ProClubHQ: built for clubs, not corporate rosters.
Deputy charges per seat for a tool designed for retail and hospitality chains. Sports and community clubs need something different — and we built it because our own club kept hitting the same gaps.
- Product: Staff rostering, mobile time-clock, payroll-ready exports, and turf-fee payments — for sports and community clubs
- Built for: Sports clubs running multiple operational areas (bar, kitchen, grounds, front-of-house, gate)
- Pricing: $99/month flat per club. Unlimited staff. 14-day free trial, no credit card.
- Live at: proclubhq.com
Tagline says it: run your club, not your roster spreadsheet
If you've run a sports club, you know the pattern. The roster lives in a group chat. Or a printed sheet on the canteen wall. Or someone's iPad with a Google Sheet that nobody else can edit reliably. Saturday morning rolls around, three people don't show up, the bar manager scrambles to call replacements, and the entire afternoon is held together by goodwill.
The "obvious" answer is Deputy or one of the other enterprise rostering tools. They work — for retail and hospitality chains. They don't fit clubs.
Why clubs don't fit corporate rostering tools
- Pricing model is wrong. Per-seat pricing punishes clubs with 40–80 staff (most are paid little or volunteer). A club paying $5/staff/month ends up with a bigger software bill than its bar profit.
- Operational shape is wrong. A club has 5–10 functionally different "areas" — bar, kitchen, grounds, gate, canteen, front-of-house, match-day setup. Corporate tools assume one team type.
- Loadings are non-trivial. Australian sport runs on weekends and public holidays — exactly when loadings hit. Tools built for Monday-Friday retail miss this constantly.
- Match-day urgency. If someone doesn't show 30 minutes before kick-off, you need open-shift broadcast that actually reaches the bench in time. Not an email tomorrow.
- Payment collection isn't on the radar. Clubs collect turf fees, match fees, registration top-ups. Corporate rostering tools don't think about this at all.
The design principles we held to
- Designed for clubs from day one. Not a retail tool with "we also do clubs" marketing copy. The data model knows what a club is.
- One flat price. $99/month per club, unlimited staff. The 80-staff club pays the same as the 20-staff club. No per-seat punishment.
- Mobile-first for staff. Bar and kitchen staff aren't sitting at a desk. The phone is the primary interface.
- Match-day fast. Open-shift broadcasts go out as push notifications. Acceptance is one tap. The roster updates in real time.
- Loadings handled. Weekend and public-holiday rates calculated automatically. Payroll exports are actually payroll-ready, not "near payroll-ready."
- Payments where they live. Turf fees collected via QR code through Airwallex or Stripe. No "go to a different system to pay your fee."
What ProClubHQ does
- Drag-and-drop rostering across unlimited areas. Bar, kitchen, grounds, gate, front-of-house — model your club, drop in shifts, see conflicts immediately.
- Open shifts and swaps with approval workflows. When the rostered staff can't make it, you broadcast the open shift; the first qualified responder claims it.
- Mobile time-clock. Staff clock in and out from their phone, with live hour tracking and unpaid break handling.
- Payroll-ready exports with weekend/public-holiday loadings and overtime calculations baked in. Export, import to your payroll, done.
- Native iOS and Android staff apps. Push notifications, fast UX, designed for the phone-in-pocket reality of bar and kitchen work.
- Turf-fee QR payments. Generate a QR code for a turf fee; members tap, pay via Airwallex or Stripe, the ledger updates.
The "we use it ourselves" origin
ProClubHQ started because our own sports club needed it. Phase 1 was a Deputy replacement — same job, designed for our shape, at a price that wasn't punitive. Phase 1 worked. Phase 2 added the match-day and payment features clubs actually wanted. Phase 3 turned it into a multi-tenant SaaS so other clubs could use the same thing.
Our club is tenant #1 and still the most demanding user. Every annoyance any other club hits, we've usually hit first. Every feature request we get, we already know whether it's right because we've felt the absence ourselves.
Who it's for
- Field-sport clubs (rugby, soccer, hockey, cricket) running their own facility with bar, kitchen, grounds operations
- Multipurpose community venues with rotating function and fixture schedules
- Junior associations and zones running tournament-day operations with rotating staff
- Any club currently using Deputy, Tanda, or a spreadsheet and feeling the per-seat squeeze
The pricing principle (again)
Same principle as QR Stack and Incy Links: utilities should be priced like utilities. Staff rostering is a small piece of infrastructure for a club. It shouldn't cost more than the club's match fees. $99/month flat is the answer that respects the customer.
Per-seat pricing makes sense for SaaS where the marginal user adds marginal value. For a community club where adding the 60th volunteer is the same effort as adding the 6th, per-seat pricing is just a tax on growth. We didn't want to build that.
The sport-product family
ProClubHQ is part of a wider Stacksy approach to community sport. We built WhistleIQ for officiating feedback. UMPY for connecting fixtures with qualified officials. And now ProClubHQ for the club's own operational backbone. Three sport-sector products, each tackling a specific piece of the same broken landscape, from a team that takes community sport seriously.
What this tells you about how Stacksy works
ProClubHQ is the cleanest example of how we operate in sectors we know. We don't enter from market research. We enter because we live the problem, build the answer for ourselves, then offer it externally when others say "you have to let us use that too."
If your sector has the same shape — operational pain that everyone feels but the existing software market hasn't bothered to solve cleanly — that's where Stacksy is built to operate.