Your members, clubs and association tools working together in one connected platform.
Built around the work you do
More support for your team. More connection across your sport.
Running an association means looking after members, supporting clubs and keeping a lot of information in order. ClayHQ brings those responsibilities together, helping your team spend less time moving between systems and more time supporting the sport.
We work with you to understand what your association needs, connect the right tools and keep improving them as those needs develop.
Tools for associations
Six areas of support. One connected platform.
From member records to club paperwork, the association portal brings these tools into a shared workspace. We help you choose and set up the areas that fit your association.
Memberships
A clearer picture of your members.
Keep membership records, applications and history together, connected to the people and clubs already in ClayHQ. Give your team a consistent place to manage the membership work that keeps your association running.
Manage member numbers, membership types, plans, home clubs and expiry dates.
Process staff-assisted applications and record renewals, status changes and membership history.
Use those same membership records for targeted communications and reporting.
Communications
Reach the right members and clubs.
Prepare association-branded emails using your connected member and club records. Share news, meeting notices and updates without maintaining a separate mailing list each time.
Choose member audiences by status, expiry, home club, membership plan or location.
Contact affiliated clubs through their nominated association contacts, main contacts or club inboxes.
Reuse templates, save drafts, schedule emails and follow delivery history, with unsubscribe preferences respected.
Club Management & Support
Stay connected to the clubs you support.
Bring affiliated club information into one place so your team can find the right contact, understand the club network and provide practical support. Clubs remain connected through their own ClayHQ portal.
Find affiliated clubs, locations, contact details and key contacts in a searchable directory.
View association membership counts by home club and linked club event information.
Support clubs with shared resources, direct communications and document requests through connected tools.
Governance & Documentation
Less chasing paperwork. Clearer follow-through.
Give clubs a clear way to receive requests, access association resources and lodge paperwork through their existing Document Vault. Your association can see what has arrived and what still needs attention.
Request documents from selected clubs, with instructions, due dates and supporting resources.
Review submissions, accept documents or request changes while retaining submission history.
Share versioned policies, forms and templates, and send reviewed reminders for outstanding requests.
Reports
Turn day-to-day records into useful information.
Prepare a clearer picture for your board or committee using the membership and governance records your team already maintains. Spend less time bringing separate spreadsheets together before a meeting.
Review membership summaries and membership breakdowns by home club.
Follow recorded joins and renewals, alongside outstanding, overdue and reviewed governance requests.
Filter the available reports and export complete results as CSV files or association-branded PDFs.
Training
Help your people feel confident using ClayHQ.
Give staff and volunteers a place to find published guides, practical help and downloads. The Training & Help centre brings existing learning resources together, making it easier to get started and support your clubs.
Explore Getting Started, Membership Management, Event Training, Supporting Your Clubs, and Guides & Downloads.
Find published guidance for the Event Builder and Run Event Console, including registrations, squads, scoring and results.
Search learning resources and access your association’s published documents alongside relevant guides.
Associations, clubs and competitors
One connected platform. One shared database.
The real benefit comes from the tools working together. Your membership records inform your communications and reports. Club document requests connect to the Document Vault. Published resources support training and day-to-day club administration.
Enter it once. Put it to work.
Connected member and club records support communications, reports and day-to-day administration, reducing repeated entry and separate lists.
Keep the right people connected.
Associations, clubs and competitors use their own portal, with access controlled by their role, permissions and relationship to the information.
Build on what is already there.
Shared documents, published guides and recorded membership history feed the relevant tools, giving your team a more consistent way to work.
Working with your association
Let’s shape the tools around your needs.
Every association has its own structure, priorities and ways of supporting its clubs. We want to understand yours. Whether you need to bring memberships into one place, improve communication or make club paperwork easier, we can work through it together.
01
Understand your association
We start with your membership structure, the clubs you support and the jobs that take up your team’s time.
02
Bring the right tools together
We work through the relevant modules, branding, access and workflows with you, and plan how to bring your existing records across.
03
Keep developing together
Your feedback helps shape priorities. Where you need something more, we discuss what is possible and agree the next steps together.
What would make life easier for your association?
Tell us about your members, your clubs and the work you want to simplify. We’ll show you how ClayHQ can help and discuss what comes next.
