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Welcome to our Support Centre

Coordinating game change requests between clubs

Applicable to: Club Administrators
Application(s): Admin Portal > Game Details

This article will cover the following:

  1. Setting up game change notifications
  2. How to request a game change
  3. Responding to a game change request
  4. How to track your change requests

Related articles:

Before you start

Your association must enable game change requests for your grade first. Once enabled, you'll see a 'Change Requests' tab in the Game Details section of each match in the Admin Portal.

 

Setting up game change notifications

⚠️ Important: Before using this feature, you must set up email notifications. Without proper email setup, you may miss important change requests from opposing clubs.

  1. Navigate to My Organisation > Overview > Notifications

  2. Ensure your relevant email address is subscribed to 'Change Requests'

  3. Save your notification preferences

game change notifications.png

 

How to request a game change

  1. Find Your Game
    1. Navigate to the game via Game Day
    2. Select Details
    3. Look for the 'Change Requests' tab (only appears when feature is enabled for that grade)
  2. Check Eligibility
    1. The '+ Request Change' button will be highlighted if the game falls within the association's allowable timeframe
    2. If greyed out, the window to request game changes is not open per Association settings

change request window closed.png

  1. Submit Request
    1. Click '+ Request Change'
    2. Modify date, time, and/or venue as needed

      • System will detail available times at your selected venue, else will alert you to any scheduling conflicts

      • All venue bookings across your sport are checked for availability

    3. Add an optional note explaining the change request

    4. Submit for approval

image.png

  1. Await Response

    • Opposing club will receive an email notification if they have set-up notifications

    • You cannot submit another request for the same game until the current one is approved or declined

club change request awaiting response.png

 

Responding to game change requests

When you receive a request:

  1. Check your email for the notification (or the corresponding report to find outstanding requests at your club)

  2. Navigate to the game details via the link provided

  3. Review the proposed changes and any notes from the requesting club

  4. Choose to Approve or Decline

  5. Add an optional note explaining your decision

  6. Submit your response

⚠️ Important: Associations can override any club game change request. Both the initial request AND your approval must happen before the association's set timeframe (e.g. if set to 1 day, all activity must complete more than 1 day before game start).

Tracking Your Requests

View all historical change requests for a specific game in the 'Change Requests' tab. See status, timestamps, and notes for each request.

Frequently asked questions

Here are answers to common questions clubs have about game change requests:

  • Why aren't any time slots available for my preferred date? When no times appear for a selected date, it means all venue slots are either booked or would create scheduling conflicts with other fixtures. You can type in a time and the system will alert you to any scheduling conflicts, such as if there is another game scheduled at the proposed time. You can then decide whether to proceed with the request or choose a different time. Contact your Association administrator if you believe time slots should be available, as they can review venue allocations and system constraints.
  • How far in advance do I need to submit a change request? Your association determines the minimum notice period for game changes, typically requiring 7 days before the original fixture date. This allows adequate time for the opposing club to respond, participants to adjust their schedules, and referee allocations to be amended. For last minute game changes, contact your association administrator directly.
  • What happens if two clubs try to change the same game? The system handles change requests sequentially, processing them in the order received. If a pending request already exists for a game, other club cannot submit additional requests until the first is closed. This prevents confusion and conflicting changes. We recommend clubs communicate directly to coordinate their needs before submitting game change requests through PlayHQ.
  • Do venue bookings automatically update when a game change is approved? PlayHQ updates all fixture details within the system when changes are approved, but external venue booking systems require separate confirmation. After accepting a change request, verify the new booking with your venue manager or local council to ensure facility availability.
  • What about referees when games are rescheduled? If the game has a referee allocated, it will impact referee allocations. Contact your association if they manage referee appointments to understand how this may impact your game change.