The price on the website is the price in the back office
Promotions, director-sold plans and online plans are all read from one price book by the website, the join flow and the Director's product builder.
Club Steward · Golf & country club management softwareEvery club in your portfolio. One member record.
Club Steward runs a multi-club golf and country club operation from the first website visit to the 18th green — club websites, online join, membership sales, e-signed contracts, dues, onboarding, the member app, the tee sheet, the pro shop, events and reporting. One price book, one set of permissions, one audit trail, across every club.
- Built for multi-club operators
- Contracts & e-signature built in
- Benefits that follow the member
Real screens from a sample multi-club portfolio. The corporate view scopes itself to each regional VP and GM.
1member record shared by every module and every club
6steps from “Choose a plan” to a signed, paid, active membership
550+permissions, grantable per role or per person, per club
0data re-keyed between sales, contracts, billing and the member record
Watch it run
Two minutes, the whole club.
The product on a sample club: the membership sales and members app core, then every add-on module. Captions are built in, and the chapters below jump straight to a module.
More walkthroughs
See it move
Screens show a sample club with fictional people and figures.
The patchwork
Club technology was assembled one club at a time. Multi-club operators inherit the result.
Every hand-off between these systems is a place where data is re-keyed, prices drift, prospects fall through the cracks, and the controller spends the first week of every month reconciling.
Tee sheet & POS
From one vendor, with its own member list that has to be kept in step with everything else.
Back office
From another — often a different product generation from the same parent company.
Websites
An agency per club, with prices on the site that drift from the prices in the back office.
Sales & contracts
A separate CRM for membership sales and a separate e-signature tool for the agreement.
The portfolio
Reciprocal access in a spreadsheet, and a nightly export to the accounting package.
One flow
From first inquiry to first round, on one member record.
In Club Steward the website, the lead, the tour, the product builder, the signed contract, the payment and onboarding happen in one system. That changes what an operator can promise.
Nobody pays before they sign
The contract is signed against the exact version shown, and the server refuses payment until it is — online and in a Director's in-person checkout.
A benefit is used up when it is used
Booking a tee time draws down the allowance the member saw while booking, across every club they can play.
A lead cannot be lost
Unclaimed inquiries escalate, idle deals return to the pool, nurtures come back on their date, and guest rounds turn into leads.
See it, don’t take our word
The real product, running a portfolio of clubs.
Every screen on this page is the actual platform running a multi-club demo portfolio — sample clubs and people, no mockups.
Club websites & online join
From the website to a signed, paid membership, without a phone call.
Every club gets its own branded site with live prices from the back office. Plans sold online show “Join Online”; director-sold plans show “Talk to a Membership Director” instead. The six-step join runs in the club's own look, and a waitlist replaces “Join” when a plan reaches its cap.
- Plan, household, dues & add-ons, sign, autopay, pay
- Prorated first period and promotions
- Old web addresses redirect — rankings carry over
Membership sales desk
A real sales desk, inside the system that runs the club.
Inquiries land in a per-club shared pool with first-claim-wins routing; unclaimed leads get a due-dated task and escalate to the GM or VP. Directors see their own remaining discount authority as they sell, anything over it routes for approval, and the customer only ever sees the approved price.
- Pipeline by stage with guidance at every stage
- Tour board and nurture follow-ups
- “Present to Customer” tablet checkout
Contracts & e-signature
Signed before money moves. No third-party signing tool.
A versioned template library with clauses that switch on by the club's state, configurable signers and an optional club countersignature. A fingerprint of the exact text signed is recorded, and publishing a new version never invalidates old signatures.
- Created from your Word or PDF agreements
- Sent → signed → countersigned tracking
- Signed documents in the member's portal
Benefits & reciprocal access
What a membership includes, enforced across every club.
Benefits are quantified, not bullet points. Each resets monthly, yearly or on the anniversary, can be capped per club, per network of clubs, or both, and applies at home, when travelling, or both. Members see used and remaining for every benefit, shared across the household.
- Granted automatically on approval
- Tee-time bookings draw down the golf allowance
- Utilization reporting per club and benefit
Tee sheet & carts
A full tee sheet, with the member's allowance live while booking.
A day tee sheet per course with block times, moves and party edits; rate grids for peak, off-peak, guest, twilight, member and public; booking windows by tier; cancellation and no-show policies; and a numbered cart fleet with seats priced at assignment.
