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Cradle Mountain, Australia
Groups using Bilby

Bilby for Bushwalking Clubs

Bushwalking clubs thrive on their passion for the great outdoors, fostering tight-knit communities, and embarking on thrilling journeys through nature. Yet, behind the scenes, club administrators often grapple with an array of challenges, from managing members to organising events and ensuring safety. Enter Bilby Software – a user-friendly client management solution poised to revolutionise the way bushwalking clubs operate.

In this article, we’ll explore the myriad advantages of Bilby Software for bushwalking clubs, enhancing the experience for both club administrators and members.

My club role of membership secretary used to be mostly reactive, as we were using old software which our volunteer committee couldn’t keep up to date or working properly. I was often putting out fires and using manual workarounds to help people with basics that should have been easy, such as signing up as a member and paying fees.

Since the club subscribed to Bilby all that reactive work has gone. I now have time to think about the bigger stuff and be proactive in looking at ways to recruit and keep members.

Andrea Coomblas

Membership Secretary, Canberra Bushwalking Club

The Challenges of Managing a Bushwalking Club

Running a bushwalking club involves more than just planning and leading hikes. Club administrators are tasked with an array of responsibilities, including:

  • Membership Management: Tracking member details, renewal dates, and emergency contacts becomes cumbersome, especially for larger clubs.
  • Event Planning: Coordinating hikes, camping trips, and other activities requires effective communication and scheduling to ensure everyone is informed and able to participate.
  • Safety: Ensuring members’ safety during outdoor activities is paramount, involving attendance tracking, managing emergency contacts, and monitoring weather conditions.
  • Finances: Managing club finances, encompassing membership dues, event fees, and expenses, can be daunting without an efficient system.
  • Communication: Effective communication is vital to keep members engaged and informed about upcoming events, changes, and critical announcements.

How Bilby Software Can Help

Bilby Software provides a comprehensive solution to these challenges by streamlining club operations in several key ways:

1. Membership Management

Bilby Software maintains a centralised member database, simplifying updates and access to information. It automates membership renewals, sends timely reminders, and allows for role assignments with a single click, all with comprehensive documentation and user guides.

2. Event Planning

Within the software, administrators effortlessly create and manage events, providing comprehensive descriptions, dates, and locations. Members can register with ease, and automated reminders ensure everyone stays informed.

3. Safety

The software facilitates tracking member attendance and emergency contact sharing. A user-friendly message board assists in group coordination and communication. Administrators can also view user details to make informed decisions regarding event modifications or booking approvals.

4. Finances

Bilby's client management software efficiently handles financial aspects like membership fee collection and event registration fees. It generates transparent financial reports to aid in budgeting, simplifying payment reconciliation with generated receipts.

5. Communication

Bilby Software simplifies communication with built-in messaging tools, email notifications, and announcement features. Members stay connected, receiving vital updates and engaging in discussions via message boards.

Younger members quickly transitioned and particularly enjoy communicating via the social media-like Message Board. Some older members took a little longer to change, but now appreciate the easy flow of booking on activities. In particular, activity owners have all the functionality to easily and effectively manage participants on their activities.

John Evans

Walks Secretary, Canberra Bushwalking Club

Benefits for Bushwalking Clubs

The adoption of Bilby Software offers numerous advantages for bushwalking clubs:


By automating repetitive tasks and centralizing information, the software empowers administrators to work more efficiently, reducing the administrative burden.

Financial Transparency

Clear financial records and reporting aid clubs in effective financial management, ensuring long-term sustainability.

Enhanced Member Experience

Streamlined operations and improved communication result in higher member satisfaction, potentially attracting more participants and driving membership growth.

bushwalkers exploring the mountains

In Conclusion

Bilby Software is a valuable tool that can transform club operations. By addressing common challenges related to membership management, event planning, safety, finances, and communication, this software empowers clubs to offer a superior experience for their members while efficiently managing their operations. Embracing technology in the great outdoors enhances the sense of community and adventure that bushwalking clubs embody. Make the switch to Bilby Software and elevate your bushwalking club’s potential.



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