Frequently Asked Questions

Club Pilot is used by private clubs, public courses, resorts, and sports clubs of all sizes. Any club that wants faster communication, fewer phone calls, and better member engagement benefits from a text-messaging approach. The platform scales easily as your needs grow.

Club Pilot combines AI-powered text messaging with a secure knowledge center to help clubs communicate faster and serve members better. Members text your club like any normal conversation, and AI Assist can instantly answer routine questions while staff handle more complex requests—reducing phone calls and improving service.

Onboarding is simple and guided by a dedicated rep. We help you upload contacts, branding, and key information—no technical work required. Most clubs are live with text messaging in days, not weeks.

Yes. You can add staff members with access to see and respond to messages. This keeps communication organized and avoids bottlenecks or missed requests.

Clubs typically see a significant reduction in phone calls as routine questions move to text and AI-assisted responses. Staff spend less time answering repetitive questions and more time focused on members and operations. Look for case studies coming out soon with time-saving details.

Most clubs can launch text messaging within a few days. Setup is simple, guided, and requires no technical resources from your team.

Members receive messages directly on their phones like any other text. They can reply instantly, turning one-way announcements into real conversations without calling the club.

Members can opt out at any time. Their preference is automatically respected, keeping your club compliant and your communication trusted.

Yes. Members can opt in to specific message types—events, dining, alerts, or updates—so they receive what matters most to them. QR codes can be printed and scanned by members to make opt-in fast and easy.

Absolutely. You can message staff, committees, or targeted member groups independently, keeping communication focused and relevant—making communication more effective and reducing noise.

Yes. We provide a short code for clubs to use that’s fast and easy to setup. But clubs can also request a dedicated local number or short code, or use their own main club number to create a familiar and trusted sender for members. Ask our team about the time-frame for deployment with the options.

Yes. Messages can be personalized with names, event details, or other member information to increase engagement and response rates. For example, you can automate birthday notifications for each member with special offers or rewards for surprise and delight.

Yes. You can see delivery status, responses, and engagement in real time, giving staff visibility and confidence that messages are being seen and acted upon.

Yes. Text messaging is now the gold standard for communication—reaching members instantly with messages they see, read, and act on. Urgent alerts are sent instantly via text, ensuring members receive critical updates in seconds—not buried in email inboxes.

Micro-surveys are short, mobile-friendly polls sent to members via text message using a secure personal link. Members simply tap the link to view and complete the survey in seconds—no logins or long forms. Responses are tracked in real time, making it easy to see participation and results instantly, with optional visibility to respondents.

Surveys can be anonymous or identified. Results are displayed in a clear dashboard, making trends and sentiment easy for managers to understand and share.

Most responses come in within minutes or hours—not days. This allows leadership to act quickly with real-time insight.

Yes. You can see who participated, response rates, and overall engagement at a glance.

Survey results are available in real time inside the platform and can be viewed on demand. You can instantly download a PDF summary to share with leadership, committees, or boards to support informed decision-making.

AI Assist works directly inside your club’s text messaging experience. When members reply with a question, AI Assist reviews the message, references your club’s private knowledge base, and responds instantly when appropriate—routing more complex questions to staff for personal follow-up.

No. Members simply send and receive text messages using the phone they already have. Club Pilot works through standard SMS messaging, so there’s nothing new for members to download or learn.

AI Assist is trained on your club’s knowledge base we help you optimize for AI readability as part of our service. Essentially you upload your policies, rules, FAQs, landing pages, and documents to the platform. With some light testing and proprietary analysis, we can quickly optimize your content for performance. Within a few days or less, AI learns how your club operates and adapts to your preferred tone and style, continuously improving over time with staff review and feedback.

Club Pilot simplifies every stage of event communication—from promotion to RSVPs to reminders and follow-up. Send text message invitations that link to mobile-friendly event pages, track responses in real time, and fill last-minute openings with automated reminders. Post-event micro-surveys capture fast feedback to improve future events.

