For football associations
Referee appointments
without the Sunday morning chaos.
Manage availability, fixtures and referee assignments in one simple workspace, built for the referee appointments secretary.
No card required
wessex.refflow.uk/fixtures
Saturday · 12 Sep
Wessex U18 v Bournemouth Sparks
14:00 · KO
Poole Town v Salisbury City
15:00 · KO
AFC Romsey v Andover New Street
15:30 · KO
Why RefFlow
RefFlow vs how you do it now
Most leagues run referee appointments on a mix of WhatsApp and spreadsheets. It works, until Saturday morning.
| Situation | WhatsApp + spreadsheet | RefFlow |
|---|---|---|
| Availability tracking | Poll referees by WhatsApp, chase non-replies, build a spreadsheet manually | Referees mark their own availability. You see a live grid, no chasing. |
| Fixture changes | Edit the spreadsheet, re-paste into WhatsApp, hope everyone sees it | Update the fixture once. Assigned referees are notified automatically. |
| Who covers what | Scroll through WhatsApp history or check a spreadsheet tab that may be out of date | Every appointment is recorded. One tap to see who is assigned to any fixture. |
| Last-minute pull-outs | Panic message to the group chat at 7am. Wait. Reassign manually. | Mark appointment unfilled. Find the next available referee in the grid. Reassign. |
Sound familiar?
The Sunday morning cycle
If you run referee appointments, you know exactly how this goes.
📱
7:02 am
The WhatsApp bombardment
Sunday morning. Three referees have replied to a group message from last Tuesday. One says they can't make it. You're still in bed.
📋
7:18 am
The spreadsheet says different
The spreadsheet you built last month shows them as confirmed. When did that change? You open your messages. You can't tell.
🔁
7:34 am
The rescheduled fixture that didn't move
One fixture moved from Saturday to Tuesday. The appointment stayed where it was. The referee turned up to an empty ground.
🔔
8:01 am
Last-minute pull-out, no replacement
A referee messages the group. Out due to injury. You send a fresh message to the whole group. Wait. Reassign manually. Hope someone sees it in time.
⏱
Every week
Hours you won't get back
Not because the job is complex. Because the tools weren't built for it.
RefFlow removes every one of these situations. Availability is self-reported. Appointments are tracked in one place. Changes notify the right people automatically.
So you can have your Sunday morning back.
Why RefFlow
Built for the people who keep football running.
Replace spreadsheets, WhatsApp groups and dropped emails with one auditable workflow, built for the referee appointments secretary.
Appointments
One-click appointing, zero chaos
Match referees to fixtures using availability, level and conflict rules. Send, chase and confirm in a single flow.
Available referees
JB
James Berridge
Level 5 · Available
SO
Sarah Oduya
Level 4 · Available
RP
Raj Patel
Level 5 · Unavailable
Fixtures
The full fixture picture
Import from CSV/XLSX. Track kick-offs, venues, competitions and officials side-by-side, filtered, searchable, always current.
This weekend · Step 3–5
Sat 27 Apr · 15:00
Hitchin Town vs St Albans City
AppointedSat 27 Apr · 15:00
Welwyn Garden vs Biggleswade
PendingSun 28 Apr · 14:00
Baldock Town vs Letchworth
AppointedSun 28 Apr · 14:00
Stevenage Res. vs Ware FC
UnassignedCommunication
Everything on the record
Every email, accept, decline and change is logged per appointment. No more "did they get it?". Full audit trail for every match day.
Appointment timeline · #A-4812
Appointment sent
to James Berridge
09:12
Accepted
James Berridge
09:18
Reminder sent
auto, 24h before kickoff
Fri 17:00
Match completed
auto, 2h after full time
Sat 17:00
Reporting
Season-wide insight, one click
Four built-in admin reports (workload, finals allocation, area coverage, refs-vs-teams clash checks), export-ready so nothing slips through at season end.
Admin reports · Season 2025–26
Workload
Appointments per referee this season
Finals
Cup finals allocation & eligibility
Coverage
Geographic coverage by area
Refs vs Teams
Repeat-appointment clash check
How it works
From fixture list to final whistle.
A single workflow that replaces the spreadsheets, emails and phone calls. Your referees get clarity. You get the audit trail.
01
Import fixtures
Upload your fixture list by CSV. RefFlow normalises competitions, kick-offs and venues automatically.
02
Match referees
Availability, level and conflicts checked in real time. Appoint with a click.
03
Send & confirm
Officials accept or decline by email or link. Status updates live across the dashboard.
04
Close the loop
Appointment outcomes logged. Officials notified. Your records are complete and your audit trail is clean.
Who it's for
For the referee appointments secretary.
RefFlow is not for clubs. It's not for County FA enterprise teams. It's for the one person who runs referee appointments for a league or society, and spends too much of their weekend doing it.
🏆
Leagues
Give your appointments secretary a tool built for fixture grids, last-minute changes and match-day contact. No more spreadsheets, no more WhatsApp threads.
👥
Referee societies
Keep appointment records, availability windows and contact details for your members in one place. Less admin, more games covered.
How it works
From fixture list to confirmed appointment in minutes
Five steps. No training required.
1
Import your fixtures
Upload your fixture list from a spreadsheet or add fixtures manually. Seasons and divisions keep everything organised.
2
Add your referees
Create referee profiles with contact details, grade and notes. Your full panel in one place.
3
Referees mark availability
Each referee receives a personal link. They mark which dates they're available, no account needed. You see the grid in real time.
4
Assign with one click
See who is available for each fixture. Assign the right referee in seconds. The appointment is recorded automatically.
5
Referees are notified
Assigned referees receive an email confirmation with fixture details. No more forwarding messages, no more manual follow-up.
No card required. Your data is yours.
Pricing questions
FAQ
Questions from appointments secretaries
14-day free trial. No card required.
Why RefFlow exists
“Nothing overcomplicated, nothing you don't need, just something that works.”
Founder story
I didn't set out to build software.
RefFlow came from seeing what referee appointments actually look like at grassroots level, and honestly, it's chaos.
Spreadsheets everywhere, WhatsApp messages flying around all week, chasing referees who haven't replied, fixtures changing last minute, and somehow it all ends up on one person to sort it.
The referee secretary.
The one getting messages late at night, the one everyone goes to when there's no ref, the one trying to keep track of who's available, who's not, and who's already doing multiple games that weekend.
There's never really been a proper tool for it.
Most leagues are just piecing things together with spreadsheets and group chats, or using systems that don't really fit how grassroots football actually works.
So RefFlow is simple on purpose.
One place to manage your referees, one place to manage your fixtures, and one place to handle appointments without chasing people all week.
Nothing overcomplicated, nothing you don't need, just something that works.
If it saves you a few hours every week and takes away that last-minute panic, then it's done exactly what it's meant to do.
Toni
No card required
Start your trial without a payment method
14 days, full access
Every feature available from day one
No lock-in
Annual subscription, choose not to renew at any time
Built for secretaries
Not for clubs. Not for County FAs. For the appointments secretary.
Your referee appointments, finally under control.
14-day free trial. No card required. Your data stays yours.