Frequently Asked Questions
Common questions about Paddock Control and how it works for your organisation.
About Paddock Control
What is Paddock Control?
Paddock Control is a cloud-based motorsport club management platform built for racing clubs, car clubs, karting organisations, and motorsport organisers. It provides digital sign-on, membership management, online payments, event administration, communications, and a white-label member portal - all in one integrated system.
Who is Paddock Control for?
Paddock Control is designed for motorsport clubs, karting organisations, car clubs, hillclimb and sprint organisers, track day organisers, and any motorsport body that manages members, runs events, and processes payments. It replaces spreadsheets, clipboards, WhatsApp groups, and manual processes with a single integrated platform.
What makes Paddock Control different from generic club management software?
Paddock Control is purpose-built for motorsport. It includes features that generic platforms do not offer: digital sign-on with automatic licence and membership verification, QR scrutineering slips, Motorsport UK document management, competition licence expiry tracking, vehicle and class management, electronic declarations with legally binding signatures, and entrant status dashboards designed for Clerks of Course and officials.
Is Paddock Control suitable for small clubs?
Yes. A club with 30 members pays the same GBP 30 per month as a club with 500 members. There are no per-member fees, so you are never penalised for growing your membership. The platform is designed to work for organisations of any size, with automation that reduces administrative burden so your team can focus on running events.
Can Paddock Control handle multiple disciplines?
Yes. The platform supports multiple event types, vehicle classes, and membership categories. Whether your club runs sprints, hillclimbs, track days, autosolos, autotests, rallies, or karting events, you can configure event templates, classes, and sign-on requirements for each discipline.
Getting Started
How do I get started?
Request a demo at paddockcontrol.com/demo. We will set up a live walkthrough tailored to your organisation and help you get started with onboarding and data migration.
Can I try Paddock Control before committing?
Yes. Request a demo and we will walk you through the full platform in a live session tailored to your club’s needs. There is no obligation and no upfront cost.
How long does it take to get set up?
Most clubs are up and running within a few days. We handle the initial configuration, import your existing member data, set up your branding and domain, and walk your committee through the admin tools. The timeline depends on the complexity of your membership structure and how much historical data you want to import.
Can you import our existing member data?
Yes. We can import member data from spreadsheets (CSV or Excel), other club management systems, or manual records. We handle the data migration as part of onboarding to ensure everything is transferred accurately, including membership dates, contact details, licence information, and payment history where available.
Our data is a mess - duplicates, missing fields, inconsistent formats. Can you help?
Yes. Many clubs come to us with data that has accumulated over years in spreadsheets with inconsistent formatting. We review your data as part of onboarding, identify issues, and work with you to clean it up before import. This is a common situation and we are used to handling it.
Do you provide training for our committee?
Yes. Onboarding includes a guided walkthrough for your committee members covering the admin dashboard, membership management, event setup, communications, and reporting. Each admin user only sees the tools relevant to their role, so training is focused and practical.
What happens if a committee member changes?
Adding and removing admin users is straightforward. New team members can be added with the appropriate role and permissions at any time. Because the platform has a complete audit trail and all data is centralised, there is no loss of institutional knowledge when people move on. Everything is in the system, not in someone’s inbox or phone.
Pricing & Billing
How much does Paddock Control cost?
The base plan is GBP 30 per month with all core features included. There is a 2.5% platform fee on paid transactions (membership fees, event entries). There are no per-member fees, no lock-in contracts, and billing is month-to-month. Optional add-ons are available for spectator ticketing, photo storage, AI photo tagging, championship management, and SMS notifications.
Is there a contract or minimum term?
No. Paddock Control is billed month-to-month with no minimum commitment. You can cancel at any time. There are no setup fees, no exit fees, and no penalty for cancelling.
What does the 2.5% platform fee apply to?
The 2.5% fee applies to all paid transactions processed through Paddock Control, including membership payments, event entry fees, and paid spectator tickets. Free or complimentary tickets are not charged. The fee is calculated on the transaction amount before payment processor fees.
What are the total transaction costs?
The total cost is approximately 4 percent per transaction. This includes the 2.5% Paddock Control platform fee plus the payment processor’s standard fees (Stripe or PayPal), which typically include a percentage plus a small fixed fee per transaction. These rates are competitive with what most clubs pay for manual payment processing when you account for the time spent on reconciliation, chasing payments, and administration.
Is Paddock Control cost-effective compared to doing things manually?
