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CoachTrip .club
By Everthere

Organise unforgettable club coach trips—without the paperwork, postage, and panic.

The friendly, all-in-one trip management system for theatre societies, U3A, and fan clubs. Replace messy spreadsheets and expensive postal mailouts with email RSVPs, visual seating plans, and gentle automated reminders.

See How Easy It Is ↓
Easy messaging with members Cheques & Online Banking supported Printable paper forms included
Screenshot of the excursion planning interface

Real Club Secretary Experience

“Before CoachTrip, organising our theatre trips took up my entire week with lost forms and phone calls. Now, members click one button in their email and I have my life back!”
LR
Lesley Rose
Excursions Coordinator, Dorset Theatre Goers Club

Why Organisers Make The Switch

Better for your organisers. Effortless for your members.

CoachTrip is designed to support the traditions of community clubs—saving club organisers hours of administration while giving members a delightfully simple, friendly booking experience.

For Administrators & Organisers

  • ✓ Reclaim your personal time—automated notifications and instant member responses eliminate hours spent on phone calls and paper collation each week.
  • ✓ One live master overview—see exact, up-to-the-minute numbers for attendees, standby queues, pickup stops, and payments in a single glance.
  • ✓ Visual coach seating & smart timings—assign seats with intuitive drag-and-drop, while automatic pickup calculations account for boarding times so coaches run punctually.
  • ✓ Respectful automated follow-ups—gentle deadline reminders send automatically, freeing organisers from awkward chasing phone calls.
  • ✓ Printable manifests & offline support—generate 1-click passenger route lists for coach drivers, plus printable paper forms so offline members are never left behind.
  • ✓ Simple banking & cheque reconciliation—log bank transfers and posted cheques directly without unwanted payment gateway transaction fees.
"Cuts trip coordination time from 20+ hours per outing down to just minutes."

For Club Members & Guests

  • ✓ No paper forms or envelopes—receive trip announcements straight to your email without having to fill out slips, find stamps, or post replies back.
  • ✓ No passwords to remember—simply click the secure button in your email to view your booking instantly with zero logins or forgotten passwords.
  • ✓ All your outings in one clear place—see your bookings, payment receipts, pickup times, and allocated coach seats for all shows on a dedicated personal page.
  • ✓ Cancel and amend bookings with ease—request changes, invite guests, or update your pickup stop directly online whenever plans change.
  • ✓ Instant messages with quick replies—send questions or special requirements to your organisers straight from your booking page and receive email responses promptly.
  • ✓ Pay your preferred way—continue paying by online bank transfer or cheque just as you always have, with clear confirmation once received.
"Loved by tech-savvy and non-digital members alike—nobody gets left behind."

Designed Around Club Life

Everything you need to run trips smoothly

We built CoachTrip alongside real club organisers who needed a tool that respects their time and their members' lifestyle.

Simple RSVP & Passwordless Portal

Your members don't want another password to remember or an app to install. Trip emails include simple button that takes members to their booking. Each member gets a private secure link to view all their bookings and seat numbers anytime.

Visual Coach Seating & Auto Timings

Pick your vehicle, assign joint members or friends together, and let the system compute exact pickup arrival times across every stop. CoachTrip can even add a boarding time for each person to help the transport run smoothly.

Automated Deadlines & Standby Lists

Stop chasing replies. The system sends gentle reminders to members who haven't responded before the RSVP cutoff. When seats fill up, an automatic standby queue ensures cancellations are immediately filled fairly.

Cheques & online banking (No Card Fees)

Most club members prefer paying by bank transfer or cheque. We don't force you into third-party payment gateways (although that's an option). Quickly tick off payments as they arrive with automatic receipts.

Nobody Left Behind (Printable Forms)

Every club has members without computers or email. With one click, generate formatted paper booking slips to hand out or post to offline members. When slips return, enter them in seconds—keeping your whole club unified in one place.

Instant Communication

Members can ask questions straight from their booking page which instantly appear on your dashboard where you can reply straight away.

Organiser Cost & Time Savings

See how fast CoachTrip pays for itself

Printing leaflets, buying envelopes, and purchasing stamps for every outing quickly drains club funds. Adjust the sliders below to see your club's estimated savings:

200
75 members 200 members 500 members
8
2 trips 8 trips 16 trips
*Calculated using £0.85 2nd class stamp + £0.25 print/envelope per member per mailing.
Your Club's Annual Numbers
Estimated Postal & Paper Cost: £1,760
CoachTrip Annual Fee: £500/yr
Estimated Net Cash Savings:
£1,260

Plus approx. 80 hours of organiser admin time saved!

Honest & Transparent

Simple pricing designed for community clubs

No hidden implementation fees, no ticket commission, and no monthly surprises.

All-Inclusive Club Plan
£500 / year

Includes up to 200 active members and 2 administrator accounts.

  • Unlimited coach trips & excursions all year round
  • Visual coach seating planner with all vehicle layouts covered
  • Automatic pickup timing calculation with boarding buffer
  • Simple RSVPs with zero passwords for members
  • Automated reminders & waitlist queue management
  • Printable forms for non-digital members
  • Free member list onboarding from your existing spreadsheet or paper list
Need to scale?
• Additional 100 members: +£100/yr • Additional administrator: +£50/yr

Common Questions

Questions we get asked the most

Will our older members be able to use this? ▼

Yes—because your members don't have to learn anything new! They receive a standard email with a single button that takes them to their personalised page. There are no passwords to remember, no usernames, and no apps to download. If any member doesn't use email at all, you can print their booking form in one click and post it to them as usual.

Do we have to take payments through card processors that take a cut? ▼

Not at all. CoachTrip is built specifically for community clubs whose members pay via online banking or posted cheques. When a member pays, you simply tick them off as paid with zero transaction fees or payment gateway deductions.

Can we bring over our existing membership spreadsheet? ▼

Yes. We provide a built-in import tool that takes your existing Excel or CSV membership list and creates your club directory in minutes. You won't have to re-enter anything by hand.

Is our club data secure and GDPR compliant? ▼

Completely. Your member records are isolated, encrypted, and backed up continuously. Only your designated organisers have login credentials. We never sell or share club data with any third party.

How do we show this to our fellow organisers? ▼

We can arrange a relaxed 15-minute video call where you and any fellow organisers (e.g. Outings Secretary, Chair, Treasurer) can see it in action and ask questions together. No pressure, no sales pitches.

Give your organisers their weekends back.

Let's arrange a friendly 15-minute walkthrough for you and your fellow officers. Discover how effortless coach trips can truly be.

Free 15-min walkthrough • Zero obligation • Built for UK clubs