Club Information – WTR – Fixtures & Appts

Please follow this guide for the 2024/25 season –

Club Games

All club league and games are added centrally along with some junior games via the RFU Game Management System (GMS). Please ensure any fixtures relevant to your club appear correctly on WTR.

Any club games where you need a society referee, both senior and junior, should be placed on GMS first. This will ensure that games are recorded in accordance with RFU requirements. Fixtures appearing on GMS automatically filter down (in the majority of cases) to WTR for the appointment of referees. Please double check to ensure it resides within WTR.

With regards Games please only place these on GMS OR WTR, DO NOT place fixtures on both systems as this will cause duplications and could see multiple appointments and multiple costs being incurred for the same game.

BUCS Games

BUCS games are added by the Society and it should only be necessary to make changes when the date, venue or KO time needs altering. Again, please do not duplicate requests for referees. If changes are necessary see the instructions in the section ‘Amending Fixtures’.

School Games

School’s games should be added by the referee contacts, in some cases National Cup Games are added centrally. As the ‘Contact’, please look out for these as we often find the date is incorrect leading to confusion when appointing referees.

Once a fixture appears on WTR you are unable to make any changes. If you need to amend, cancel or postpone a fixture please follow the guidance below.

Referee Appointment & Confirmation

Our appointments team will work through the fixtures on WTR and appoint the appropriately available referee to the fixture. The referee will be notified to accept or reject the appointment. In the case of rejecting it will go back into the pool for appointments to start the process again.

Once the referee accepts the appointment the nominated club contact will receive an email with the referee contact details and their preferred method of contact.

Please contact the referee to confirm the fixture at least 72 hours prior to the game.

Referees are instructed not to attend appointments without confirmation. If you have attempted to make contact with the referee but have been unsuccessful please contact the relevant appointments contact, in relation to the type / day of the game. Our appointments team can be found by clicking this link.

If you are not the nominated club referee contact and wish to establish if a referee has been appointed to a specific game, you can do so by going to the ‘Latest Appointments‘ page on our website, link in the title.

Amending Games

If a club need to make a change to league games please contact the league secretary. They should authorise the alteration and changes made centrally through GMS which will filter down to WTR.

In the case of all other club, BUCS, School, Sunday or Midweek fixtures please contact the relevant Society Appointments Officer who will update WTR accordingly. Meet the Appts Team.

Cancelling Games

Please refer to the RFU notice dated August 2022 on Clarification of Regulation 6, insert provided below;

This provides guidance on the decision making when it comes to the procedure for cancelling matches. It applies mainly to League games, but the society recommends the basic procedure is followed for all games.

If after confirming the referee to the fixture and the game is subsequently cancelled the Club contact MUST:

1. Immediately notify the referee
2. Email the appropriate appointments contact so they can update WTR and copy in the Society Treasurer, list of appointments contacts can be found here.

WTR is an integrated system and if the game is not showing as cancelled on the society WTR database it will appear on the Match Fee invoice and a fee will be charged.

If you do not inform the referee that the game has been cancelled and they travel to the club, you will be charged a match fee as the Society will need to reimburse travel expenses.