Keep the season running

Every fixture change checked before families hear about it, one-off training changes made without breaking the weekly pattern, and club events people reply to.

Once the season is under way, most of your week is keeping three things true: the fixtures, the training calendar and what families are told about both. A family who drives to the wrong ground on Saturday morning remembers it for the rest of the season. So Clubhouse holds every fixture change for a person to check before anyone is told, and every training change asks you whether to tell the squad.

Before you start

Each programme has a technical director in Clubhouse. Fixture changes go to them for review first. A programme without one sends the review straight to the squad's coaches, and nobody else gets asked.
Your fixtures come from Dribl. Football NSW's fixtures reach Clubhouse through the Dribl sync, so the league's changes arrive without anyone typing them in.
The season's training pattern is built. One-off changes below assume each squad already has its weekly nights, times and grounds.
Agree a washout routine with your technical directors before the first wet weekend. Who inspects the ground, who decides, and who approves the message is much easier to settle on a dry Tuesday than at 7am on a Saturday.

Starting from nothing

There's nothing to build here before the season. Your fixtures arrive from Dribl, the reminders run on default times from the start, and the training pattern is your technical directors' work. So on day one Fixture approvals reads All caught up, and it stays that way until the league moves its first match.

What's yours to do before round 1:

Check each programme has a technical director in Clubhouse, so fixture changes have someone to review them. See Get your staff on board.
Check the reminder times match how your club runs, under Tune the reminders.
Agree the washout routine with your technical directors.

The first time a fixture changes, the admin home page shows a banner, and the rest of this page takes it from there.

Check a fixture change before families hear about it

When the league moves a kickoff, swaps a ground or postpones a match, the fixture updates in Clubhouse straight away. The app and family calendars show the new details, but nobody is told yet. The change waits in Fixture approvals until someone reads it.

Say Dribl moves BYL U13's Saturday kickoff from 11:30am to 12:30pm. Harbourview's youth technical director gets a notification to review it. Your admin dashboard shows the same thing: "1 fixture change awaiting your review" and "Parents won't be notified until you approve." Tap the change to open Review fixture change.

Read What changed. Each field shows its old and new value.
Read the Notification preview: "This is what parents and players will see when you approve." It shows how many people it will reach. Edit the Title and Message if the wording needs a local touch, such as which entrance to use at the ground.
Choose Approve & send to tell everyone, or Skip notification when the change doesn't need a message. Skipping asks you to confirm and takes an optional reason. The change stays live in the app and calendar either way.

Review fixture change, pending approval, match starts in 4 days, marked Important. The match card reads BYL U13 vs Seacliff Strikers, Away, kickoff Sat, 24 Oct 2026, 12:30pm at Seacliff Park. What changed shows one change, Kickoff time, 11:30am struck through and 12:30pm highlighted. The Notification preview, for 1 recipient, has the title BYL U13 vs Seacliff Strikers and the message Moved to 12:30pm. Skip notification and Approve & send sit underneath. — The change is already live in the app. Check what changed and the wording, then decide whether families hear about it.

Approve & send opens one last check before anything goes. It asks Send this change to BYL U13?, lists the squad's families and its coaches and team managers with a head count for each, and shows your message exactly as it will read. The button names the total, Approve and notify 1 person in the example below. Keep reviewing takes you back to edit. If the match has since moved outside the 21-day window, the check says nobody will be notified and the button reads Approve.

The Send this change to BYL U13? confirm, for vs Seacliff Strikers on Sat 24 Oct. Who gets this, 1 person, lists BYL U13 families, 1 family, and BYL U13 coaches and team managers. Ticks say an SMS goes to the 1 person who doesn’t get notifications, reading the same with a link to the match, and that a sent message can’t be recalled. What they will see reads BYL U13 vs Seacliff Strikers, Moved to 12:30pm. The buttons are Approve and notify 1 person, and Keep reviewing. — Who is told, by name of group and head count, and the message word for word.

Only people who can be reached are counted: parents signed in to the app with notifications on, or signed up for SMS. A family who hasn't signed in yet isn't in the count, so a small number usually means families still to invite, not a fault.

