www.myclubhq.golf
Who is AEVUS
Aevus is the software company behind MyClubHQ. We’re a tech spin-off from
Worldspan Events, a globally recognised events agency with 50+ years of operational
excellence. We turn decades of complex logistics into clean, reliable club technology.
Our team of engineers, product specialists and project managers builds secure,
API-friendly tools that slot into your ecosystem and scale with your club. Beyond golf,
we also develop other SaaS platforms - including an association management
system (AMS) and a task-management solution used by leading brands, such as in
over 600 UK service stations. We’re practical, fast, and focused on what matters:
better member experiences and stronger clubhouse performance.
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CONTENTS
Introduction - MyClubHQ
for Golf Clubs
Personalised Website
and Member Portal
Membership CRM
Tee Sheet & Bookings
Competitions & WHS
EPOS & Pro Shop
Accounting Integrations
Other Integrations
& Ecosystem
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Community Forums
and Groups
Private Events
& Society Days
Mobile App
Reporting & Analytics
Payment Processing
Email Marketing
Roadmap to Success
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AN INTRODUCTION TO MYCLUBHQ
Built for golf. Powered by Communit-Us.
MyClubHQ is a golf-first membership and operations platform, shaped by the day-to-day
realities of club managers, frontline staff, and members. It turns real operational pains into
clear, repeatable workflows for tee bookings, competitions, memberships, EPOS, events, and
payments - all in one place.
MyClubHQ brings every touchpoint - memberships, tee times, competitions, events,
community, and payments - into one simple, scalable platform. Born from Communit-Us, it
pairs a best-of-breed integration philosophy with a flexible, API-friendly core, so you keep
the tools you love and connect the ones you need. Configure rules once (members, guests,
societies), automate the admin, and let your team get back to great golf experiences.
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Streamlined Membership Management
Greatly reduce manual processes.
Automate renewals, send reminders, and track payments with ease,
giving you more time to focus on growing your club.
Society Days & Club Events
From first enquiry to rebooking, manage golf days, charity days and
seasonal functions in one flow A self-service portal lets the booking
lead add guests, set dietary needs, and manage pre/post-golf meals;
when the window closes, final lists auto-route to F&B, and other relevant
departments..
Year-Round Mobile App
With our fully integrated mobile app, members can access and book tee
times and competitions, view seasonal events, network with peers, and
stay connected with your club 365 days a year – providing additional
value for money.
KEY BENEFITS
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Personalised Communication Tools
Keep your members informed with personalised communications that
resonate. Schedule emails, then track, and analyse engagement for
every message
Robust Analytics & Reporting
Track success with in depth analytics and reporting features,
allowing you to make data driven decisions to improve your
clubs’s offerings.
Comprehensive Financial Management
With seamless payment processing and financial management features,
easily track transactions, generate reports, and manage your budget
without hassle.
MORE BENEFITS
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MyClubHQ provides a modern solution for every aspect of club
management - whether it’s managing members, running competitions
and year-round events, engaging your community, or handling finances.
With tools that simplify operations, personalised communication features,
and a year-round mobile app, MyClubHQ helps your club thrive.
Discover how MyClubHQ can elevate your club management.
Contact us today to get started!
ONE MODERN SOLUTION
FOR EVERY NEED
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PERSONALISED WEBSITE AND
MEMBER PORTAL
Behind MyClubHQ is a team of highly skilled developers and designers ready
to offer a community feel to your new platform, creating and personalising each
club’s brand.
Why is this important? A community comes to know and love a trusted environment,
something they can recognise, and we are on hand to create just that.
FEATURES
Personal Member Home
A tailored dashboard that displays upcoming tee times, competition entries, notices, course
status, statements and key documents.
Bookings & Competitions Hub
Unified tee-time and comp entry with guest/partner add-ons, waitlists, draw visibility, start sheets,
and live results - kept in sync with back-office rules.
Content Control
Keep your site fresh without the wait. Admins can edit pages, news, galleries, and fixtures
in seconds - no protracted IT requests, just intuitive tools and user friendly editing options.