- Members-only windows and holds
- Suspended members refused automatically
- Pro-shop items pre-ordered to the tee time
Golf performance
The numbers a golf operator actually runs on.
Tee-sheet utilization, average ticket per round, revenue per available tee time, no-show rate, member/guest/public mix, booking lead time and cart attach rate — calculated from the bookings themselves, with an occupancy calendar that shows where each day landed.
- By course, month and rate type
- Needs-attention list for no-shows
- CSV export for the finance team
Want to see it on a portfolio like yours? We’ll walk through the whole flow — website to first tee time — in 30 minutes.
Member experience
A portal and golf app your members will actually open.
Members are active the moment they pay, and onboarding walks them through the rest with reminders. From then on, everything about their membership is in one club-branded account.
- Digital membership card with QR code for every household member, also in Apple Wallet
- Benefits used and remaining, with reset dates
- Dues, next charge, autopay status and the signed agreement
- Hold, cancel or change plan — billing follows automatically
- A per-club installable golf app with tee times and digital scorecards
One platform, every department
Everything the club runs on, in one login.
Start with the core, Membership Sales and the Members App, then add the modules each club needs. Every module switches on or off per club.
Add-on
Website & Marketing
A branded microsite for every club from one system, 39 content blocks and 17 templates, a new-club wizard, and a six-step online join with e-signature and payment.
- Journeys with triggers, waits and branches, sent by email, push and the member inbox
- Email in each club's own brand, with every email kept on the person's record
- Revenue credited back to the campaigns that earned it
- Surveys after a visit, with the answers on the member's record
- Fundraising: donations, pledges, recurring gifts and gift batches
- Text campaigns through the club's own texting account
Add-on
HR
Hire, onboard, schedule and pay staff without a second system.
- AI-ranked applicants, scored with names hidden
- Time clock with face check, timesheets, tip pools and commissions
- I-9 and new-hire onboarding on the phone, plus background checks
- Shifts by place, each person's week on their phone, and time-off requests
- Labor-cost what-if before the schedule is published
- Every payroll dollar posted to the books, with the payroll provider's file each period
Core
Membership Sales
Shared lead pool with SLA escalation, pipeline by stage and a tour board, with onboarding the moment they pay.
- One dialog builds the whole sale: plan, household, add-ons and joining fee
- E-signed contracts and waivers in one signing, with payment blocked until signed
- Plan changes signed as amendments, with the fee difference worked out
- Payment plans and financing with a soft credit check
- One next step on every record, reassigned when someone leaves
- Retention and upsell lists: members likely to cancel, or running out of benefits
Core
Members App
A per-club installable app in the club's own brand, with benefits remaining, bills and bookings.
- Member card with QR code, ready for Apple and Google Wallet
- Book tee times, classes, sessions, dining and events, in one list for the whole household
- Push alerts for bookings, day-before reminders, statements and club news
- Calendar invites, and changing a booking without calling the club
- Club wallet credit that pays anywhere in the club, and gift cards
- Refer a friend, with a reward the club sets
Add-on
Tee-Times
Rate grids, booking windows by tier, member allowances live while booking, the cart fleet and revenue per available tee time.
- Waitlist, standing tee times and a fair weekend lottery
- Starter, ranger and bag-room screens, with pace of play
- Rain checks and no-show rules applied on their own
- Turn-stand ordering and the weather on the sheet
- Group scorecard in the member app
- Courts, classes, lessons and kids-club check-in on the same booking rules
- Handicap and tournament-software sync, and an agronomy log
Add-on
Events & Catering
Inquiry to invoice: room holds, instant online quotes, a host planning portal and the captain's phone on the night.
- AI floor-plan scan of each room
- Banquet event orders, proposals, guest lists, RSVPs and seating charts
- One catalog of packages and menus for every club, each club free to set its own price
- Booked-but-unpaid dates released after one reminder, with the team told
- Kitchen recipes, counts and purchasing
- Vendor portal
Add-on
Point of Sale
A register for every outlet (shop, dining, tee desk), charged to the member's account and on their statement the moment it's made.
- Card, cash and member-account payments, member pricing and promo codes
- Barcode and iPad-camera scanning, label printing
- Kitchen and bar screens with course hold-and-fire
- Dining keeps selling offline on cash and member account
- Gift cards, special orders and a credit book
- Stock as a ledger, cost by FIFO or LIFO, and profit by item
- Close-out with cash counts; receipts by print or email; returns and refunds
Add-on
e-Commerce
An online pro shop with member prices and pre-orders waiting on the member's cart at tee time, with inventory tracked across clubs.