What lands for families depends on the change. A cancellation, postponement or forfeit is marked Critical and goes as a notification and an SMS. A new date, time or venue is Important and goes as a notification, with an SMS only for people who don't have the app. The SMS carries your title, your message and a link to the match. Tapping the notification opens the match with the new details already in place:

Where an approved fixture change opens on a family’s phone: the match’s Match Info tab with both clubs, the date and kick-off time, a countdown to the game, the attendance button, and the venue card with a map, the ground’s name and address and buttons for Google, Apple and Waze maps. — Tapping your fixture change notification opens the match itself, already showing the new date, time and ground.

What families see from their side is in Follow a match day.

Some things never reach the queue:

Changes to matches more than 21 days away. The fixture updates quietly and nobody is told. Families see the new details next time they look.
Score corrections and results. These are never sent as a fixture change.

If nobody acts within two hours, the review is marked Escalated and goes to the squad's head and assistant coaches as well. Any of them can approve or skip it, and so can any club admin. It still never sends itself. A review nobody acts on closes unsent at kickoff, because news about a match that has already started helps nobody.

The full detail is in fixture change approvals.

Settle a clash with Dribl

Sometimes the league changes a fixture you've already edited yourself. Clubhouse doesn't overwrite your version. The Matches page shows "1 fixture has updates from Dribl awaiting review" with Review Update. On the fixture, Your Changes sits beside Dribl Update. Choose Accept Dribl Update or Keep My Changes.

Dismissing the message only hides it for this visit. The update waits until someone chooses on the fixture.

Change a match yourself

Matches in the sidebar is every programme's fixtures in one place, with Fixtures, Results, Ladder and Live tabs.

The club-wide Matches page filtered to BYL: Fixtures, Results, Ladder and Live tabs, and a table of upcoming rounds 11 to 13 showing date, opponent, venue and kickoff time. — Matches holds every programme’s rounds behind one filter, with Results and the Ladder a tab away.

To change a match, open it from its programme's fixtures and choose Match Settings:

Change venue: "Update ground or field name".
Change status: Scheduled, Postponed, Rescheduled, Cancelled, Completed or Abandoned. Rescheduled asks for the new date and time.
Reset match: "Clear all match data and start fresh". It appears only once a match has started. It can't be undone and tells nobody.

Leave the notify box ticked and save. It names who is told: Notify families for a junior squad, Notify players for a senior one. If the match is within 21 days, Clubhouse takes you straight to Review fixture change, so you check your own message the same way as a league change. Untick it and the fixture updates quietly.

Only people who could approve that review get the tick box. If you can't approve changes for this squad, a note takes its place and your change saves without telling anyone. Someone who can notify that squad can then send the update.

A trial game your club added itself has one more option at the top, Edit match, for its opponent, kickoff, ground and notifications. It has no Abandoned status. If its notifications are off, the tick box is locked off with a note saying so. Trial games and internal matches covers how they're added.

Washouts, FNSW's rescheduling rules and abandoned matches are covered in the fixture management answer.

Change one training session without breaking the pattern

The Training Schedule, under Settings, is each squad's weekly pattern. Change it there and every future session it creates moves with it. The page says so itself: "A weekly pattern — changes apply to every future session it creates. To move or cancel one session only, use the Calendar."

For a single night, such as a ground closed after rain, open the session on the Calendar:

Choose Modify session. When several squads share that time slot, the button reads Modify all sessions and changes every squad in the slot that day. The pencil beside one squad changes that squad only.
Pick Cancel session, Change time or Change venue, and enter a Reason.
Leave Notify players and parents on to tell the squad. Add a Friendly note if you'd rather they read that than the reason.
Choose Save. With notifications on, you see who will be told before anything goes: each squad with its head count, and the message as it will read. The button names the total, as in Cancel training and notify 1 person below. A time or venue change reads Save and notify with the count in the same way. With Notify players and parents off, Save saves straight away and nobody is told.

The Training session panel on the Calendar for BYL training on Tuesday 20 October 2026, 5:30pm – 7pm at Harbourview Reserve. The Squads card lists BYL U13 on the Field from 5:30pm – 7:00pm, with 13 of 15 players available. Below it, Modify BYL U13 has Cancel session selected, with Change time and Change venue as the other options, and an empty Reason box with the hint "e.g. Wet weather, public holiday". Cancel and Save buttons sit at the bottom. — Changing one night starts here: pick what’s changing and give a reason, which stays on the record. The weekly pattern is left exactly as it was.

