Bookings and scheduling

Book the thing your club actually shares

A club booking system stops two people turning up for the same thing. That sounds simple. Then the thing is a boat that needs nine people. Or an aircraft that needs signing off. Or a session that cannot legally run without a qualified coach.

See your sport Pricing

What it has to do

Live availability

What is free, what is out and what is broken, on a phone, before someone drives to the club.

Clashes caught early

Double bookings are prevented at the point of booking rather than discovered on the day by whoever arrived second.

Kit out of action stays out

Damaged kit stops being bookable the moment it is reported. Not after the next person has booked it.

Rules the software enforces

Qualification, age, or a check that has to happen first. If a rule matters, it should be impossible to book around it.

Sessions as well as kit

Training, coaching and club nights sit on the same calendar as the equipment they need.

A record of who had what

Useful when something comes back damaged, and necessary when anyone asks for an audit trail.

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.

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 club booking system?

A club booking system lets members reserve shared club equipment, facilities or sessions. It stops two people booking the same thing at once. For sports clubs it also has to enforce the rules that decide who is allowed to book what.

Can it stop members booking something they are not qualified for?

Yes. The ticket sits on the item or the session. A member without it cannot finish the booking, rather than being corrected later.

What happens when equipment is damaged?

It is marked out of action and stops appearing as available. Nobody books a boat or aircraft that is waiting for repair.

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.