Permit Reports New in TurfTime FMS
Walk into your permit meeting with the numbers
For club presidents and field schedulers. See how your club used its city permit, what the unused hours cost, and exactly how much time to ask for next year.
What the video shows
- For club presidents and field schedulers: your city permit meeting is coming. Do you have the numbers?
- Most clubs walk in with five different spreadsheets, a best guess at next year, and the city telling them they didn’t use the hours they had.
- Permit Usage: an illustrated report for April to October showing 620 permitted hours split into 168 hours of games, 341 hours of practices and 111 unused hours, 82% used, with each team’s hours and cost. Sample club data.
- Permit Planning: an illustrated request by game type in hours a week. 5v5 and 7v7 need more time; 9v9 and 11v11 can give some back. Every team gets at least 2 practices and 1 game a week. Sample club data.
- One place for the whole season: field scheduling, permit reports and the Team App for coaches and guardians.
- TurfTime FMS. Walk into your permit meeting with the numbers. Request a demo at turftimefms.com/permits.
Are you using your permits?
How much permit time are you paying for and not using?
Permits are one of the biggest bills a club pays, and every hour is paid for whether a team steps on the field or not. A Tuesday slot nobody books, a full field reserved for one small-sided practice, a block kept “just in case”: each is money spent on empty grass.
Most clubs can’t say how much of their permit went unused. The request for next year is built from last year’s number and a few spreadsheets, so the same gaps get paid for again, while the teams that really are short of time stay short.
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Which permit hours sat empty?
Slots booked every week that no team used, by day, field and time, so you can see the pattern instead of guessing.
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What did that empty time cost?
Unused hours priced at each permit’s own rate. A number the board can act on, not a feeling that “we have too much on Tuesdays”.
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Are you asking for the right time?
Too much 11v11 and not enough 7v7 is still a bad permit. Match the request to the teams you will actually field.
Estimate what unused time costs you
Rough numbers are fine. Nothing you enter leaves this page.
Paid for, never played on
$6,750
135 idle hours this season
Not sure what share goes unused? That’s the point. Permit Usage gives you the real number.
TurfTime FMS already holds your permits and every booking made against them. Permit Usage shows what you used and what you paid for nothing. Permit Planning dials in next year’s request so you ask for the time your teams need, and stop paying for the time they don’t.
Permit Usage
See exactly how you used your permit
One report for the time the city granted you: what went to games, what went to practices, what sat empty, and what all of it cost.
Permit Usage · Apr 1 – Oct 31
All city permits
- Permitted
- 620h
- 412 permit blocks
- Games
- 168h
- 27%
- Practices
- 341h
- 55%
- Unused
- 111h
- 18% · $5,661
| Team | Games | Practices | Cost |
|---|---|---|---|
| U13 Girls Storm | 16.5h | 48.0h | $2,741 |
| U11 Boys Thunder | 12.0h | 39.5h | $2,189 |
| U9 Girls Lightning | 8.0h | 26.0h | $1,445 |
Used and unused, for any dates
Pick a season, a month or any date range. Permitted city time is split into games, practices, other bookings and time nobody used.
Counts the field you actually took
A booking on half a field counts half the permitted hours, so shared fields are not reported as fully used.
What the time cost
The cost of used and unused time, calculated from each permit’s rate, so the board sees what idle hours cost the club.
Team by team
Games, practices and cost for every team, to see which programs use their share and which leave hours on the table.
Every booking tied to its permit
Each permit’s issue date, rate and weekly schedule, with booking lists inside and outside the permits, each linked to its permit.
Ready to hand over
Export to PDF or Excel for the city, the board, or the scheduler who takes over next season.
Permit Planning
Ask for exactly what next year needs
Cities often grant time by game type, so Permit Planning builds next year’s request the same way: hours a week for each format, starting from the teams you will field.
That lets you dial the request in. Give back the hours you’ve shown you don’t use and stop paying for them, and ask for more where teams are genuinely short, with last season’s usage to back it up.
Request by game type · hours a week
58 teams next year
| Game type | Teams | Need | Have now | Ask the city | Change |
|---|---|---|---|---|---|
| 5v5 | 12 | 33.0h | 26.0h | 33.0h | +7.0h to ask for |
| 7v7 | 16 | 50.0h | 42.0h | 50.0h | +8.0h to ask for |
| 9v9 | 14 | 64.5h | 70.0h | 64.5h | −5.5h to give back |
| 11v11 | 16 | 79.0h | 92.0h | 79.0h | −13.0h to give back |
Every team: 2 practices + 1 game a week
Hours a week, by game type
Cities often grant time by format: “20 hours a week of 9v9”. Permit Planning works out next year’s request the same way.
A floor for every team
Every team is planned at no less than 2 practices and 1 game a week, or more if it already books more today.
Next year’s team count
Adjust how many teams you expect in each format next year and the request updates with it.
You choose the fields
Decide which fields count toward the plan, so the request covers the fields you are actually asking the city for.
Ask for more, or give back
See “Ask the city” next to the permits you hold now, format by format, with the change you need to request or can release.
Ready before the December and January requests
Most clubs request city time at the start of the year. The work that makes the request credible happens in the weeks before it.
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1 After the season
Run Permit Usage
See how the time you were granted was used, what it cost and what went unused, while the season is still fresh.
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2 Before the request
Plan next year
Set next year’s team counts in Permit Planning and choose the fields. The hours-a-week request falls out of it.
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3 At the meeting
Bring the numbers
Hand the city a request by game type, backed by how you used last year’s permit, instead of a best guess.
Built on the permits and bookings you already keep
The reports read the same permits you import into TurfTime FMS and the same bookings your schedulers make on the field calendar. There is nothing extra to keep up to date: when a booking moves, the reports reflect it.
See it with your club’s permits
Tell us about your fields, your permits and when your city takes requests. We will walk you through Permit Usage and Permit Planning in a personalized demonstration.