How do I manage fixtures and match scheduling?

Full walkthrough: Keep the season running in the guide covers this step by step.

Clubhouse provides a central view of all fixtures and results across your club's programs. You can view upcoming matches, check results, monitor live scores, and manage match settings.

• Viewing fixtures
• Match details
• Competition table and ladder
• Pending fixture updates
• Fixture change approvals
• Managing match settings
• FNSW rescheduling rules
• Kick-off times

1. Go to Fixtures in the admin portal for a club-wide view, or navigate to a specific program and tap Matches.
2. Switch between the Fixtures (upcoming), Results (completed), Ladder and Live tabs.
3. Use program tabs to filter by competition.
4. Search for specific matches by team or opponent.

Each fixture shows the date, time, venue, teams, and score (if completed).

Tap any fixture to open the match detail page. From here you can:

• View the lineup and team sheet
• See match events (goals, cards, substitutions) if the match has been managed live
• Access post-match summary and stats
• View Veo video highlights (if integrated)

Within a program's Matches section, the Ladder tab shows current competition standings including points, goal difference, and form. For programs that use a Club Championship format (like BYL), standings are calculated across applicable age grades.

If your club receives fixture updates from external sources (like Dribl), Clubhouse surfaces these as pending updates with a banner at the top of the fixtures page — Review Updates opens each affected fixture, where the league's change sits beside any local edits of yours and you choose Accept Dribl Update or Keep My Changes. Dismissing the banner only hides it; the update stays pending until it's resolved on the fixture.

Clubhouse never auto-sends fixture change notifications to parents, players or coaches. Every user-facing change is routed through the same approval queue first — whether the change came from an automatic Dribl sync, a manual Match Settings edit, an abandonment, or accepting a pending Dribl conflict.

The 21-day notification window. Changes are only reviewed (and potentially sent) if the match is within the next 21 days. Anything further out — a cancellation, venue swap, or time tweak for a match a month away — updates the fixture silently. Parents and players see the new value in the app and via their calendar sync, but no push or SMS is sent and no approval task is created. Score updates and match finalisation (scheduled → complete/played) are always silent.

What goes to the approval queue (match within 21 days):

• Cancellations, postponements, forfeits
• Date, time, or venue changes

Clubhouse:

1. Queues the change in Fixture approvals, reached from the banner on the admin dashboard.
2. Sends a notification to the program's Technical Director that opens the review, where they check and approve the wording. A program with no Technical Director assigned sends it straight to the squad's head and assistant coaches.
3. Escalates to the squad's head and assistant coaches if nobody actions the request within 2 hours. Any of them can approve or skip it, as can any club admin.
4. Keeps the approval actionable until the match kickoff time — once kickoff has passed, the approval expires automatically (notifying about a rescheduled match after it would have been played is pointless).

Dispatch channels on approval:

• Cancellations, postponements, forfeits send both a push notification and an SMS to every recipient with those channels enabled. We assume cancellations are high-impact and need to reach everyone.
• Time / venue / date shifts send a push notification. Recipients who don't have push notifications enabled receive an SMS fallback instead, so we don't double-message parents about a minor tweak.

On the approval detail page you can:

• See the exact before/after values for every changed field
• See the precise push body that will be sent, and edit it before approving
• See how many recipients will receive the message
• Approve & send — shows who will be told, counted, and the exact message, then sends on Approve and notify
• Skip notification — apply the fixture change silently without sending a push or SMS

For matches that need to be rescheduled, abandoned, or have their status changed, use Match Settings on the match detail page, opened from the program's fixtures in the admin portal. Manual edits — time, venue, status, or abandoning a match — flow through the same approval queue as automatic Dribl changes. When you tick Notify players and parents and save, if the change is user-facing (cancellation, postponement, or a date/time/venue shift within 21 days) an approval is created and you'll be taken straight to the review screen to preview and approve the message. When the checkbox is unticked, the fixture updates silently for audit purposes only. For detailed guidance on handling postponed, abandoned, or rescheduled matches, see How do I handle a postponed, abandoned, or rescheduled match?.

When fixtures are affected by weather or unavailability:

• The Home Club is responsible for inspecting the ground and communicating field closures
• Rescheduled matches must be played within 14 days of the original date
• The Home Club has 48 hours to determine a new venue and date
• If the Home Club fails to reschedule, the Away Club may be given the opportunity to host
• If neither club arranges it, FNSW will reschedule at a time and place of its choosing
• If a match is repeatedly washed out, FNSW may require it to be played on a synthetic surface

All matches must start at the stipulated kick-off time. Failure to do so may result in a $200 fine. If earlier matches on the same fixture day run over, youth matches may be shortened (retaining equal halves) to ensure the 1st Grade match starts on time.