Add-on
Subscription Billing & Dues
Autopay, prorated first periods, step-up promotional dues, retries that never charge twice, and a compliant credit-only card fee.
- Card and bank (ACH) payments
- Statements with finance charges and food & beverage minimums
- Declined payments retried on a schedule, with card-expiry warnings
- Split-payment refunds and refunds on cancellation
- Card fee set per card brand
Add-on
Member Service with Chatbot
Live chat and cases with an owner and an answer-by time.
- AI assistant that answers first, with the member's own dues, bookings and balance, then hands off to a person
- AI sorts and routes new inquiries
- Chat on the club website and member portal; a visitor's chat becomes a lead
- Two-way texting with members on one thread per person (Unified SMS)
- Staff phone alerts for anything that needs action, including a member arriving
- Report a Problem with a step recording, and every failure at every club caught automatically
Add-on
Accounting Suite
Each club keeps its own books, fed by the club's own transactions, with financial statements per club or consolidated.
- General ledger, payables and receivables, per club or consolidated
- Bank reconciliation with payout matching
- Budgets, period close and financial statements
- Purchasing with approval limits and three-way match
- 13-week cash forecast, debt, leases and the fixed-asset register
Coming soon
Property Management
Club-owned residences and commercial space managed alongside the club, on the same member and billing records.
Also included: multi-club rollups by region, a report builder with scheduled reports, guided step-by-step workflows on every record, a plain-words explainer for every permission, person merge with a preview, an audit trail on every record, and Microsoft sign-in.
Active AI
AI that does the work, not a chat window bolted on.
The assistant answers members and visitors first and hands off to a person. Staff ask questions about the club in plain English and get answers with their sources, limited to what they’re allowed to see. New inquiries arrive sorted by topic, applicants arrive ranked with names hidden, a photo of a floor plan becomes a room layout, a receipt becomes an expense, an asset label becomes an asset record, and the time clock knows faces. Bring your own AI provider for chat; usage runs on your own account.
Every feature, app by app
Open any app to see everything it does.
Features marked AI use an AI model. Configure means the feature is built and needs only the club’s own account, key or hardware.
Comparing with what your club runs today? See coverage, compare side by side, and build a proposal with your costs.
More of the platform
Six more screens your team will live in.
From ownership to the bag room
Everyone sees exactly their slice, enforced by the database.
Corporate sees every club with region subtotals. Regional VPs get the same reports limited to their region, growing as clubs are added. GMs get their club’s home. Membership directors, controllers, events directors and seven golf roles each get their own workspace.
Isolation enforced in the database
Row-level security on every table — a club's staff cannot query another club's records. Enforced by the database, not by hiding rows on a screen.
A permission for every capability
550+ permissions granted per role and per club, each explained in plain words, individual grants or denials with an expiry and a reason, and a “Who Can Do What” view across every club.
Money fields disappear, not blur
Anyone without permission to see money gets reports with money fields left out entirely — not masked.
Nothing important can vanish
Field history on every tracked field, an audit log of staff actions, and a 30-day recycle bin. Members and anything with money or signatures behind it can never be deleted.
Accounting & financial reporting
A general ledger fed by the club, not re-keyed from it.
Dues billing, tee-time fees, pro-shop sales, events and payroll post with their account, department, revenue centre and club already attached — per club, or consolidated across all of them.
Included: general ledger, payables and receivables, bank reconciliation with payout matching, budgets, period close, purchasing with three-way match, a 13-week cash forecast, debt, leases and the fixed-asset register. Screens show sample figures.
Getting there
Rolled out club by club, on a checklist.
A portfolio rollout should be a repeatable process. Every step is configured in settings and previewed before it changes anything.
- 1
A 30-minute walkthrough
We take your leadership through a live multi-club demo portfolio — website and join, sales, contracts, tee sheet, benefits and the corporate view — mapped to how your clubs run today.
- 2
Map your portfolio
Clubs, regions, plans, benefits and reciprocal rules, roles and approval authority — configured in settings, not code, with a preview before any defaults are applied.
- 3
Stand up each club
A new club's site, roles, routing and settings come from a template club, so rolling out across a portfolio is a repeatable process, not a new project each time.
