RowHQ and SailHQ are live today. KanuHQ and GlideHQ are in build. See your sport

Bookings and scheduling

Book club kit with confidence

Shared kit, facilities and sessions need more than a paper rota. Members should see the live position before travelling, while club rules stop unsuitable bookings. A boat may need a crew. A session may need qualified cover. The system connects those conditions, prevents clashes and keeps faulty equipment out of use until it is ready again.

See your sport Pricing

What it has to do

Availability is clear before travel

A member checks free, reserved and out-of-action items on a phone. The club does not need somebody answering routine availability messages.

Clashes are refused straight away

Two groups cannot reserve the same resource at the same time. The problem is settled before either group reaches the club.

Reported kit leaves the list

Damage makes an item unavailable for further bookings. It only returns when the club is satisfied that repair work is complete.

Qualifications control the booking

The club can require an age, credential or prior check. Members who do not meet that condition cannot complete the reservation.

Sessions use the same calendar

Training, coaching and club nights appear with the kit or facilities involved. Volunteers can plan the programme as one connected job.

Previous use stays on record

The committee can see who held each item and when. That history is useful when following up damage or reviewing an incident.

What it looks like in the live apps

These screens are from RowHQ and SailHQ, the two HQ apps already running real clubs. KanuHQ and GlideHQ are being built on the same patterns.

RowHQ session editor for a skills and fitness rowing session with date, time, session type and sign-up controls
One session, edited without a spreadsheet
SailHQ events list showing socials, training, work parties and open days with dates and locations
The whole season in one list

Select any screen to see it full size.

The same job in four sports

This is the bit a general platform cannot do. Same feature, shaped by what the sport actually needs.

RowHQ A boat is booked with a crew in it, seat by seat. A shell does not leave the rack with one name against it. SailHQ Club boats sit alongside privately owned ones. The club knows what is on the water without owning most of it. KanuHQ Kit is booked as a set. A paddler needs a boat, a paddle and a buoyancy aid, or the session does not happen. GlideHQ A glider cannot be booked until its daily inspection is signed. The flying list is an order, not a set of slots.

Questions

What is a sports club booking system?

It lets members reserve club kit, facilities or activity places from one live calendar. It prevents conflicting bookings and applies the club's participation rules. This is different from a simple diary that only records a name and time.

Can the club limit who books an item?

Yes. An age, qualification or other required clearance can be attached to the booking. A member must meet it before completing the request. The committee remains responsible for setting and maintaining the correct club rules.

What happens when club kit is damaged?

The item is marked out of action and removed from available choices. No further booking can be made while it awaits repair. The club also retains the report and booking history for any necessary follow-up.

On most committees this job belongs to the volunteer coordinator. If that is you, or about to be, our guide to the whole role covers the parts software cannot do for you.

The other five