INTRODUCTION
Welcome to your quick-start guide for using CourtReserve at the front desk!
This guide covers the most important day-to-day tools and workflows you’ll use — from checking players in and managing reservations to processing payments and communicating with members.
Each section includes a short summary, a visual example, and a link to the full help article.
Note: Access to these functions depends on the permissions granted to your user account within CourtReserve.
CourtReserve Glossary
New to CourtReserve? This glossary defines key terms like reservations, schedulers, membership types, and more. It’s a great reference for learning the system’s terminology quickly.
Communication & Member Interaction
Searching for Members
Learn how to quickly locate players by name, email, or membership. This is essential for handling check-ins, payments, and scheduling efficiently at the front desk.
Who’s Here Today
Use this feature to see a live view of who has arrived and checked in for reservations, lessons, or events. It’s key for tracking attendance and managing facility flow during busy hours.
Publish Global Announcements
Post important messages or updates (like weather delays or closures) across the member portal. Announcements keep your players informed and reduce front desk calls.
Bulk Email: Send Emails to Players
Send announcements or updates to large groups of members directly from CourtReserve. This tool is ideal for communicating important club news, schedule changes, or upcoming events — keeping your members informed and engaged.
Email Event Registrants
Easily contact players who have registered for a specific event. Use this feature to send reminders, share event details, or notify participants about cancellations or time changes.
Reservations, Lessons & Events
Lessons, Events & Reservations Overview
Understand how these three activity types differ and interact in CourtReserve. This knowledge helps you manage player participation, billing, and reporting more accurately.
Schedulers Overview
The scheduler is the hub for daily operations — a visual calendar showing courts, events, lessons, and reservations. From here, you can view, create, and manage all court and resource activity.
Book a Court from the Admin Panel
Admins and front desk staff can create or modify reservations and lessons directly. While instructors often manage their own schedules, it’s useful to know how to assist with bookings when needed.
Reschedule Court Bookings
Need to move a player to a new time or court? Learn how to reschedule court bookings without losing important details like payment status or notes.
Book a Lesson from the Admin Panel
Admins can book lessons on behalf of players or instructors. While instructors often manage their own schedules, understanding this process helps staff support members, handle special requests, and ensure lesson times are correctly assigned.
Register Players for Events
Easily add or register new players for events directly from the Admin Panel. This helps ensure rosters are accurate and players are properly signed up, especially for drop-ins or last-minute additions.
Reschedule Players from Events
Quickly move players from one event session or time slot to another without losing their registration details. This tool helps keep event participation organized and up to date.
Drag & Drop on the Scheduler
Quickly move or adjust bookings directly on the calendar. This saves time when courts or lessons need to be shifted to a new time or location.
Payments, Packages & Refunds
Processing Payments
Learn how to process payments at the front desk for reservations, events, and memberships. Understanding this workflow ensures accurate billing and quick checkouts.
Redeem a Package
Players can use prepaid packages for lessons or court time. Knowing how to redeem these ensures players are billed correctly and balances remain accurate.
Issue Refunds from the Scheduler or a Member’s Page
Refunds may happen for cancellations or weather issues. Learn both methods to process refunds properly and keep your financial reports accurate.
Check-Ins & Player Resources
Checking In a Player
Front desk staff can quickly check players in for lessons, reservations, or events. Proper check-ins help with attendance tracking and ensure instructors know who has arrived.
Player Resources
The Player Packet collection of help articles provide helpful guides you can share with players who need assistance navigating the member portal — such as booking courts, registering for events, or updating their profile.
It’s also a valuable reference for new hires who want to understand the member experience from the player’s perspective.
Pro Tip
Use the Info Icon on the Scheduler
From the Scheduler, familiarize yourself with the Info (ℹ️) icon and the shortcut buttons that appear when you hover over it.
Depending on whether it’s a reservation or an event, this menu gives you quick access to several important system functions, including:
Edit – Update event or reservation details.
View Players – See who’s registered or booked.
Email Players – Send quick communications or updates.
View Transactions – Review payment and billing details.
Audit Log – Review changes or updates made by staff.
Cancel – Cancel a booking or an event.
Copy Public URL – Get a shareable link to the event.
These shortcuts help front desk staff quickly view and manage bookings without needing to navigate away from the scheduler — saving time and improving accuracy during busy check-in periods.
Why This Guide Matters
The front desk team is the heart of daily club operations.
Understanding these core tools and workflows ensures:
Faster, smoother check-ins and scheduling
Accurate billing and record-keeping
Clear communication with members
Consistent, professional service across every interaction