For most organisations, yes. Consider the hours spent on manual membership administration, chasing renewals, reconciling bank transfers, managing spreadsheets, printing sign-on sheets, and filing paper declarations. At GBP 30 per month with no per-member fees, the platform typically pays for itself through reduced administrative burden and fewer lapsed members, since automated renewal reminders recover memberships that would otherwise be lost.
Are there any hidden fees?
No. The pricing is GBP 30 per month plus 2.5% on paid transactions. Payment processor fees (Stripe or PayPal) are passed through at their published standard rates. There are no setup fees, no training fees, no per-member fees, and no charges for features that are included in the base plan.
Can I add or remove add-ons at any time?
Yes. Add-ons can be enabled or disabled from your admin dashboard at any time. You are only billed for add-ons during the months they are active.
Where does the money from payments go?
Payments go directly into your club’s own Stripe or PayPal account. Paddock Control never holds your funds. When a member pays a membership fee or event entry, the money is deposited into the account your club has connected. The 2.5% platform fee is invoiced separately.
Can we pass the transaction fee on to members?
How you set your membership fees and event entry prices is entirely up to you. Many clubs factor the transaction costs into their pricing. The total transaction cost is approximately 4 percent (2.5% platform fee plus payment processor fees), which is competitive with the administrative cost of processing bank transfers and cheques manually.
Event Day Operations
How does digital sign-on work?
Drivers receive a link to sign on online before the event. They confirm their details, complete any required declarations, and pay their entry fee. The system automatically verifies their membership status, competition licence validity, and outstanding requirements. By the time they arrive at the venue, everything is already done. No clipboards, no queues, no delays.
What happens if a driver hasn't signed on when they arrive?
The entrant status dashboard shows every competitor’s sign-on progress in real time. Officials can see at a glance who has completed sign-on (green), who has outstanding requirements (amber), and who has not started (grey). Walk-up entrants can complete the process on their phone at the venue.
How do scrutineering slips work?
Each vehicle is issued a QR-coded scrutineering slip for the event. When a scrutineer inspects a vehicle, they scan the QR code to record the inspection result. Officials anywhere in the paddock can then scan the same code to verify the vehicle has passed scrutineering. This replaces paper slips stuck under windscreen wipers and eliminates the problem of lost or illegible slips.
Are digital declarations legally binding?
Yes. Every declaration and waiver is captured with a digital signature that is timestamped, IP-logged, and stored as an immutable record. These records meet the requirements of the Electronic Communications Act 2000 and are accepted by insurers and Motorsport UK. Records are exportable for audits, insurance claims, or governing body inspections.
Can officials and marshals access the system on event day?
Yes. Role-based access means you can give marshals, scrutineers, Clerks of Course, and other officials access to exactly the information they need. The entrant dashboard, scrutineering status, and sign-on progress are all accessible from any device with a web browser.
Does the system work if internet connectivity is poor at the venue?
The system is designed to be used primarily before event day, with drivers completing sign-on, declarations, and payment in advance. On the day, the admin dashboard and entrant status screens require an internet connection, but mobile data coverage is sufficient. For venues with limited signal, a mobile hotspot is recommended for the admin team.
Can we set entry limits and manage waiting lists?
Yes. You can set a maximum number of entries per event or per class. Once the limit is reached, the system can manage a waiting list automatically. If an entrant withdraws, the next person on the waiting list is notified.
Does the system prevent entry if a membership or licence has expired?
Yes. The system automatically checks membership status and licence validity during the sign-on process. A competitor with an expired membership or lapsed licence will be flagged and unable to complete sign-on until the issue is resolved. This protects the club and ensures compliance without officials having to manually check every entrant.
How long are event records retained?
Event records including sign-on data, declarations, scrutineering records, and entry details are retained for as long as your account is active. Motorsport UK requires clubs to retain general event paperwork for at least three years and six months. Paddock Control stores these records digitally, eliminating the need for physical filing.
Membership Management
How does automated renewal work?
You configure the reminder schedule for each membership type, typically at 30, 14, and 7 days before expiry. The system sends branded email reminders automatically, with a direct link for the member to renew and pay online. A live pipeline view shows who has renewed, who has outstanding reminders, and who has lapsed. This eliminates the need for committee members to manually chase renewals.
Can we have different membership types with different pricing?
Yes. You can create unlimited membership tiers with custom pricing, such as full member, junior, family, associate, honorary, or any structure that fits your club. Each tier can have different pricing, renewal periods (annual, monthly, or custom), and required fields. Pro-rata calculations are applied automatically for mid-year joins.
