Rowing program admin software
Athlete database, attendance stats, fleet tracking, and AD-ready financial reports. Everything your program directors need, replacing scattered Google Sheets and GroupMe threads.
What does the Row HQ admin dashboard do?
The admin dashboard is where ADs, program directors, and head coaches run the program. One screen shows roster numbers, practice attendance trends, shell utilization, outstanding dues, and upcoming regatta entries. Drill into any number to see the underlying athletes or practices, export AD-formatted reports to CSV, generate Title IX participation summaries, and set automated dues reminders so chasing payments and waiver renewals stops eating coaching time. Built FERPA-aware so athlete records stay protected.
What's in the dashboard
Real data about your program, available when you need it. See how clubs like Oundle Town RC use these insights - the same workflows apply to US scholastic and collegiate programs.
Athlete Management
Contact details, eligibility status, USRowing waivers, medical flags, and squad assignments (varsity, JV, novice, masters) for every athlete. Athletes update their own info through the athlete portal; parents update theirs through linked accounts.
Dues & Financial Overview
Stripe and ACH dues collection, outstanding fees, and revenue trends - exportable in AD-friendly formats for budget meetings and 990 filings.
Practice & Attendance Analytics
See which practices athletes show up to and spot attendance trends early - critical input for Title IX participation reporting.
Fleet Management
Shell usage logs, rigger maintenance schedules, and damage reports across hulls, oars, and ergs.
Communications
Message specific squads, athletes, parents, or the whole program, with automated dues and waiver-renewal reminders.
AD Reports & Exports
Export AD-ready reports for athletic department meetings, USRowing membership returns, Title IX participation summaries, and grant applications. All data is kept FERPA-aware and CCPA-compliant.
Numbers, not guesswork
Row HQ tracks what's happening across your program and gives your AD and head coach the numbers they need for better decisions. Assistant coaches can also access the data relevant to their squads.
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Roster Trends
Track recruiting, retention, and attrition by squad, gender, and class year - the data ADs ask for at every program review
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Practice Popularity
Which practices get full attendance? Which need a coach's attention?
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Equipment Usage
Which shells are overused? Which sit on the rack?
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Revenue & Dues Forecasting
Predict program income based on roster and renewals, ready for AD budget conversations
Program Health Score
Automated reminders
Row HQ handles the routine stuff so coaches and program directors can focus on athletes and lineups. Combine with white-label branding for a fully professional setup that matches your school or club.
Auto Renewals
Automatic dues and waiver reminders sent at 30, 14, and 7 days before expiry
Onboarding
New athletes and parents get welcome emails and FERPA-aware setup guidance automatically
AD Reports
Generate AD and Title IX reports with one click
Alerts
Get notified about issues that need attention - missing waivers, overdue dues, equipment damage
Which KPIs does the rowing program admin dashboard track?
A snapshot of the key metrics program directors and coaching staff see at a glance, what each one tells you, and where the data comes from.
| KPI | What it tracks | Where it sources from |
|---|---|---|
| Athlete retention rate | Percentage of last season's athletes who returned for the new season | Roster renewals processed via the athlete portal and Stripe |
| Practice fill rate | Average attendance vs available spaces across all practices | Practice sign-ups and attendance marks from coaches |
| Dues collection rate | Percentage of dues and fees paid on time vs outstanding | Stripe payments, manual payment records, automated reminder cycle |
| Fleet utilization | Hours each shell is on the water vs idle, plus damage flag count | Boat reservation records and damage reports submitted by athletes |
| Training adherence | How consistently V8+ and 2V8+ athletes attend committed practices | Attendance log per athlete across the rolling 12-week window |
Example KPIs and data sources. Actual figures depend on your program's configuration and history.
Also works with
Practices
Create and manage practice schedules from the admin dashboard. Also tracks regatta entries and travel.
Boat Reservations
Manage fleet inventory and rigger maintenance schedules across hulls and oars
White Label
Customize branding and appearance to match your school or club from admin settings
Related reading
- Keeping your fleet in top condition
- Getting practices sorted
- Why every rowing program needs an athlete portal
- Membership management software for rowing programs
- USRowing affiliation tools and Title IX reporting
Have questions? Check the FAQ, read what other programs say, or view pricing.
Rowing program admin software FAQs
How head coaches, ADs, and program admins use the Row HQ dashboard.
Rowing program admin software is the back-office system that handles everything a head coach or athletic director used to do in spreadsheets and email - athlete rosters, dues collection, attendance reporting, fleet utilization, regatta entries, USRowing membership returns, and Title IX participation tracking. Row HQ rolls all of that into a single admin dashboard where coaches and AD staff log in, see the metrics that matter, and run the reports they need without touching a spreadsheet. It is built around the way US programs actually run - varsity, JV, and novice in one system.
The admin dashboard tracks athlete retention by class year and roster level, practice attendance and fill rate, dues payment status, fleet utilization per shell, regatta entries and results, physical clearance expirations (medical, concussion, water safety), and revenue versus expenses against the program budget. Each metric drills into the underlying records, so a "dues outstanding" number on the home screen takes one tap to see the actual list of athletes who owe money. The dashboard refreshes in real time as athletes confirm practices, pay dues, or update their profiles - so coaching meetings work off the latest figures, not last month's.
Yes. The system generates USRowing membership returns, regatta entry CSVs (HOCR, IRA, EARC, USRowing Youth Nationals, RegattaCentral), and Title IX participation reports in the exact format the relevant body expects - so a coach or AD staffer can run the export, download the CSV, and drop it into the right portal in five minutes rather than the usual hour of reformatting. The exports cover athlete counts by gender and roster level, NCAA participation hours, and clearance holders. Custom CSV exports are also available for AD reviews and end-of-season reports - ready in a couple of clicks.
Yes - in a useful, conservative way. The dashboard projects monthly dues revenue based on current active athletes and their billing cycles, plus expected new athletes from the trial pipeline. It flags renewal risk (athletes who have stopped attending and are likely to drop the program) so coaches can intervene before someone leaves. It does not pretend to be QuickBooks - we leave proper accounting to the accountancy tools - but it gives the program coordinator a credible view of the next quarter's dues income, which is enough for budget planning and the AD's annual financial review.
The system tracks each athlete's membership period and sends a renewal reminder a configurable number of days before expiration (default: 30, 14, and 3 days out). The first reminder is friendly ("dues are due soon, here is your renewal link"); later reminders escalate. If the athlete does not renew by the cutoff, the system automatically marks them inactive (they lose app access) and the coach sees an alert. Athletes and parents can pay direct from the renewal email via Stripe or ACH - the choice is per-program. No more head coach chasing thirty dues by hand at the start of the season.
Try it free
See what your program's data looks like in the dashboard