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Clubs and gymkhanas · CRM

Hold one record for each applicant, proposer, member and hire client.

A CRM for a club or gymkhana is the record that shows where each applicant stands on the waiting list, who proposed them, and which host has asked about a hall. GullySales sets up a simple system and the rules on how member data is held.

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Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

Club staff reviewing member bookings at a reception desk

What CRM means

A CRM is the record where every enquiry, call and quote is kept against a customer, replacing separate notebooks, spreadsheets and memory. GullySales sets up or cleans an existing CRM and reports from it by enquiry outcome rather than by activity logged.

Also for clubs and gymkhanas

Sales and marketing for clubs and gymkhanas, the overview.

Last updated 22 Oct 2026.

For clubs and gymkhanas

Where it usually goes wrong, and what we would do.

  • “The waiting list sits in a register”

    A paper or sheet list shows names and dates and nothing about contact, interest or last message. Applicants drift away because nobody speaks to them.

  • “Proposers are the club's best advocates”

    A member who proposes several families deserves a thank-you. Without records, the club does not know who they are.

  • “Hire clients vanish after the function”

    A host who held a reception and was pleased may book another. Without a record, no one asks.

  • “Member information carries duties”

    Contact details and family information belong to the members who gave them. The club needs clear rules on who sees them.

What we do

What we deliver for clubs and gymkhanas.

Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.

  1. An applicant record

    Fields for name, proposer, stage, last contact and next step.

    Result: Every applicant has a visible status.

  2. A proposer log

    A list of members who have introduced applicants.

    Result: The club can acknowledge its advocates.

  3. A hire client record

    Date, function, contact and notes on the host's experience.

    Result: Past hosts can be contacted again.

  4. A data handling note

    A short statement of who sees which records and how to ask for a correction.

    Result: Members know how their details are treated.

  5. Office guidance

    A short guide for the secretary's staff on keeping records current.

    Result: The system is used in the office, not only built.

  6. A waiting-list register with stages

    The existing waiting list moved into a sheet or tool with stages such as enquiry received, form issued, proposer confirmed, interview scheduled and admitted, so that the secretary sees where each family stands without opening a file.

    Result: The waiting list shows a stage against every name.

  7. A function booking tracker

    A calendar-linked record for hall and lawn hire with the host, date, function, deposit status and menu notes, so that two hosts are never promised the same Saturday in the wedding season.

    Result: A date, once held, is visible to the whole office.

How the result is measured

  • Enquiries logged in the CRM
  • Data completeness
  • Reports generated from CRM data

Recorded as a baseline before work starts, so every later report has an honest comparison.

Read the full CRM implementation and customisation page

Who it is for

This is written for these clubs and gymkhanas.

  • Old gymkhanas and institutional clubs with proposal-based membership
  • Sports clubs for cricket, tennis, badminton, swimming or squash
  • Country and resort clubs with a joining fee
  • Residential township and apartment community clubs
  • Corporate and PSU recreation clubs
  • Cultural, language and community-based social clubs
  • Golf and racquet clubs with a play-and-pay arrangement
  • Clubs that rent banquet halls and lawns for events

How it works

How the CRM work runs

The work itself, in order. How an engagement starts, from your brief to a written scope, is set out on our method page.

  1. 1

    Map the sales process

    We record how a deal actually moves from enquiry to close in your business today.

  2. 2

    Configure stages and fields

    The CRM's pipeline and fields are built to match that process exactly, not a generic template.

  3. 3

    Set up automations

    Reminders, assignment rules and follow-up triggers are configured so routine steps happen without manual effort.

  4. 4

    Test with real deals

    We run the configuration against actual current deals to catch gaps before the whole team relies on it.

Where this fits

Three pieces of sales work, in this order.

This work sits inside sales management. A target, a review routine and someone who owns the number.

  1. Step 1

    Sales audit

    Find where deals are being lost and what to fix first.

    Start here if you cannot say where orders are lost.

  2. Step 2

    Sales process design

    One written way to sell, from first enquiry to repeat order.

    Start here if every salesperson sells differently.

  3. Step 3 · you are here

    Sales management

    A target, a review routine and someone who owns the number.

    Start here if the team has targets and no routine.

Tell us what you need Your brief is read before we call. Scope, fee and term in writing.

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
Is a paid tool required?
Not always. A shared sheet with fixed columns and one person responsible serves a small club well. When enquiries, bookings and members outgrow it, we recommend a tool and explain what it costs to run, what the staff must learn and how the data is exported if the club later changes its mind.
Who controls the data?
The club does. Access is set by role, so the membership desk sees applicants, the events office sees hire clients and only named office-bearers see the full record. The committee decides policy on retention and correction, and we write it down so that a change of secretary does not change the rules.
Can applicants see their position?
The committee decides what is shown. We can set up a message that tells an applicant the stage reached and what comes next, without quoting a place in the queue or a date for admission, since neither is ours to promise. This answers the applicant and creates no commitment for the club.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts, split into our time, your media spend and production.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
How soon will we see results?
It depends on the trade, the channel and what is already in place. After we have read your brief and spoken to you, we say what we would expect to move first and how it will be measured against the baseline. Nothing here is guaranteed.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.
What do you need from us?
Your brief, and a conversation. After that, access to whatever this work touches, such as your website, your accounts or your enquiry record, and time with the people who handle your enquiries.
What if we are not happy with the work?
Tell us and the plan changes. Everything is reported against the baseline, so a number that is not moving is visible to both sides. The term is in your written scope, and the refund and cancellation policy sets out the rest.

More for clubs and gymkhanas

Everything else we would do for you.

Closest to this: leads and follow-up

Also for clubs and gymkhanas

Or start from the overview: sales and marketing for clubs and gymkhanas.

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