Booking rules and weekly allowances

The booking system is for the UWE Performance Sport squash programme. Sign-up is restricted to UWE staff (@uwe.ac.uk) and students (@live.uwe.ac.uk).

There are two roles: player (the default for everyone who signs up) and coach(assigned manually by the head coach). Players can’t promote themselves.

Two courts are bookable: Left and Right, both at Wallscourt Farm Gym.

The default hours for each weekday:

• Mon09:00 – 21:00
• Tue09:00 – 23:00
• Wed09:00 – 23:00
• Thu09:00 – 18:00
• Fri09:00 – 18:00
• Sat11:00 – 17:00
• Sun11:00 – 17:00

Coaches can change the hours on a given day — for holidays, tournaments, or facility closures. Always check the calendar on the booking page. If a slot is greyed out, the gym is closed at that time.

A partner is another player you’ve named on your booking so they show up alongside you on the schedule and can leave the booking themselves if they can’t make it. You can have up to three. The rules players play by:

1. 24 hours’ notice required. You can’t book a slot that starts in the next 24 hours. Coaches can; players can’t.
2. 5 hours per week by default, Monday to Sunday in UK time. Cancellations credit the hours back instantly.
3. Up to 3 named partners per booking. Anyone you name will see the booking on their own dashboard and can leave it if they can’t make it.
4. Bookings count toward your hours and your partners’ hours. Adding two partners to a one-hour booking uses one hour from each of your three accounts.
5. Cancel any time. Open /me and use the cancel button on the booking. The slot re-opens; the hours come back.

If a booking would take you above your weekly limit, it doesn’t fail outright — it goes to pending approval. The coach reviews each request and approves or rejects.

Two things to know about pending bookings:

1. They don’t reserve the slot. Someone else can still book that exact court and time while your request is in the queue. If they do, your request is automatically rejected.
2. They expire after 7 days, or as soon as the slot start time passes — whichever comes first. You’ll get an email if the request expires before a decision is made.

For tournament weeks, training camps, or other one-off reasons, the coach can raise your weekly limit for a specific week. Existing pending bookings aren’t auto-approved when the limit goes up — the coach still decides each one individually.

1. Book any time, no notice required. The 24-hour rule and 5-hour weekly cap don’t apply to coaches.
2. Override player bookings when needed. The player gets an email explaining the override and the hours are credited back to them.
3. Set up recurring slots for weekly squad practice or coaching sessions. The system materialises individual bookings 14 days ahead and cancels any player bookings that conflict (with notification).
4. Edit opening hours for any specific date. If the change cancels existing player bookings, affected players are notified by email.
5. Run coaching sessions where named players are listed as participants but don’t lose hours from their weekly budget. Coaching sessions show up on the public schedule as “Coaching session with X, Y”.

1. Cancel anything from /me. Your hours come back the moment the cancellation is recorded.
2. If a coach overrides your booking, you’ll get an email with the reason and the slot detail. The hours are credited back automatically.
3. If recurring squad practice conflicts with your booking, your booking is cancelled and you’ll be notified. This usually only affects bookings made before the recurring slot was set up.
4. Leave a booking you’re a partner in if you can’t make it. Your hour comes back, the booking continues without you, and the booker is notified so they can find a replacement.