Targeted Comms & Offers
Send the right message to the right golfers - segments by category, handicap band, recency, or spend.
Automate reminders, renewal nudges, and post-round follow-ups with consent handled transparently.
Mobile-First, App-Connected
A fast, responsive site that pairs with your club app for push alerts (course status, weather holds, offers)
and frictionless access on the go.
Secure Self-Service
Members manage profiles, privacy and consents, view balances, download invoices, and manage bookings
- protected by role-based access and audit trails to reinforce trust.
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PERSONALISED WEBSITE AND MEMBER PORTAL
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MEMBERSHIP CRM
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MEMBERSHIP CRM
Membership management in one centralised, easy to use location.
Our motto is designed with you and your community in mind, to ‘engage, analyse
and grow’. We want your membership to be able to do just that, with tools designed
to scale up, interact with and develop your membership database with ease.
FEATURES
Everything about a golfer in one place
Membership type, contact details, notes, documents and consents - plus
a link to their handicap record - so admins can sort things quickly.
Apply online, approve in clicks
New members apply on the website. Applications land in an approval list with simple steps
and checks. Move people from “applied” to “active” without email ping-pong.
Renewals that run themselves
Automatic reminders, instalment options and pre-authorised payments (card or Direct
Debit) keep memberships rolling. The system follows up on missed payments for you.
Company & group memberships made easy
A single lead account manages multiple golfers - add or remove people,
choose their categories and pay on one consolidated invoice.
Built-in workflows and notifications
When something needs doing - ID needed, payment failed, document
due - the right person gets a nudge. Tasks are tracked so nothing slips.
Comprehensive Data Analytics
Advanced dashboards and visualisations for detailed analysis of
member data, providing valuable insights to enhance decision-making.
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TEE SHEET & BOOKINGS
Designed in consultation with club operators, MyClubHQ delivers a modern,
purpose-built tee sheet.
It balances a smooth member experience with clear operational control - fair access
at busy times, flexible setup for different course layouts, and calm, predictable days
for staff. The features below show how it adapts to your rules while cutting admin time.
FEATURES
Fair rules that fit your club
Set booking windows, quotas and categories for members, guests and societies.
Reduce no-shows with caps, deposits and simple deterrents.
Live availability on web and app
Everyone sees the same tee times in real time, with instant confirmations, change alerts
and optional waitlists.
Multi-course availability
Configure tee sheets across one or more courses: 9/18/27-hole play, rolling starts, front/back
starts, smart gaps for pace-of-play—template once, reuse for everyday bookings and roll-ups.
Pricing that responds
Weekday/weekend, seasonal and time-of-day rates, plus member/visitor pricing. Take deposits and
control balance deadlines.
Timed releases with reservation holds
For premium slots, schedule releases and apply a short reservation hold timer so each golfer gets a fair shot
- when a time is selected, it’s held briefly while they complete checkout.
Anti-hoarding controls
IP/session checks and single-active-session protection prevent multiple-window grabs; optional queueing
smooths spikes and keeps things fair.
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TEE SHEET & BOOKINGS
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COMPETITIONS & WHS
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COMPETITIONS & WHS
Make competition days feel effortless. MyClubHQ brings set-up, entries,
draws, live scoring and results into one flow - and keeps handicaps aligned
with the World Handicap System where supported.
From weekly roll-ups to championships, it’s a fast, modern toolkit that clears
away admin and gives golfers instant clarity.
FEATURES
Formats ready to go
Choose Stableford, stroke, match play, fourball, scramble and
more - save templates so popular events are a two-minute setup.
Draws and start sheets
Build balanced draws, allocate tee times, and publish
start lists to the website/app - or print - in a click.
Mobile scoring with marker sign-off
Players enter scores on their phones; a marker reviews and confirms before
submission - simple two-party sign-off that keeps cards tidy.
Fair results, automatically
Automatic ties and countback, divisions and prize rules - applied
consistently every time, with nearest-the-pin/longest-drive options.
