GreyHorn Systems — Take charge of your day.

The problem

Your business runs. Your admin walks.

Most small businesses and clubs don't have a software problem — they have a Tuesday-evening problem: hours lost to chasing, re-typing and reconciling things a simple tool could do on its own.

Everything lives in someone's head

One person knows how the rota works, where the form is, who's approved what. When they're away, the process stops.

The same data, typed five times

A request comes in by email, gets copied to a spreadsheet, printed for a signature, then typed into another system. Every copy is a chance for an error.

No one can see the whole picture

Who's off next week? What's been mixed today? Who's available Saturday? The answer exists — spread across three inboxes and a group chat.

One process, one place, one version of the truth

Our work

Real tools, running in real businesses today

Every one of these started as a time leak in a real organisation — and every one is in daily use now. Built as installable web apps, so they work on the phones and computers your team already has.

Holiday Manager dashboard on a phone: days remaining, days taken and request statuses

Holiday request form on a phone with automatic working-day calculation

SME · Manufacturing

Holiday Manager

Built for a specialist coatings business drowning in paper holiday forms and "did you get my email?" approvals.

PWA lets staff install and use it on their own mobile device, making requests quick and easy
Also opens in a web browser, allowing management to see the bigger picture on a bigger screen
Automated emails update management of new requests, and staff of their approval status
Working days calculated automatically — weekends and UK bank holidays excluded

Paper forms eliminated. Approvals down from days to minutes.

SME · Shop floor

MixDesk

A shop-floor tool for a paint mixing operation — replacing handwritten mix cards and shouted job updates between the sales desk and the mixing room.

Separate views for sales, mixing room and admin — everyone sees exactly what they need
Every mix recorded once, searchable forever — repeat jobs matched in seconds
Live job queue between front of house and the mixing room
Records exact time taken to start and perform a mix, giving important measurables that can help monitor and drive efficiency

Dashboard and reporting allows live data to be analysed in seconds, to give a true snapshot on performance over time.

Club Manager fixtures with one-tap Yes, No or Injured availability responses

Training session plan with timed coaching blocks

Sports club · Volunteer-run

Club Manager

Built for a grassroots rugby club where fixtures, availability and selection were being run through group chats and goodwill.

PWA lets players use the app on their phone, making it simple and easy
Coaches input events and games, complete with plans and times
Events send straight from the app to WhatsApp in seconds, carrying all the relevant details and a link for players to respond
Every event feeds a shared club calendar
Physio events logged separately, with injury updates plus any imagery or reports attached
Squad selector for notifying players in a couple of taps
Reports for attendance, injuries and more
Budgeting tool for professional and semi-professional teams
Easy-to-use expense calculator

Selection sorted midweek — volunteers' evenings given back.

SME · Distribution

Distributor Portal

A complete operations portal for a specialist coatings distributor — customers, suppliers, pricing and trade knowledge in one modular system shaped around how distribution actually works.

Customer & supplier CRM — every conversation with repairers and suppliers logged in one timeline, so nothing lives in one person's head
Relationship scoring & spend tracking — key accounts flagged before they drift, spend visible at a glance
RFU price calculator — ready-for-use pricing across multi-part mixes, turning a spreadsheet job into a ten-second quote
Trade knowledge base — installation processes, itineraries and product information where the whole team can find them
Operations modules — leads, orders, installs, mileage, planner, holidays and projects, switched on as the business needs them
Data migration — 1,500+ organisations brought across from an off-the-shelf CRM that didn't fit
AI assistant (in development) — scans the inbox for unanswered emails and surfaces the tasks that need attention

One system shaped to the trade — not the trade bent around a system.

What clubs say

Trusted on the touchline

"ClubCal has transformed how we run Broadstreet. Everything that used to live in separate spreadsheets, inboxes and someone's head — budgeting, venue hire, expenses, the fixture calendar — now sits in one place. The admin burden on our volunteers has dropped massively, and for the first time the committee can see the whole club at a glance."

Paul Harcourt

Chairman · Broadstreet RFC

"We mix thousands of litres of paint a month, and before Ryan built these tools, too much of that was tracked on paper. The mix book replaced handwritten cards — every mix is recorded once, timed, and found again in seconds, so repeat jobs are right first time, every time. At our volume, even a small error rate costs real money; the accuracy is what I'd pay for. The holiday register ended the paper forms and the counting of days on a wall calendar — requests approved in minutes, calculations never wrong. And the CRM puts every customer and supplier conversation in one place, with pricing worked out in seconds rather than on the back of an envelope. The time savings are real, but the mistakes we no longer make are the bigger win."

Graham O'Neill

Managing Director · Granlyn Specialist Coatings

Web design

Websites & online shops that earn their keep

Not every job is an app. We design and build websites and online shops with the same obsession: less admin, more business.

Marsh and Sons butchers online shop — hero with pre-order discounts and collection points

Local business · E-commerce

Marsh & Sons Butchers

An online shop, stock control and sales reporting for a family butchers trading from the Coventry Building Society Arena — built for an owner who'd rather cut steaks than fight software.

Full online shop with pre-order discounts and member codes built in
Order notifications straight to the owner's inbox — no missed orders
Simple staff login to update stock, prices and quantities — built for non-technical users
Sales reports that show what sells and what doesn't
Designed around how the business really trades — collection-only, two pickup points

A proper online presence, run day-to-day by a butcher, not a webmaster.

Who we help

Built for the people doing three jobs at once

Small & medium business

You don't need an IT department or a six-figure system. You need the five processes eating your week to run themselves.

Requests and approvals without the email chains
Jobs, stock and records captured once, visible to everyone
Tools that work on the devices you already own

Team sports clubs

Clubs run on volunteers — often brilliant at the sport, thrown in at the deep end on the admin. We build the structure so goodwill goes further.

Availability and selection sorted by Thursday night
Fixtures, grounds and calendars in every member's pocket
No business experience required — if you can use WhatsApp, you can use our tools

Take charge of
your day.