Exeflow — All-in-One Sailing Club Management

The Brief

Sailing clubs across the UK manage an extraordinary breadth of operations — memberships, boat storage, racing programmes, social events, safety training, finances, and a public-facing website — typically using a patchwork of spreadsheets, standalone tools, and manual processes. The brief was to build a single platform that handles all of it.

The system needed dual authentication: a Filament-based admin panel for club officers and committee members, and a separate magic-link member portal where members manage their own details, boats, race entries, and payments without needing to remember a password.

The Approach

We built on Laravel 12 with Filament 3 for the admin interface, giving club administrators a powerful, consistent panel for every aspect of club management. The member-facing portal uses Livewire 3 for reactive interactions while keeping the infrastructure unified.

Stripe integration via Laravel Cashier handles all financial transactions — membership renewals, berth fees, event tickets, and shop purchases — with a single payment infrastructure. DomPDF generates invoices and statements.

The Build

The membership system supports multiple membership types with configurable pricing tiers, family linking, and automated renewal workflows. Members receive magic-link emails to access their portal — no passwords to forget, which dramatically reduced support requests during testing.

Race management was the most domain-specific module. It supports multiple handicap scoring systems, series management with configurable discard rules, automated result calculation, and crew tracking. Race officers enter finishing times and the system handles handicap correction, series standings, and trophy tracking automatically.

Berth and storage allocation manages the club’s physical estate — moorings, dinghy parks, boat storage areas — with waitlists, seasonal allocation workflows, and automated fee generation.

The e-commerce shop sells club merchandise, event tickets, and training course places with discount codes and member pricing. The crew finder connects skippers looking for crew with members looking for sailing opportunities, with matching based on experience level and availability.

The public website uses a CMS with a catch-all slug routing system — club officers can create pages at any URL path without developer involvement. Events, news, and results are published from the admin panel and appear on the public site automatically.

The Result

The platform consolidates what was previously five or six separate tools and processes into a single system. Club administrators manage everything from one login. Members have a self-service portal that handles the interactions that previously required emails and phone calls to the membership secretary.

The financial integration means the club has real-time visibility into revenue, outstanding fees, and membership status — information that previously required manual reconciliation of spreadsheets and bank statements.