- 4
Go live on a checklist
Each club goes live against a readiness checklist with pass or fail for every item and a link to fix it, and old web addresses redirect so rankings carry over.
Switching without risk
The migration is the part executives worry about. So it is designed around control.
Nothing switches all at once
Modules turn on per club, so each club moves at the pace you set. One club can go live while the rest of the portfolio carries on as it is today.
No club goes live on a guess
Every club passes a go-live readiness checklist, item by item, with a link to fix anything that fails. Portfolio defaults are previewed before they apply, and they never overwrite what a club has customised.
Search rankings carry over
Permanent redirects from each club's old web addresses mean the traffic and rankings your sites have earned follow them to the new ones.
Your data stays yours
Reports and lists export to CSV, scheduled reports arrive by email, and every staff action is in the audit log from the first day.
Bring an export of your current members and plans to the walkthrough, and we’ll show you how it maps into Club Steward, club by club.
Executive brief
Take it to your CFO and your board.
Four pages covering the platform, the rollout and the controls, with real product screens. Ready to forward before anyone books a call.
Questions
What club operators ask us first
What is Club Steward?
Club Steward is golf and country club management software from Ardn Cloud Solutions, a software company based in Orlando, Florida. It runs a multi-club operation on one platform and one member record: club websites and online join, membership sales, e-signed contracts, dues and payments, onboarding, the member portal and golf app, benefits and reciprocal access, the tee sheet and carts, the pro shop, events, and reporting from a single club up to the whole portfolio.
Who is Club Steward built for?
Operators who run many golf and country clubs — ownership groups, management companies and multi-club portfolios. It was designed from day one around a portfolio: every club gets its own branded website and settings, while corporate, regional VPs and general managers each see the same reports automatically scoped to the clubs they are responsible for. A single club runs on exactly the same platform.
How do reciprocal access and cross-club benefits work?
What a membership includes is modelled as quantified benefits — golf rounds, guest passes, dining discounts, room hours — each with its own reset period (monthly, yearly or on the membership anniversary) and caps per club, per network of clubs, or both. Benefits are granted automatically when a membership is approved, shared across the household where they should be, and drawn down automatically: booking a tee time uses the golf allowance the member saw while booking.
Do we still need a separate CRM, website agency or e-signature tool?
No. The membership sales desk (lead pool, pipeline, tours, product builder and approvals), each club's website and online join, and contracts with built-in e-signature are all part of Club Steward and share one member record. A website visitor can go from choosing a plan to a signed, paid, active membership without talking to anyone — or a Membership Director can close the same deal in person on a tablet.
How are dues and payments handled?
Dues run on autopay by card or US bank account (ACH), with a prorated first period, promotional dues that step up on a set date, card-expiry warnings, and automatic retries of failed payments at 3, 5 and 7 days — never charging twice. If you pass on a credit-card fee, it applies to credit cards only, is disclosed on its own line before payment, requires explicit consent, and follows state-by-state rules with the statute cited.
Does it include accounting?
A full general ledger, accounts receivable and payable, bank reconciliation, budgets, period close, purchasing with three-way match, a cash forecast and financial statements are included, and each club keeps its own books. Every charge in Club Steward already carries its general-ledger account, department, revenue centre and club, so the ledger is fed by the club rather than re-keyed from it.
What about point of sale and court booking?
Both are on the roadmap. A point-of-sale till is planned, starting with integration to a club's existing POS. Court booking for tennis, pickleball and padel is planned on the same booking engine as the tee sheet. We walk through the roadmap in the demo so nothing is assumed.
How is our data kept separate and secure?
Club-level isolation is enforced inside the database with row-level security on every table, so one club's staff cannot query another club's records. On top of that are more than 400 individual permissions, per-person grants or denials with an expiry and a reason, field history on every tracked field, an audit log of staff actions, and a 30-day recycle bin. Members and anything with money, signatures or attendance behind it can never be deleted.
Will our club websites lose their search rankings?
Club Steward sets up permanent redirects from each club's old web addresses so existing rankings carry over. Each club's site is then managed without an agency: a block-based page editor, menus, media, and brand and theme settings, with editing and publishing as separate permissions so a GM can edit without publishing.
Free & no obligation
See Club Steward on a live multi-club portfolio
Tell us how many clubs you run, what you use today and what hurts most. We reply within 4 business hours to set up your walkthrough.
More clubs. Not more systems.
See one member record carry a prospect from your website to a signed, paid membership — and on to their first tee time.
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