Can members update their own details?
Yes. Members log into the self-service portal to update their contact details, upload licence scans, register vehicles, add emergency contacts, and store medical certificates. All changes are validated automatically, and expiry dates for licences and certificates are tracked with alerts. This means your secretary does not need to chase members for updated information before events.
How do you handle family or joint memberships?
Family bundles and multi-member discount structures are supported. You can configure family membership plans where a primary member adds additional family members at a reduced rate. Each family member gets their own login and portal access.
What about members who pay by bank transfer or cheque?
Paddock Control is designed for online payments via Stripe or PayPal, which is the most efficient approach for both the club and the member. The platform handles reconciliation, receipts, and status tracking automatically. For the base plan, all member and event transactions should be processed through the platform.
Can we block members from entering events if they haven't renewed?
Yes. The system automatically verifies membership status when a competitor attempts to enter an event or sign on. Members with lapsed or expired memberships are flagged and prompted to renew before they can proceed. This eliminates the situation where competitors arrive at an event without valid membership.
Payments & Finance
What payment methods do members use?
Members can pay by credit card, debit card (via Stripe), or PayPal. All payments include 3D Secure authentication and PCI DSS compliance. Automatic receipts are emailed to members after every transaction. Your club never touches card details.
How does payment reconciliation work?
Every payment is automatically linked to the correct member and the correct invoice, whether it is a membership fee or an event entry. There is no manual matching required. The payments dashboard shows total revenue, outstanding balances, and overdue accounts. Your treasurer can export a clean transaction report to CSV for the club’s accountant at any time.
Can we process refunds?
Yes. Refunds can be processed directly from the admin dashboard. The refund is linked to the original transaction and recorded in the payment history and audit trail.
How do overdue payments get chased?
Configurable overdue payment reminders are sent automatically by the system. You define the schedule and the messaging. The system tracks which reminders have been sent and shows outstanding balances clearly in the admin dashboard, so your treasurer can see at a glance who has paid and who hasn’t.
Can we produce financial reports for AGMs and the treasurer?
Yes. The custom report builder lets you generate financial reports showing total revenue, membership income, event income, outstanding balances, and transaction history over any date range. Reports can be exported to CSV or Excel for your treasurer, accountant, or AGM presentation.
Communications
Can we replace our WhatsApp group and email newsletters?
Yes. Paddock Control provides bulk email with targeted distribution lists, a branded email template editor, and digital magazines. You can send to specific membership types, event entrants, or custom lists. Unlike WhatsApp, all communications are GDPR compliant, centrally managed, and include delivery tracking, open rates, and bounce handling. Official club communications belong on a proper platform, not in a chat group.
Is there a limit on emails we can send?
Bulk email is included in the base plan. There are no per-email fees for standard usage. The platform includes delivery tracking, bounce handling, and unsubscribe management to maintain your sending reputation.
What are digital magazines?
Digital magazines are rich content publications that you create within Paddock Control and publish directly to your member portal. They can include event reports, photos, video embeds, committee updates, and sponsor features. Members are notified by email when a new issue is published, and all past issues remain accessible in a searchable archive.
Can we send to specific groups rather than all members?
Yes. You can send emails to specific membership types, event entrants, members in specific classes, custom distribution lists, or any filtered group. For example, you could email only competitors entered in a specific event, only junior members and their parents, or only members whose renewal is overdue.
Compliance & Governance
Do you support Motorsport UK requirements?
Yes. Paddock Control includes MSUK document management for permits, insurance certificates, and safety plans with automatic expiry tracking and renewal reminders. The platform tracks competition licence validity with automatic alerts when licences are due to expire, captures legally binding digital declarations and waivers, and provides QR-based scrutineering verification. All records are exportable for governing body audits.
How does Paddock Control help with GDPR compliance?
The platform is fully GDPR compliant. Member data is stored in EU data centres, encrypted in transit and at rest, and only accessible to authorised users via role-based permissions. Members can view, update, and request deletion of their personal data through the portal. The audit trail records all data access and changes. Unlike spreadsheets shared by email or WhatsApp groups that expose personal data to all participants, Paddock Control ensures member data is handled in accordance with UK data protection law.
What about safeguarding for junior members?
Role-based access controls ensure that personal data, particularly for junior members, is only visible to authorised committee members. Unlike WhatsApp groups where all phone numbers are visible to all participants, Paddock Control keeps personal contact details private and controlled. Emergency contact information is stored securely and accessible only to those with the appropriate permissions.
Is there an audit trail?