The Cancel training for BYL U13? window for Tuesday, 20 Oct 2026. Who gets this lists BYL U13, 1 family, 0 staff, 1 person. Ticks say an SMS goes to 1 person as well because training is cancelled, quoting it in full, and that a sent message can’t be recalled. What they will see reads BYL U13 training cancelled, Tue 20 Oct. Ground closed after rain. The buttons are Cancel training and notify 1 person, and Keep editing. — Cancelling one session: who hears, by SMS as well as notification, and exactly what they read.

Everyone connected to the squad gets a notification, and a cancellation also goes by SMS. The weekly pattern is untouched, so next week's session is exactly where it always is. How schedule changes reach families covers calendar feeds and the edge cases.

Run a club event people reply to

Presentation nights, registration days and fundraisers sit on the same Calendar as training and matches. Choose Add New Event, then:

Pick who it's for: Whole club, All families, All staff, Football staff, Committee, Specific squads… or Custom….
Answer "Do you need to know who's coming?". Say yes when you're booking catering or seats. Mark it Free or Paid.
Choose Notify everyone now or Save without notifying. Notifying asks you to confirm first, and the button names the count, such as Notify 180 people.

For Harbourview's Presentation Night, the notification reads "Presentation Night" and opens "You're invited", followed by the date, time and place: Sat 24 Oct 2026 · 6:30pm · Harbourview Reserve Clubhouse. An event that needs no reply opens with "Added to your calendar" instead. Anyone without the app gets the same invitation by SMS. Tapping it opens the event, where the family replies:

What your invitation opens to on a family’s phone: the Presentation Night page with when, where and details, the "Are you coming?" question with Going, Maybe and Can’t go, the reply-by deadline you set, and the family checklist before Send your reply. — What the family sees when they tap your invitation. Nothing reaches your headcount until they send their reply.

What the family sees from their side is in Club events and invitations.

Once replies come in, the event's Attendees tab shows the Headcount, how many have Replied, and who is Going, Maybe or Can't go. Export CSV includes everyone invited, replied or not, which is the list your caterer wants. To follow up the quiet ones, use Chase families who haven't replied when you edit the event.

The Presentation Night event on the Calendar, open on its Attendees tab (29). Headcount 29 and Replied 18 sit above a bar split into Going 12, Maybe 3 and Can’t go 3, with No capacity limit underneath. Below a Response filter, Filters and a name search, replies are grouped by squad: Sophie Costa, Can’t go, under MJDL U9; Belinda Ferreira, Can’t go, under MJDL U10; Laura Ferreira, Going with Milan Ferreira, under MJDL U11; Paul Bennett, Maybe, under MJDL U12; and under BYL U13, Anthony Delgado going with Nico Delgado, and Fiona Adeyemi going with Milan Adeyemi and Tunde Adeyemi. — The headcount counts people, not replies, so every family’s party is in the total. Grouping by squad makes a team that has gone quiet easy to spot.

Changing an announced event tells people what moved, with "Date changed", "Time changed" or "Location changed" first. To remove one, choose Remove and tell everyone or Remove quietly, without telling anyone. Once anyone has said they're going, the quiet option goes, because those people are expecting to be there.

The events answer covers setup end to end, and how events reach family calendars covers calendar feeds.

Tune the reminders

Most notifications send themselves all season: match and training reminders, availability requests, results. Your part is getting the timing right so families can plan.

Club Notifications, under Settings, holds the club-wide defaults. Clubhouse Event Reminder Defaults sets the match arrival time, training arrival time and when the reminder sends. Squad Messaging Defaults sets the weekly Mixed JDL selection times. Player Wellness Reminders sets the daily check-in times. Below those you can switch whole kinds of notification on or off for the club. Choose Save Changes when you're done. Club Notifications has tighter access than the rest of Settings, so if it sends you back, ask whoever manages your club's account.
A programme with a different rhythm sets its own times under Modules & Programs.
Your own notifications live under your name at the foot of the sidebar. That's where fixture reviews and alerts meant for you arrive.
When a parent says "I'm not getting anything", it is nearly always their phone's settings. Send them the troubleshooting answer before you start digging.

FNSW's Club Standards look for regular, proactive communication with parents. Your sent notifications are the record of it, as the communications answer explains.

Confirm it worked

Fixture approvals says "All caught up", and no Dribl update has been waiting more than a couple of days.
A family opening this Saturday's match sees the same time and ground your technical director confirmed.
The Calendar shows this week's training where it will actually happen, and the weekly pattern still matches a normal week.
Your next club event's Attendees tab shows replies coming in.

Last reviewed 5 Oct 2026

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