their varsity squad. The AD sees the program. The athlete sees themselves; the parent sees their kid. Anything beyond that has to be granted explicitly, and the granting itself is logged.

The most common migration. Send across whatever you already keep - the master roster, the dues tracker, the equipment inventory tab, even the messy attendance sheet - and our team imports them, reconciles duplicates, and hands you a clean program. Migration sits on the included tier, no upcharge. The spreadsheets comparison walks through what you actually gain by switching.

TeamSnap, SportsEngine, RegattaCentral exports, custom-built FileMaker tools, even Notion roster pages - if you can produce a CSV, we can map it. We sit on a screenshare with your program admin during the import to confirm the field mapping before going live. Get in touch with whatever you have today and we will scope it for you.

Onboarding is a real video session, not a knowledge-base link. Coaches get a workflow walkthrough; the AD gets a separate session focused on participation reporting, dues oversight, and the audit trail. Short on-demand videos and a written manual cover the rest, ready for you to forward to athletes or parents.

Open data, always. CSV or Excel export covers athlete records, full attendance history, every lineup ever set, dues and payment ledgers, and regatta entries. Triggered on demand, no support ticket required, and the export is structured so it loads back into a spreadsheet workflow if that is where you are heading.