Currently, Club Pilot can help clubs set up credit card processing capabilities for events and payments. Additional payment integrations are planned for future updates—stay tuned.

Club Pilot pricing is simple and transparent. There are no SaaS platform fees, user licenses, or hidden costs. Clubs simply purchase message credits used for text messaging. Every feature of the platform—including AI Assist, surveys, messaging tools, and reporting—is included in our pricing model.

A message credit represents the cost to send a text message through mobile carrier networks such as Verizon, AT&T, and T-Mobile.

One credit typically equals one standard SMS message sent to one recipient, which includes up to 160 characters of text.

For example, if you send a message to 100 members, the platform uses 100 message credits.

If a message exceeds 160 characters, the carrier networks automatically divide it into multiple message segments. Each segment uses one additional credit per recipient. When a single message is longer than one segment, the maximum possible length of each segment is reduced slightly so that the carrier can add the extra data to stitch the segments back into a single message.

For example:

The Club Pilot platform automatically calculates this for you before sending a message, so staff always know how many credits will be used.

Messages that include images, graphics, or other media are sent as MMS (Multimedia Messaging Service).

Because MMS messages require more carrier bandwidth, they typically use about 3 message credits per recipient.

MMS messages allow clubs to send:

• Event flyers and promotions
• Celebration or milestone messages
• Visual announcements
• Longer message content with images

These richer messages often increase engagement when promoting events or important club updates.

No. The Club Pilot platform automatically calculates the number of credits required before a message is sent, so there is no guesswork for staff.

Text messages are delivered through mobile carriers such as Verizon, AT&T, and T-Mobile. These carriers charge messaging providers for delivery—typically about $0.008 to $0.015 per message credit.

Club Pilot simply marks up those carrier costs to operate the platform and provide all included features, support, and AI services.

Clubs can choose the tier that best fits their communication needs:

Higher tiers provide lower per-credit pricing and are ideal for clubs sending larger message volumes.

Yes. Every pricing tier includes the full Club Pilot platform, including:

• AI Assist for answering member questions
• Two-way text messaging
• Event promotion and RSVPs
• Micro-surveys and polls
• Mobile information pages
• Staff and member messaging
• Reporting and analytics

Clubs simply choose the tier that offers the best credit pricing for their expected usage.

Clubs can choose either monthly or yearly credit allocations.

Annual plans receive a 10% discount compared to monthly pricing.

Additional credits can be purchased at any time at the price allocated for the tier selected. Clubs can also upgrade to different tiers at any time, and easily scale messaging as their communication needs grow.

No. Clubs can choose monthly or yearly plans, and purchase additional messaging credits at any time and use them as needed within the confines of their plan. For example, if a club is on the Basic Plan Monthly offering 4,000 credits per month, additional credits can be purchased at the price of $0.04975 per credit anytime that must be used within 30 days of purchase. If a club is on the Basic Play Yearly offering 48,000 credits per year, additional credits can be purchased at the price of $0.04475 per credit anytime that must be used within 1 year of purchase.

If for any reason Club Pilot doesn't meet or exceed your expectations, or maybe you just want your money back—really, it doesn't matter why—just let us know at any time in the first 30 days of your purchase. Cancel anytime via email, phone, or text message. We’ll refund any credit balance in your account. No questions. No fine print. No forms to fill out.

Traditional club software often charges high SaaS fees, user licenses, and hidden add-ons. Club Pilot removes that complexity. You only pay for the carrier credits used to deliver messages, while every platform feature is included—making pricing predictable, transparent, and scalable.

Member data is encrypted and securely stored. We follow industry best practices to protect privacy and access.

Yes. Club Pilot is fully compliant with carrier rules, opt-in, and opt-out requirements to protect both clubs and members.

Messages are delivered through trusted carrier networks with high reliability and real-time delivery reporting.

Club Pilot is built on proprietary software designed specifically for clubs—not white-labeled solutions. This offers clubs tighter control over member data, stronger security standards, and features purpose-built for club communication rather than typical outsourced text messaging platforms.