Yes. Every action in the system is recorded with a timestamp and the identity of the user who performed it. This includes membership approvals, payment processing, event changes, permission updates, and data access. The audit trail is immutable and exportable, which is invaluable for AGMs, disputes, insurance queries, and governing body inspections.
Can we use this for insurance and permit documentation?
Yes. The MSUK document management feature lets you upload and manage permits, insurance certificates, safety plans, and any other regulatory documents. Automatic expiry tracking sends reminders before permits lapse. All documents are accessible to authorised committee members with full version history.
Data & Security
Is my data secure?
Paddock Control is hosted in EU data centres, fully GDPR compliant, and maintains 99.9% uptime. All data is encrypted in transit and at rest. Role-based access controls ensure that only authorised users can access sensitive information. Payment processing is handled by Stripe and PayPal, both PCI DSS compliant, so your club never stores or handles card details.
Can I export my data?
Yes. You can export all member data, event data, payment history, and reports at any time to CSV or Excel. Your data is never locked in. If you cancel, data is retained for 30 days before permanent deletion, giving you time to download everything.
Where is the data hosted?
Paddock Control is hosted in EU data centres. This ensures compliance with UK and EU data protection regulations and provides low-latency access for UK-based users.
What happens during a committee handover?
Because all club data lives in one centralised platform with a complete audit trail, committee handovers are straightforward. The outgoing committee member’s access can be removed and the incoming member’s access can be granted with the appropriate role and permissions. Nothing is lost in someone’s personal email, phone, or filing cabinet.
What happens to our data if Paddock Control ceases to operate?
You can export all your data at any time to CSV or Excel. Your data is never locked in. In the unlikely event that the service were to be discontinued, you would be given advance notice and a data export period. The platform is built on standard data formats, so your data is always portable.
Support
What support is available?
Support is available via email. We respond to queries promptly and prioritise issues that affect live events. Because Paddock Control is designed for motorsport, we understand that problems on a Saturday morning before an event are time-critical.
Do you understand motorsport, or is this generic club software?
Paddock Control is purpose-built for motorsport by people who understand the sport. It is not a generic membership platform with a motorsport skin. Features like digital sign-on, QR scrutineering slips, competition licence tracking, entrant status dashboards, and Motorsport UK document management exist because they solve real problems that motorsport clubs face.
Technical
Does Paddock Control work on mobile?
Yes. The member portal and admin dashboard are fully responsive and work on any device including phones, tablets, and desktops. No app download is required. Members complete sign-on, enter events, and manage their profiles from their phone.
Can I use my own branding and domain?
Yes. Every plan includes full white-label customisation with your club’s logo, colours, custom domain or subdomain, and branded emails. When members log in, they see your club’s identity, not a third-party tool. Email communications match your club’s branding throughout.
Do you integrate with other systems?
The base plan provides a fully integrated platform that handles membership, events, payments, and communications in one place. For organisations that need external integrations, the bespoke plan includes a REST API for programmatic data access and inbound webhooks for connecting with external systems such as timing software or accounting tools.
What browsers and devices are supported?
Paddock Control works in all modern web browsers including Chrome, Firefox, Safari, and Edge on desktop, tablet, and mobile. No plugins, extensions, or app downloads are required.
Switching to Paddock Control
We currently use spreadsheets. How hard is it to switch?
Most clubs using spreadsheets find the transition straightforward. We import your existing member data from your spreadsheets as part of onboarding. Once your data is in the system, you immediately benefit from automated renewals, online payments, digital sign-on, and centralised administration. Clubs typically report significant time savings from the first month.
We already use another club management system. Can we switch?
Yes. We can import member data from other platforms as part of onboarding. The specific migration process depends on what system you are coming from and what data you want to transfer. We will discuss this during your demo and handle the migration for you.
What if some of our members are not comfortable with technology?
The member portal is designed to be simple and intuitive, working on any device without app downloads. Members who can use a web browser can use Paddock Control. The most common feedback from clubs is that even members who were initially hesitant found the system easier than expected. For sign-on and event entry, the process is a guided step-by-step flow that members complete at their own pace before the event.
What if our committee members are not technical?
The admin interface is designed to be intuitive, not technical. Common tasks like checking who has renewed, viewing event entries, or sending an email to members are straightforward point-and-click operations. Role-based access means each team member only sees the tools relevant to their position, which reduces complexity. We provide guided onboarding to get your team comfortable with the tools they will use.
Still have questions?
Book a demo and we'll answer everything in a live walkthrough.