Tee sheet & WHS sync
Keep entries aligned with the tee sheet and post qualifying
results to WHS via supported pathways, cutting double-entry.
Live leaderboards
Show rolling scores on web/app so golfers and staff
can follow the action in real time - great for majors and club finals.
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EPOS & PRO SHOP
MyClubHQ connects with your existing EPOS tills so the bar, restaurant, halfway
house and shop feel like one journey. Members see consistent pricing and wallets
wherever they pay, and clubcard balances can be viewed, topped up, and spent on
bookings via the website or app.
If you don’t yet run a best-of-breed EPOS, we’ll help select and integrate the right
partner. Sales, stock and bookings then roll into MyClubHQ reporting for a 360° view
and a smooth close-of-day.
FEATURES
Member pricing & cashless wallets
Set different prices for members and visitors, apply automatic member
discounts, and let golfers top up and spend from on-account balances.
Fast bar & F&B service
Run the clubhouse, halfway house and bev cart from the same POS - tabs, quick
service and dining flow all in one.
Integrated payments at the till
Chip & PIN, contactless and wallet payments through connected terminals for quick,
reliable checkout.
Member statements at POS as well as in profile
Show balances and recent transactions at the till for quicker queries and top-ups.
Promotions & price levels
Schedule offers and run member/visitor price levels without manual overrides at the till.
SLA you can measure
Fast first-response during trading hours, clear targets for critical incidents, and planned
maintenance windows.
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EPOS & PRO SHOP
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ACCOUNTING INTEGRATIONS
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ACCOUNTING INTEGRATIONS
Billing and invoicing are essential for your club and can consume a
considerable amount of time in your daily operations.
MyClubHQ is here to alleviate this and offers integration capabilities with
various platforms, including Microsoft Dynamics, Sage Intacct, Intuit
QuickBooks and Xero, to mention a few.
FEATURES
Third-Party Integrations and Payment Processors
Seamlessly connect with various accounting systems and payment processors like Stripe,
ensuring compatibility and PCI compliance while simplifying payment management.
API-Friendly Architecture
The software’s API friendly design supports easy integration of
new tools, offering flexibility and future proofing for your system.
Professional Data Migration Assistance
Expert finance professionals assist with data migration,
ensuring a smooth transition and precise record keeping.
Reconciliation and Real Time Financial Sync
Our team ensures accurate reconciliation between MyClubHQ and your accounting
system, with real time data synchronization for up to date financial tracking.
Advanced Analytic Dashboard
Access detailed reports through an advanced analytic dashboard
to aid in reconciliation and spot any discrepancies.
Automated Invoicing and Member Profiles
Automate invoicing and payment tracking to reduce manual effort, and retrieve invoices
directly from member profiles for easy access to financial transactions.
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OTHER INTEGRATIONS & ECOSYSTEM
We’re API-friendly and encourage a best-of-breed tech stack. MyClubHQ provides
modern REST endpoints, webhooks, and Postman collections so partners can trial
connections quickly. We’re open to exploring new integrations with the tools you
already use - and to scoping sensible data flows that keep your club future-ready
without lock-in.
FEATURES
Open APIs & Postman
Documented endpoints and ready-made collections make it easy to prototype,
test, and refine integrations before committing.
EPOS & Retail alignment
Designed to sit alongside stand-alone tills. We can explore secure syncs for pricing,
member wallets, and sales so reporting stays consistent.
Competitions & handicapping
If you use specialist competition tools, we can assess bidirectional data exchange (entries,
results) and align with handicap pathways where provider access exists.
Driving range & simulators
Map member IDs and sessions to range technology and entertainment systems. Event hooks can
support usage tracking and offers.
Buggy GPS & pace-of-play
Investigate vendor APIs to reflect tee times, cart status, and geofencing - supporting on-course
messaging and operational oversight.
Identity, compliance & finance
Support for SSO, audit trails and export/API options for accounting. We’ll review the systems you run and
propose practical integration routes.
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