How to use When We Play?

If you're a Player

1. Sign in with your email. Type your email and we send a one-tap link — no password needed. Prefer a password? Set one on your profile to sign in directly (the link always still works).
2. Set your timezone on your profile (top-right menu). Every time then shows in your local time.
3. Mark your availability. On the home page, switch to My availability. A slot starts at · no reply; click to toggle ✓ available / ✗ can't make it, shift-click for ? maybe. A game only counts you when you're a firm ✓ — maybe is just a tentative heads-up.
4. Set it once with standing rules. Usually free (or busy) Wednesday evenings? Set it on your profile and it fills in every week. A dashed border marks a slot that came from a rule — click to override it for that date, or click back to clear the override.
5. Going away? On your profile, under When I'm away, add the dates you're out of town and every slot in that range is marked unavailable automatically — no clicking each day. It applies across all your groups. If you'll be back in time for one session, just open the home page and mark that single slot available (it overrides the away window). Your standing availability returns on its own once the dates pass.
6. See who's around. Each slot lists everyone with a dot for available, maybe, or can't make it. Below the names are the games that could play that slot — tap one to see its roster. (Scheduling is the GM's job.)
7. Prefer time to flow the other way? The slots read Evening → Morning by default. Tick Invert Y-Axis on your profile to flip them to Morning → Evening everywhere — boards, games, the lot. It's just your view; nobody else's changes.

Two icon toggles sit top-left, by the Key: one swaps the wide side-by-side table for a stacked day-by-day view; the other collapses each slot's names to a row of availability dots, for scanning a long schedule. The Key explains both.

If you're a GM

You do everything a player does, plus you put games on the calendar. Anyone in the group can start a game — that makes you its GM.

1. Start a game. + New game on the Games page creates one and makes you its GM. Every game in the group shows there — yours on top — each card with its roster, when it can play, and a Manage button on the ones you run.
2. Set the roster. Each player is Required (the game needs them) or Optional. A game is viable for a slot when you, the required players, and enough optional ones are all available.
3. Schedule a game. Each slot shows a member dot by every name (you first, then GMs), so you can read coverage at a glance: available, no reply, ? maybe, can't make it. Below the names, each game that could fill the slot shows a + pill; a red dot means its requirements aren't met yet (you can still schedule it). Tap a pill to review, then Schedule from the top of the card; tap a booked game to Unschedule. Both are two-step, so a stray tap never changes the schedule. Once a slot is booked, the other games still list below it with a ⇄ instead of a + — pick one to swap it straight in, no need to unschedule first.
4. Watch the status dot. After scheduling, a small dot may appear on a game: red = a viability rule is now broken; amber = someone who was counted in has since dropped out. Someone becoming newly available never raises the amber diamond — that only ever gives you more options, so it isn't worth an alarm.
5. Open the pill to see who moved. Everyone whose availability changed since you booked gets an amber diamond — the same mark as on the pill — at the end of their row. Their own dot at the start of the row says which way they went: diamond next to a means they dropped out, next to a means they're newly available. The names are spelled out underneath too, so you get "Dropped out since scheduled: Steve" rather than a vague "something changed".
6. Email your group. The ✉ on a game's card opens a message to the GM and every member.
7. Manage a game (its GM or a group admin) from the Manage button on its card: upcoming sessions, roster, the viability rule, default times, and an option to hide it in slots where the GM can't make it.
8. Give a game its own time. On the game's Manage page, the Schedulable times grid lets you set a custom start/end under any block it plays — that block then always uses that time for this game. For a one-off change to a single scheduled date instead, click the clock on the booked pill on the board and set the time there; that changes only that date.

Showing part of the schedule

Above the board, Show sets how much is listed. Three dropdowns, read left to right.

• All / Scheduled / Scheduled/able. All lists every date. Scheduled lists only dates with a game booked. Scheduled/able also keeps dates where a game's requirements are already met, even if it isn't booked yet.
• All Games / one game. Pick a game to show only the dates and time slots it can play — the rest drop away, so you can see when that one game could happen.
• Weeks out. How far ahead the board reaches.

While a filter is set, Show turns into a button — click it to clear the filters. The weeks-out setting stays.

When a game is booked

When a game you're in is scheduled for a slot, your availability box for that slot shows the game's colour.

✓ A-Side

This is a game that has been scheduled, and that you're playing in.

✗ ?

This game has been scheduled, but you're unavailable to play in it (or aren't sure you can make it).

No colour means nothing's booked in that slot, or the booked game isn't one of yours.